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You can schedule a Teams meeting from Teams, Outlook, or the Teams mobile app. The meeting is added to your calendar, and invited participants receive a join link. The exact buttons vary slightly between the new Teams desktop app, Teams for the web, Teams for work or school, and Teams Free, but the process is the same: create the event, add people, choose the time, and send the invitation.
Schedule a Teams meeting from the Teams desktop app or web app
This method works in the Teams app for Windows and macOS and in Teams for the web.
- Open Microsoft Teams.
- Select Calendar from the left-hand navigation.
- Select New event or New meeting. In some versions, you can also select a time slot directly on the calendar.
- Enter a descriptive title, such as Project kickoff or Quarterly budget review.
- In the Required attendees or Invite people field, enter the names or email addresses of the people who must attend.
- Add optional attendees in the Optional attendees field if that field is available.
- Choose the meeting’s start date, start time, end time, and time zone.
- Add a location if people will meet in person as well. Leave the location blank if the meeting is entirely online.
- Type an agenda or other instructions in the meeting details area.
- Make sure the Teams meeting or Online meeting option is enabled. Teams normally adds an online meeting automatically when you create the event from the Teams calendar.
- Select Save or Send.
For a meeting with attendees, Send normally sends the invitations. For an event created only for yourself, Teams may show Save instead.
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If you are already talking with someone or a group, you can create a meeting without manually entering every participant.
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- Open the chat.
- Select More chat options or the calendar/meeting button near the top of the conversation.
- Choose Schedule a meeting or Schedule a meeting from chat.
- Check the attendee list. The people in the chat are generally added automatically, but you can add or remove attendees.
- Enter the title, date, time, and any agenda details.
- Choose Send or Save.
This creates a calendar event and sends an invitation. It is different from selecting Meet now, which starts an immediate call rather than scheduling one for later.
Schedule a Teams meeting from Outlook
Outlook is often the fastest option when the meeting needs to be coordinated with people’s calendars. In an organization using Microsoft 365, the Teams meeting add-in is usually built into Outlook.
New Outlook and Outlook on the web
- Open Calendar in Outlook.
- Select New event.
- Turn on the Teams meeting toggle or select Teams meeting from the online meeting option.
- Enter the subject, attendees, date, time, and agenda.
- Use Scheduling Assistant if you want to compare attendee availability.
- Select Send.
Classic Outlook for Windows
- Open the Calendar view.
- Select New Teams Meeting on the Home ribbon.
- Fill in the meeting details and add attendees.
- Use Scheduling Assistant to find a suitable time if needed.
- Select Send.
Outlook inserts the Teams join information into the invitation. Attendees can join from the calendar event even if they do not use the Teams desktop app; they can usually join in a browser or with the mobile app.
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The Teams app for iPhone and Android can create calendar meetings, although the labels can differ by version and account type.
- Open the Teams mobile app.
- Tap Calendar.
- Tap the + button or New event.
- Enter the meeting title.
- Add attendees by name or email address.
- Set the date, start time, and end time.
- Turn on the option to make it a Teams meeting or Online meeting.
- Add an agenda, location, or recurrence if required.
- Tap Save or Send.
If Calendar is not visible in the mobile navigation, tap More to find it. Some organizations hide or restrict calendar features through their Microsoft 365 settings.
Schedule a recurring Teams meeting
For a weekly one-to-one, monthly review, or daily stand-up, use the recurrence control rather than creating separate events.
- Start a new meeting in Teams or Outlook.
- Set the first date and time.
- Open the Does not repeat, Repeat, or Recurrence menu.
- Choose a pattern such as daily, weekly, monthly, or custom.
- Set an end date or choose a number of occurrences if the form provides that option.
- Review the attendee list and meeting details.
- Select Send.
A recurring meeting normally has one series of invitations. If only one occurrence changes, edit that occurrence when Outlook or Teams asks whether you want to change This event or The series. Choose the series only when the change should apply to every meeting.
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A channel meeting is useful when the discussion belongs to a project or department rather than to a private attendee list.
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- Open Teams and select the relevant team.
- Open the channel.
- Select the channel’s Posts or Calendar options, depending on your Teams layout.
- Choose Meet, Schedule a meeting, or create a new calendar event and select the team and channel.
- Enter the title, date, time, and agenda.
- Add any required individuals as attendees. Selecting a channel does not necessarily send a personal calendar invitation to every team member.
- Select Send or Save.
The meeting appears in the selected channel and includes a Teams join link. Check the attendee list if particular people must receive a calendar invitation.
Change meeting options before the meeting
Meeting options control who can bypass the lobby, present, chat, or admit people. To review them after scheduling:
- Open Calendar in Teams or Outlook.
- Open the meeting.
- Select Meeting options. In some versions, this appears as a link in the invitation or under More options.
- Adjust settings such as Who can bypass the lobby?, Who can present?, recording permissions, and participant microphone or camera controls.
- Select Save.
For a normal internal meeting, allowing people in your organization to bypass the lobby may be convenient. For a public, customer, or interview meeting, keeping the lobby enabled gives the organizer more control over admission.
How to copy the Teams meeting link
You can share the join link without sending a separate calendar invitation.
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- Open the meeting from Calendar.
- Select Copy join link, Copy meeting link, or the equivalent option.
- Paste the link into an email, chat, document, or channel post.
Copying the link does not automatically add the recipient to the calendar invitation. If the person needs a reminder or access to an updated meeting time, add them as an attendee and send an updated invitation.
Edit or cancel a scheduled Teams meeting
Edit the meeting
- Open the meeting in Teams Calendar or Outlook.
- Change the title, date, time, attendees, recurrence, or description.
- Select Send update, Save, or Send.
- When prompted, choose whether to notify all attendees or only the added or removed people.
Cancel the meeting
- Open the event.
- Select Cancel meeting or Delete.
- Add an optional cancellation note.
- Send the cancellation to attendees.
Deleting the event from your calendar without sending a cancellation can leave attendees with an active invitation. Use the cancellation command when other people were invited.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Common scheduling problems
| Problem | What to check |
|---|---|
| No Teams meeting link appears | Turn on the Teams or online meeting option. If you are using Outlook, check whether the Teams Meeting add-in is installed and enabled. |
| The Calendar tab is missing | Your organization may have hidden it, your account may not include the required Exchange mailbox, or you may be signed into the wrong Teams account. |
| Attendees receive the wrong time | Check the meeting time zone and the time zone configured in Teams, Outlook, and the device. Avoid manually converting times when scheduling across regions. |
| The meeting is visible in a channel but not on someone’s calendar | Channel visibility is not the same as a personal invitation. Add the person as an attendee and send an invitation. |
| Guests cannot join | Check the organization’s guest-access and anonymous-join policies. The organizer may also need to admit guests from the lobby. |
| The meeting option is unavailable | Your account, organization policy, Teams license, or administrator settings may restrict meeting creation or configuration. |
FAQ
Can I schedule a Teams meeting without opening Teams?
Yes. Create an event in Outlook and turn on the Teams meeting option. Outlook adds the Teams join link and sends the invitation.
Do attendees need a Microsoft Teams account?
Not always. Depending on the organization’s meeting policy, people can often join as guests in a web browser. They may still need to enter their name or verify their identity.
Best Value
What is the difference between Meet now and a scheduled meeting?
Meet now starts an immediate meeting. A scheduled meeting creates a calendar event, sends invitations, and provides a join link for a future date and time.
Can I schedule a Teams meeting for someone else?
Usually, yes, if you have the appropriate delegate or shared-calendar permissions in Outlook or Microsoft 365. The exact behavior depends on your organization’s delegation settings.
Can I schedule a meeting in a different time zone?
Yes. Set the meeting’s time zone in the event form. Teams and Outlook then display the corresponding local time to attendees when their calendar settings are configured correctly.
The Bottom Line
For the most reliable method, open Teams > Calendar > New event, add the attendees, set the time, confirm that it is an online Teams meeting, and select Send. Use Outlook when you need detailed availability checks, and review Meeting options when lobby or presenter permissions matter.
Quick Recap
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