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When you schedule a meeting in Outlook, it'll show up in Teams, and vice versa. Every meeting scheduled in Teams is automatically made into an online meeting.

Scheduling from Outlook? Learn how to add Teams to your Outlook meeting.

Note: Up to 1,000 invitees can join a Teams meeting and interact by using chat, audio, and video. Invitees can also join a meeting that already has 1,000 participants (up to 10,000) as view-only attendees.

Schedule a meeting

There are several ways to schedule a meeting in Teams:

  • To schedule a meeting with members of a chat, open the chat and select More options Microsoft Teams more options iconat the top of the chat. Then, select Schedule a meeting  Schedule a meeting from chat button.

  • Schedule a meeting from your Teams Calendar. Select Calendar Teams Calendar tab icon in Teams and select New meeting  Cross icon at top of the screen.

The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.

Scheduling Assistant tab in the Teams new meeting scheduling form.

In Scheduling Assistant, you can see attendees' time zones, schedules, and availability during different timeslots. The Scheduling Assistant grid will show each attendee's schedule. Shaded areas show when attendees are busy or have tentative meetings. Unshaded areas show when attendees are free. 

Screenshot of Scheduling Assistant time zone view in Teams

Once you're done filling out the details, select Save to close the scheduling form and invite attendees to the meeting.

Add a dial-in number  

Include a dial-in number and conference ID so that participants can call in to the Teams meeting. If you schedule the meeting from Outlook, the dial-in number and conference ID automatically appear in the scheduled meeting invite. For how to add these details when scheduling in Teams, see Add a dial-in number for a meeting in Teams.

Assign categories to a meeting

Color code your calendar with categories. Just like in Outlook, you can assign one or more categories to each meeting in your calendar. There are a couple ways to assign categories:

  1. Right-click an event in your calendar.

  2. Select Categorize  The Categorize icon..

  3. Select a color.

You can also categorize a meeting when you schedule it by selecting Category at the top of the scheduling form.

Note: Channel meetings can't be categorized.

Invite people outside your organization 

Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

  1. Create a meeting or open an existing one in your Teams Calendar.

  2. Enter names in the Add required attendees  Teams add member to chat field. 

    • If anyone is an optional attendee, select Optional in the Add required attendees  Teams add member to chat field and add their names.

  3. Type the person's full email address (ex:

  4. Select Send or Send update. They'll receive an email with a link to the meeting.

Invite people with a link 

Teams lets you invite people to a meeting via a meeting link. To share this link:

  1. Create a meeting or open an existing one in your Teams Calendar.

  2. The meeting link will appear as a URL. Select Copy to copy the URL.

Add a co-organizer

After you've invited people to your meeting, you can add up to 10 co-organizers to help manage your meeting. Before adding co-organizers, make sure the people you want to add are already added as required attendees and then follow the steps below:

  1. Create a meeting or open an existing one in your Teams Calendar.

  2. Make sure the people you want to add as co-organizers are invited to the meeting.

  3. Select Options Settings button> More options.

  4. In Roles  People or Show Participants button, select their name(s) from the Choose co-organizers dropdown menu.

  5. Select Save.

Note: To learn more, see Add co-organizers to a meeting.

Make it a channel meeting

  1. Select New meeting  Cross icon at top of the screen.

  2. Type the name of a channel in the Add channel field.

Channels can't be edited or added once the invite is sent. You'll need to send a new invite with the updated channel.

Note: When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel. This feature isn't available in private channels.

Once you've added the people you want, select Scheduling Assistant to find the best time.

If it's a recurring meeting, open the dropdown menu next to Does not repeat (just below the date). Choose how often you want it to occur from the default options or select Custom to create your own cadence.

Schedule meetings in a channel calendar 

If you're unfamiliar with how to add a calendar to a channel, the steps are outlined for you at See all your meetings in Teams. Once that's done, you have a few ways to add events to the shared calendar.

  1. In Teams  Teams button, select the team you want to schedule meetings in.

  2. In the top right corner, select the dropdown arrow next to Meet now  Video call button

  3. Select Schedule a meeting  Schedule a meeting from chat button.

  4. Add other attendees who are outside the team you scheduled the meeting in.

  5. Select Send.

When you select Send, everyone in the team you scheduled the meeting for will receive a personal invite.

If you added guests and partners from outside your org, they won't have access to the channel calendar.

Right-click for more options

Right-click an event in your calendar to:

  • Edit  Fluent 2 edit icon small  the meeting details.

  • Chat with participants  Teams Chat Tab icon in the meeting chat.

  • Join online  Video call button.

  • Copy link  Insert Link button.

  • Cancel  Delete button trashcan icon the meeting if you're an organizer.

  • Show as to set the status that will reflect on participants calendars during the meeting time if they RSVP to accept the meeting.

  • Categorize  The Categorize icon.  the meeting.

Join a meeting  

Teams meetings will show a join button on an event in your calendar five minutes before the start of a meeting. Once someone joins the meeting, the event will change colors to let you know they're online.

Select Join to open the meeting settings window to confirm your preferred camera and mic settings before joining the online meeting.

Note: If you have overlapping meetings in your calendar, the join button won't be available. But you can still right-click the event and select Join online.

Reschedule a meeting

In your Teams calendar, you can reschedule meetings and events you organized. To quickly update a meeting time, select in in your Teams calendar, drag it into a new timeslot, and drop it.

Screenshot of dragging and dropping Teams meeting into new timeslot

You'll be notified of invitees' availability before you update the meeting time.

You can also change the meeting time by opening the meeting details, choosing a new time, and selecting Send update. Attendees will automatically receive a notification with the updated time. 

Set your Show As status in a Teams meeting

As an organizer, you can set the Show As status of the meeting in the action bar. When participants RSVP, their status will automatically reflect the status the organizer set. 

As a participant, you can choose to set your individual status for the meeting through Show As independent of the status set by the organizer. The updated status will reflect on your calendar. The default Show As value for all the meetings an organizer schedules is Busy.

You can set your Show As status in several ways:

On the Scheduling Form Details page

Image displaying how to set a status in a Teams meeting using the drop down status menu.

On your Peek of the meeting (Microsoft Surface)

Image displaying the Show As flyout menu with potential statuses.

On the Details view of the meeting (as a participant)

Image displaying the Test Meeting screen with menu of available statuses.

Schedule a meeting

To schedule a meeting:

  1. Open the Teams mobile app.

  2. Tap Calendar Meetings button.

  3. Tap Schedule a meeting Cross icon at top of the screen.

  4. Tap Join with meeting ID Join with meeting ID button, Meet now  Meet now icon, or Schedule a meeting  Schedule a meeting from chat button.

  5. Tap Add participants  Add participants icon and add names of who you want to invite.

  6. Tap Share to a channel Teams meeting add channel icon to make it a channel meeting.

  7. Enter other meeting details.

  8. Tap Done to schedule the meeting and invite participants.

Note: When you have a meeting in a channel, people will be able to see and join it in that channel.

Meeting details

To view and edit meeting details:

  1. Open the Teams mobile app.

  2. Tap Calendar  Meetings button.

  3. Tap a meeting to view details.

  4. Tap Edit to edit the meeting details if you're an organizer.

  5. If you updated the meeting details, tap Done to send updates.

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