Microsoft Teams: Scheduling Meetings

Overview

This article explains how to schedule a Microsoft Teams meeting for staff, faculty, and students using either Outlook or Microsoft Teams.

Prerequisites

Before you begin, ensure you have:

• A Northwood Tech account.
• Access to Microsoft Outlook or Microsoft Teams.
• A supported web browser or the Microsoft Teams desktop application.
• An internet connection.

What Can You Do with a Teams Meeting?

Microsoft Teams meetings make it easy to collaborate with colleagues, students, and external guests from virtually anywhere. With Teams meetings, you can:

• Meet with individuals or groups.
• Invite participants inside or outside Northwood Tech.
• Share your screen, files, or presentations.
• Enable audio and video collaboration.
• Schedule one-time or recurring meetings.

Instructions

Schedule a Teams Meeting in Outlook

Use Outlook when you're already managing your calendar or scheduling meetings with multiple attendees.

1. Open Microsoft Outlook and select Calendar.
2. Select New Event > Event.
3. Enter a title for the meeting.
4. Add attendees in the Required Attendees field.
   • To invite someone outside Northwood Tech, enter their full email address.
5. Select the meeting date and time.
6. Select the meeting date and time.
   If needed, you can also:
   • Select All Day for an all-day event.
   • Select Recurring to create a repeating meeting.
7. Verify the Teams Meeting toggle is turned On.
8. Enter a meeting description or agenda.
9. (Optional) Attach files or images.
10. Select Save.

The Teams meeting link will automatically be added after the meeting is saved.

Schedule a Teams Meeting in Microsoft Teams

Use Microsoft Teams to quickly create a meeting while working within the Teams application.

1. Open Microsoft Teams.
2. Select Calendar.
3. Select New > Event.
4. Complete the meeting details:
   • Meeting title
   • Attendees
   • Date and time
   • Recurrence (if applicable)
   • Meeting description
5. Select Save.

The Teams meeting link is automatically included in the invitation.

Troubleshooting

I don't see the Teams Meeting option in Outlook

• Verify you're signed in to Outlook with your Northwood Tech account.
• Ensure Microsoft Teams is installed and signed in.
• Restart Outlook and try again.

The Teams meeting link wasn't added

• Verify the Teams Meeting toggle is turned on before saving the meeting.
• Edit the meeting and enable the Teams Meeting option if necessary.

I can't invite someone outside Northwood Tech

• Enter the person's full email address.
• Verify the email address is correct before sending the invitation.

My meeting isn't showing in Teams or Outlook

• Refresh your calendar.
• Sign out of Outlook or Teams and sign back in.
• Allow a few minutes for calendar synchronization.

I'm unable to create a meeting

• Restart Microsoft Outlook or Microsoft Teams.
• Try creating the meeting using Outlook on the web or Microsoft Teams through MyCampus.
• Install any available Windows or Microsoft Office updates.
• If the issue persists, submit a Service Desk ticket.

Attendees didn't receive my meeting invitation

• Verify each attendee's email address is correct.
• Check your Sent Items folder to confirm the invitation was sent.
• Ask attendees to check their Junk or Spam folder.

I can't edit or cancel the meeting

• Verify you're the meeting organizer.
• Open the meeting from your Outlook or Teams calendar.
• Save any changes so updated invitations are sent automatically.