This video shows how to schedule meetings for a future time. You can schedule meetings in the Teams interface and they will be added automatically to your outlook calendar. Well also see how to join a meeting when the scheduled time arrives.
- In another movie, we saw how to start a meeting on demand at a moment's notice, but at some point you will probably want to schedule a meeting in advance. Scheduling a meeting can be done from two places. Just remember, at the time of this recording, meetings only work in the desktop application, not in the web version. So first, in a normal conversation channel, if you click on the meetings button underneath a text field, you can start a new meeting and we could just go into an on demand meeting, but there's also a button here to schedule a meeting.
So, if you click on that, you get to the interface where you can create the scheduled meeting. This looks very similar to scheduling any calendar appointment. For now, I want to close this because I want to see the other way of getting to that. If you go over to the buttons on the side bar on the far left, you can click on the Meetings button to go to the Meetings category. And this is a list of all of the meetings I have scheduled for this week. Currently, I don't have any scheduled, but I'm going to schedule one now. Down at the bottom of this column is a button to Schedule a meeting and we get that same window to create the new meeting.
So, let's get it all setup. I'm going to fill in the information here, the name of this is going to be Strategy Meeting. Next, we need to choose which channel this meeting is going to exist in. I can open up this menu. I'm just going to go into my Web Development team and I'm going to put this in the Site Engineering channel. Then, there's the option for location. We could put in information about a physical space, but I'm going to leave this set to Microsoft Teams Meeting. This is going to be an online video chat. Then, I want to invite people.
So, I'm going to click on this field, and I want to invite Lea. So, I'm going to start typing her name, it performs a search, and I can just select her here. And I can add as many people as I want to this meeting. Then, I can set the date and the time. I'm going to leave the date and the time the same, this is going to work for my example, that's fine, and then I've got information I can fill in here, some details. I could type in a description, but you can see how this works, so for now I'm just going to hit Schedule a meeting, and now that meeting is on my schedule.
It jumps me back to the channel that I used when I set this meeting, so I can see that meeting appears here in the conversation. But if I go back to the meetings button on the far left, I can see that meeting is now here on this list. And because I invited Lea, this meeting is on her list in Microsoft Teams as well. Also, if you use Outlook Mail and Calendar with your Office 365 account, then you'll see that meeting in Outlook as well. So, I'm going to go to the Outlook application, or you could go to the Office 365 website and look at your Outlook calendar from there.
Now, when you go into Outlook, you'll probably be in the email view by default, but I want to go over to the Calendar view and I can see this meeting has now been added to my calendar, along with all of the other appointments on my Outlook calendar. But let's jump back into Microsoft Teams, and we can see this meeting is here on the list. Now, of course, everybody invited to the meeting will see this on the list, but because I'm the person who created the meeting, I have this Edit button. The other people will not see that. So, I can hit this Edit button and I can make changes to the meeting if I want, or I can cancel the meeting, but for now, I'm just going to hit Close and stick with the settings that we have.
So now, when the schedule time comes, we can all join this meeting. In fact, we could choose to join the meeting early if we want, there's really no problem with joining a meeting early. So, all I really need to do is hit this Join button. So, I'll do that now, and that will open up the meeting interface and it will connect me, and I can see that Lea is already in the meeting. Hey, how you doing? - Hi good, hey Nick. - [Nick] But you don't see my video right now, do you? - I do not. - So, I'm going to move my mouse cursor to bring up the on-screen controls and we can see when I join this meeting, my camera was disabled, so I'm just going to turn that on, just by clicking on that button, and in a moment my camera will come alive, and now you can see me, right? - Yes.
- All right, so I'm just going to close this little message right here. And I think that's really all we needed to do. Lea was already in the meeting, and then I joined, and we started the meeting right here. We didn't have to wait until 2:30, we could have, but we decided to start the meeting early. Cool, so thanks for helping out again. - No problem. - Cool, I'll talk to you later. - Talk to you later, bye, bye. - So, I'll hit the hang up button here and I'm out of the meeting. Now, the meeting is done, and I can see there is some information about the meeting here in my conversation channel, and it's asking me to rate the call quality.
I could give a low rating here and they can use that to improve the software in the future with updates. So, Teams is all about communication and sometimes face-to-face real time conversations are the best option. Now, you can schedule meetings with your teammates right inside of the Teams interface.
- Touring the interface
- Creating teams and adding members
- Sending, receiving, editing, and deleting messages
- Using chats for private messages
- Managing and deleting teams, channels, and team members
- Scheduling a meeting and inviting attendees
- Sharing files
- Customizing channel tabs
- Using bots to add extra functionality
- Adjusting user settings
- Accessing administrator settings
- Using the mobile app for iOS and Android