Teams - How to hold a Meeting

Meetings in Teams include audio, video, and sharing. 

Schedule a meeting

There are several ways to schedule a meeting:

  • Select Schedule a meeting Schedule a meeting button in a chat (this is below the compose box) to book a meeting with the people in the chat.

  • Or go to Calendar Meetings button on the left side of the app and either select New meeting at the top right of the app, or select a range of time in your calendar and it will pop open a scheduling form.

Similar to Outlook, in the scheduling form is where you'll give a title to your meeting, invite people, and add meetings details.

On the right side of the scheduling form you will have the option to add a channel, individual people, or leave both blank to book yourself an appointment.

Start an ad hoc meeting

To start a meeting, do one of the following:

  • Select Meet now icon in a new conversation.

  • Select Meet now icon in an existing conversation to keep all that conversation’s context.

In your video preview, enter a name for the meeting, and select Meet now.

Select the names of the team members you want to invite to the meeting. You can also type a phone number, a good way to add people outside your organization that aren't using Teams.

Join a meeting

Look for the meeting notification icon Meet now icon in a conversation to find a meeting.

Select Jump In to participate in the meeting.


  • Select the share screen icon Select to share your screen in a meeting. to show your screen to the other people in the meeting.

  • Select more options icon Select to see more options to record the meeting. You'll be emailed when the video is ready so you can view, edit, and share with others.

Holding a meeting in a Microsoft Team Channel

In the calendar, select New meeting and in the top right hand corner of the scheduling form, you'll find Select a channel to meet in. From the menu, you can add multiple channels.


When you have a meeting in a channel, everyone in the team will be able to see and join it in that channel.

Once you have the necessary attendees added, select Scheduling Assistant to find a time that works for everyone.

If the meeting is a recurring one, check the Repeat box. Once you do that, you'll be able to choose how often you want it to occur.

Holding a meeting with Staff not in your Microsoft Team

When scheduling a meeting in the calendar, you can leave the Channel to 'None (optional) and invite people that are outside your team in the 'Invite people' field.

Right-click for more options

Right-click an event in your calendar to RSVP, remove it if it's cancelled, or open the invitation to view the meeting details. If the event is a Teams meeting, you'll also get options to Join online and Chat with participants.

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 colours 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.