Everything you need to know to schedule a meeting in Microsoft Teams

Novedades > Collaboration

27 de October de 2021

Microsoft Teams has become a widely used tool in the work environment to have a direct connection between the different people that make up a work team. In it you can, among many other things, chat, send different types of files or schedule meetings.

Today online meetings have become the easiest way to collaborate between employees of the same company, some of them in different cities and even multiple in remote work, they can be present to discuss essential issues that could not be solved simply by chatting. or via email.

Technology companies like Microsoft have realized this and have therefore created platforms like Teams, which are geared towards everything that has to do with remote work, since these meetings are considerably more productive. Hence, it is necessary to know everything that the technological giant's program offers us.

Types of meetings in Microsoft Teams

Before, we can mention the types of meetings that Microsoft Teams offers us, oriented in different ways and with different purposes.

Quick meetings: More than meetings, they are group video calls at the moment. There is no type of programming, but they are generated by some urgency. It is necessary for several members of the team to contact each other and that is why these types of meetings are held.

Single channel meetings: in Microsoft Teams we can add several channels, from different parts of the company and with different employees, which can be repeated in many other channels, it is also possible to organize a single channel meeting . That is, we talk about a quick meeting, but only with the members of one of those channels or scheduling a meeting, but only with the channel.

Private meetings: Teams also allows us to have private meetings with someone in particular, to discuss issues that only concern that person.

Scheduled meetings: these types of meetings are the most serious, that is, they are scheduled in advance to deal with a specific topic and attendees must be well informed about what is going to be discussed. You can even invite people from outside the working group, but it is something that we will deal with later, since these are the meetings that we are going to talk about.

How to schedule meetings?

The way to schedule a meeting is much simpler than we can imagine at any given time. It will allow us to send the announcement of the meeting to all the participants well in advance so that they come prepared and do not miss it.

1. Book a meeting with members of a chat

If what we want is to book a meeting with the members of a chat, we must go to Schedule a meeting that is just below the box where the messages are written. message.
If we don't want only one chat to enter the meeting, what we have to do is go to the Teams Calendar, located on the left side of the application, and click on New Meeting.
Now we have to select the time interval in the form that comes out next. Here we can put a title, the people we want will be invited and details concerning said meeting will be added.
Once we've filled in all the meeting details it's time to click Save. This will cause an invitation to be sent to their respective email inboxes to all participants.

2. Invite people from outside the workgroup

Teams allows us to invite people from outside of the workgroup we currently have, as long as we know their email address. We must follow these steps:

We must press where it says Add the necessary attendees and select Optional.
Then we write the email address of said person.
Now it's time to tap on Invite and you will then receive an email with the meeting link.

3. Schedule a channel meeting

The steps to be able to schedule a meeting that only involves one channel are as follows:

Select New meeting.
Then we put the name of a channel where it says Add a channel. Similarly, it is important to know that we cannot add a different channel once we have sent the invitation.
Then we open the Scheduling Assistant to find the best time for our channel's meeting to take place.
If we want this meeting to take place from time to time we can open the drop-down menu next to Does not repeat (below the date). Then we choose the frequency with which we want this meeting to occur or directly selectCustomized to create our own frequency.

4. Schedule meetings on a channel calendar

If what we want is to add a meeting, but directly from the channel's calendar, the way to do it is also quite simple and does not have many complications.

We select Add new event at the top of the calendar itself.
Now it's time to click and drag on the calendar so that a specific block of time is selected.
We can also select the arrow next to Meet Now at the top of the app by opening the menu and selecting Schedule Meeting.
The programming form will then open with the channel name already entered. You can specify person by hand, knowing that any guest that we put will not have access to the channel's calendar, having to be added to the meeting invitation that arrives.
With everything that we detail in this post, we can already master all the types of meetings that we can do in Microsoft Teams and we know how to schedule them so that everyone we want can access.

It is one of the best ways to get several people from the same working group together to discuss the specific topic of each meeting.