Schedule a meeting in Microsoft Teams

Stay in sync with scheduled Teams meetings, where you can collaborate with your team, present content, and much more.

When you schedule a meeting in Teams, it'll automatically appear in your Outlook calendar, and vice versa. Scheduling from Outlook? Learn how to add Teams to your Outlook meeting.

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Schedule a meeting

There are several ways to schedule a meeting in Teams.

Schedule a calendar meeting

Select Calendar in Teams.
Select New meeting .
Add meeting details and attendees.
Select Send.

Schedule a meeting from chat

Select Chat in Teams.
Select More chat options at the top of the chat.
Select Schedule a meeting .
Add meeting details.
Select Send.

Schedule a channel meeting

In Teams , select the team you want to schedule a meeting in.
Add a shared calendar to your team channel.
Next to Meet now , select the dropdown arrow.
Select Schedule a meeting .
Add other attendees who are outside the team.
Select Send.

Everyone in the team you scheduled the meeting for will receive a personal invite.

You can also invite a channel to a regular meeting by typing the channel name 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.

Notes:

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.
Invitees outside your org won't have access to the channel calendar.

Invite attendees

You can invite attendees to your Teams meeting while you're creating it or after.

Up to 1,000 invitees can join and participate in a Teams meeting. Up to 10,000 invitees can join as view-only attendees in meetings that already have 1,000 attendees.

To invite attendees:

Create a meeting or open one in your Teams calendar.
Enter names in the Add required attendees field.
- If anyone is an optional attendee, select Optional in the Add required attendees field and add their names.
- To invite someone outside your org, type their full email address (ex: Joe@example.com).
Select Send or Send update. Invitees will receive an email with a link to the meeting.

Scheduling Assistant

At the top of your scheduling form, select Scheduling Assistant to find a meeting time that works for everyone.

In Scheduling Assistant, you can view other 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.

After you fill out the details, select Send to close the scheduling form and invite attendees to the meeting.

Share a meeting link

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

Create a meeting or open one in your Teams calendar.
The meeting link will appear as a URL. Select Copy to copy the URL.

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.

To learn more, see Add a dial-in number for a meeting in Teams.

Categorize meetings

Color-code your calendar with categories. Assign one or more categories to each meeting in your calendar.

To assign categories:

Right-click an event in your calendar.
Select Categorize .
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.

Reschedule a meeting

Reschedule meetings and events from your Teams calendar. 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.

Change Show as status

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.

To set a meeting's Show as status:

Select Show as in your meeting details.
Select the status you want attendees to have while they're in your meeting.

Participants can choose a different Show as status by right-clicking the meeting in their Teams calendar, hovering over Show as, and selecting a status.

The default Show As value for all meetings is Busy.