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Topics Map > GBIT Service Desk Services > Communication > Microsoft Teams

Microsoft Teams - Scheduling a Teams Meeting

This document details instructions on how to schedule a Microsoft Teams Meeting.

Related KBs
Microsoft Teams - User Guide
Microsoft Teams - Joining a Teams Meeting With the Teams Desktop Application
Microsoft Teams - Joining a Teams Meeting on the Web
Microsoft Teams - Teams Meeting Controls


Schedule Within Microsoft Teams Application
Schedule Through Outlook On The Web (Office 365)
Schedule Through the Outlook 2019 Desktop Application


Schedule Within Microsoft Teams Application

1. Open the Microsoft Teams application"

        1. Enter "Teams" in the Windows 10 search ba.

        2. Select "Microsoft Teams" from the search results.

Screenshot of Microsoft Search Bar

2. Sign in with your UWGB email and password if needed.

3. In Microsoft Teams:

        1. Select "Calendar" on the left-side of the Teams application window.

        2. Select "New Meeting" in the top-right.

Screenshot of Microsoft Teams Application with Calendar button and New Meeting Button Highlighted

4. Fill in the meeting's information:

        1. Add a title to your meeting.

        2. Invite attendees by searching their name or email in the Add required attendees field. Attendees who do not attend or work for UWGB can be invited by entering in their email address.

        3. Enter the start and end date and times for your meeting.

        4. If your meeting has a physical location as well, enter it in the Add location field.

        5. Type any relevant details to include in the body of your invitation.

        6. Select "Save" in the top right of the window to create the meeting and send invites to your attendees.

Screenshot of New Meeting Setup Window.


Schedule Through Outlook On The Web (Office 365)

1. Access your UW-Green Bay email account and sign-in at https://www.uwgb.edu/email.

2. Navigate to your calendar by selecting the calendar icon in the top left of the Outlook web page.

Screenshot of the Calendar Icon

3. Select "New Event" in the top left of the calendar screen.

Screenshot of Outlook Calendar

4. In the New Event window:

        1. Add a title to the meeting.

        2. Invite attendees by searching their name or email in the Add required attendees field. Attendees who do not attend or work for UWGB can be invited by entering in their email address.

        3. Select the date of the meeting.

        4. Select the times of the meeting.

        5. Select "Teams Meeting" in the Add online meeting dropdown menu.

        6. Type any relevant details to include in the body of your invitation.

        7. Select "Send."

Image of New Event Details Page


Schedule Through the Outlook 2019 Desktop Application

***NOTE: Versions of Outlook older than Outlook 2019 may not have the add-in required to schedule a Teams meeting. If you are running an older version of Outlook, it is recommended that you use methods 1 or 2 instead.***

1. Open the Outlook desktop application and navigate to your calendar by selecting the calendar button in the bottom left of the window.

Outlook Calendar Button

2. In the Home tab of the menu ribbon at the top of the screen, select "New Teams Meeting."

***NOTE: If this button is missing from Outlook, it is likely that the Teams add-in for Outlook was disabled on your computer. Please contact the Service Desk for assistance.***

Screenshot of Outlook Desktop Calendar

3.  Fill in the meeting details:

        1. Enter in the meeting's title.

        2. Type the email addresses of your required attendees in the text box next to the Required button. You can select the Required button to search the UWGB directory.

        3. Type the email addresses of your optional attendees in the text box next to the Optional button. You can select the Optional button to search the UWGB directory.

        4. Select the start and end times and dates.

        5. Enter in the description of your meeting above the automatically inserted Microsoft Teams meeting section.

        6. Select "Send."

    Screenshot of Outlook Desktop Email Meeting




    Keywords:videoconferencing, webconferencing, video, chat, call, online, meeting, conferencing, schedule, create, meetings, conference, invite, videoconference, webconference   Doc ID:99729
    Owner:Caden W.Group:UW Green Bay
    Created:2020-03-30 09:44 CSTUpdated:2022-11-11 09:54 CST
    Sites:UW Green Bay
    Feedback:  3   5