How to schedule a meeting in Microsoft Teams easy!

Novedades > Collaboration

27 de October de 2021

Florencia

AV & Collaboration Specialist

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Microsoft Teams has become a widely used tool in the workplace to ensure direct connection among different team members. It allows users to chat, send various types of files, and schedule meetings, among many other functions.

Nowadays, online meetings have become the easiest way for employees within the same company, some of them in different cities and even working remotely, to collaborate and discuss essential topics that cannot be easily resolved through chatting or email alone.

Technology companies like Microsoft have recognized this need and have developed platforms like Teams, which are designed to enhance remote work and make meetings significantly more productive. Therefore, it is crucial to understand everything the tech giant’s program offers.

Types of Meetings in Microsoft Teams

First, let's mention the different types of meetings that Microsoft Teams proposes, each oriented in different ways and with different purposes.

Quick Meetings

These are more like instant group video calls. They are not scheduled but are created on the fly due to an urgent need for multiple team members to communicate.

Single Channel Meetings

In Microsoft Teams, you can add multiple channels from different parts of the company with various employees, who may also be present in other channels. You can organize a meeting within a single channel, meaning it's a quick meeting only with the members of one specific channel, or you can schedule a meeting exclusively for that channel.

Private Meetings

Teams also allows private meetings with a specific person to discuss matters that concern only that individual.

Scheduled Meetings

These are the more formal meetings, scheduled in advance to discuss a specific topic. Participants should come well-prepared. You can even invite external people to these meetings, but we will discuss that later as it involves a different process.

How to Schedule Meetings

Scheduling a meeting is easier than you might think. It allows you to send the meeting invitation to all participants well in advance so they can be prepared and not miss it.

1. Schedule a Meeting with Chat Members

To schedule a meeting with chat members, go to Schedule a Meeting just below the message box where you type messages.
If you want to include more than just a chat in the meeting, go to the Teams Calendar on the left side of the application and click on New Meeting.
Select the time slot in the form that appears. You can set a title, invite people, and add meeting details.
After filling in the meeting details, click Save. This will send an invitation to the participants' email inboxes.

2. Invite People Outside the Workgroup

Teams allows inviting people outside your current workgroup, provided you know their email addresses. Follow these steps:

Click on Add required attendees and select Optional.
Enter the email address of the person you want to invite.
Click Invite, and the person will receive an email with the meeting link.

3. Schedule a Channel Meeting

To schedule a meeting that involves only a specific channel, follow these steps:

Select New Meeting.
Add the channel name under Add a channel. Note that you cannot add a different channel after sending the invitation.
Open the Scheduling Assistant to find the best time for the channel meeting.
If you want this meeting to recur, open the dropdown next to Does not repeat (under the date) and choose the frequency or create a custom frequency.

4. Schedule Meetings in a Channel Calendar

If you want to add a meeting directly from the channel calendar, follow these steps:

Select Add new event at the top of the calendar.
Click and drag the cursor on the calendar to select a specific time block.
You can also select the arrow next to Meet now at the top of the app, open the menu, and select Schedule meeting.
The scheduling form will open with the channel name already filled in. You can manually add people, noting that any invited guests will not have access to the channel calendar and must be added to the meeting invitation they receive.

With all this information, you can master the various types of meetings you can have in Microsoft Teams and know how to schedule them for the desired participants.

This is one of the best ways to get multiple people from the same workgroup together to discuss the specific topics of each meeting.

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We offer advice during and after implementation, as well as extensive training and practices to ensure your team succeeds with Microsoft Teams. We are experts in Microsoft Teams and will help you implement it in your business, including on-site implementation and remote support.

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