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Microsoft Teams - Scheduling a Teams Meeting

Instructions on how to schedule a Microsoft Teams Meeting. Teams Meetings are online meetings complete with audio, video, text chat, application and screen sharing, and more. You can invite UWGB staff and students as well as people outside of the organization to your meeting.

Related KBs:



There are three methods to schedule an online Microsoft Teams Meeting:


  Method 1: Schedule Within Microsoft Teams Application

1. Open the Microsoft Teams application by typing "Teams" in the Windows 10 search bar and selecting Microsoft Teams from the search results. Sign in with your UWGB email and password if needed.

2. Select Calendar on the left-side of the Teams application window, then select New Meeting in the top-right.

Image of Microsoft Teams application with Calendar button and New Meeting button highlighted

3. Fill in the meeting's information:

  • Add a title to your meeting.
  • Invite attendees in the "Add required attendees" field. UW-Green Bay employees and students can be searched for by name in this field and selected from the quick search results. External attendees can be invited by typing in their email address. Click on the search result or hit ENTER on your keyboard to add a person to the list of attendees and continue adding additional attendees as needed.
    NOTE: If a UWGB user is not appearing in the quick search results, type their full email address in this field, then hit TAB on your keyboard. If the user's email was entered correctly, they will be added to the meeting. If you need to invite additional attendees, you can click inside this field again to continue adding attendees.
  • Enter the start and end date and times for your meeting.
  • If your meeting has a physical location, enter it in the "Add location" field.
  • Type any relevant details to include in the body of your invitation.
4. Click Save in the top-right of the window to create the meeting and send invites to your attendees.

Image of new meeting setup window. With arrows to the loacation of the meeting title, attendees, time, location, and message body. The save button is also highlighted in the top-right corner.


  Method 2: 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. Go to your calendar by clicking the calendar icon in the bottom-left of the Outlook on the web page.

Image of the Calendar icon located in the bottom-left of Outlook for the web

3. Click the New Event button in the top-left of the calendar screen.

Image of New Event button located in the top-left of Outlook for the web's calendar page

4.  In the New Event window, make your event a Teams meeting by clicking Add online meeting located in the right side of the location field and then Teams meeting from the drop down menu.

5. Fill in the rest of your Event's details:
  • Add a title to your meeting
  • Invite attendees in the "Add required attendees" field. UW-Green Bay employees and students can be searched for by name in this field and selected from the search results. External attendees can be invited by typing in their email address. Click on the search result or hit ENTER on your keyboard to add a person to the list of attendees and continue adding additional attendees as needed.
  • Enter the start and end date and times for your meeting.
  • If your meeting has a physical location, enter it in the "Search for a room or location" field. Don't forget Step 4 above to make it an online Teams Meeting!
  • Type any relevant details to include in the body of your invitation.
Image of new event details page in Outlook for the web
6. Click the Send button in the top-left of the new event window to create your event and send the email invitation to the attendees. The event invitation will include the instructions for joining the Teams meeting.


  Method 3: 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 clicking 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, click the New Teams Meeting button. 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 Help Desk for assistance.

Image of Outlook desktop application with New Teams Meeting button highlighted

3.  Fill in the meeting details just as you would for a typical Outlook meeting request:
  • Type the email addresses of your attendees in the text box next to the "To..." button. You can click on the "To..." button to search the UWGB directory.
  • Fill in the meeting's title in the "Subject" field.
  • You can update the "Location" field if your meeting has a physical location. If it's online only, leave it as "Microsoft Teams Meeting."
  • Select the Start and End times for your meeting.
  • Fill in any relevant details in the body of your invite. The link to join the Teams Meeting appears automatically at the bottom of the meeting body.
4.  Click Send to create your Teams Meeting and send the email invitation to your participants. The meeting will now appear on your calendar in both the Outlook and Teams apps.

Image of Outlook desktop application meeting creation screen with addressee, subject, location, start and end times, and send button highlighted




Keywords:videoconferencing webconferencing video chat call video call online meeting conferencing schedule create meetings conference invite videoconference webconference   Doc ID:99729
Owner:Scott B.Group:UW Green Bay
Created:2020-03-30 10:44 CDTUpdated:2020-05-05 10:26 CDT
Sites:UW Green Bay
Feedback:  2   1