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.

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.

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.

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.

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

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.

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.

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: Joe@example.com).
4. Select Send or Send update. They'll receive an email with a link to the meeting.

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.

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.

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.

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 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.

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.

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