Do you need to organize a meeting with your employees or plan an important event? Learn how Microsoft Teams’ video conferences can help. Microsoft Teams is a video conference tool that offers you a multitude of features and adapts to all situations. Microsoft Teams lets you communicate with colleagues, customers, partners, and more using a single app.

First, launch the Microsoft Teams app.

 

Step 1: Launch the meeting creation form

 

Once in your Microsoft Teams app, head to the vertical banner on the left side of the window and click the "Calendar" button.

 

 

 

In your "Calendar" tab, simply click on an empty slot in your schedule to display the meeting creation form. Alternatively, you can also click on the  "New Meeting" button. You can even click the down arrow next to this button to open a drop-down list offering you to host a webinar or live event, in addition to scheduling a meeting.

 

 

 

Also, if you need to set up a meeting immediately, you can click "Meet now" to start a new meeting without having to schedule one in advance.

 

Step 2: Complete the form

 

The Microsoft Teams app gives you plenty of options to perfectly work out all the details of your meeting.

First, let's look at the banner at the top of the form.

The "Show as:" drop-down list allows you to indicate your availability during the time slot of this meeting.

 

 

 

  • "Free" indicates that you can be contacted during this time.
  • "Tentative" indicates that this slot has been chosen temporarily, but may change.
  • "Busy" indicates that you do not want to be disturbed during this slot.
  • "Working elsewhere" indicates that you work in a location other than your usual place of work.
  • "Out of the office" indicates that you are not working during this slot.

You can also select "Private" to hide the details of this meeting from others.

The drop-down list of "Category:" allows you to give your meeting a color category. This can be useful if your company has assigned a color code that matches the proposed colors, for example according to priority or the type of task.

 

 

 

The drop-down list of "Time zone:" allows you to select which time zone the meeting time is based on. It may be useful to change it if you have your participants live in a different country than you, and you are based on their schedules.

 

 

 

The drop-down list of "Response Options" allows you to change the email reply options for your meeting. "Request a response" demands that your attendees respond to the meeting invitation email. "Allow transfer" allows your participants to share the link of your meeting with their collaborators by email if they wish.

 

 

 

The drop-down list of "Require registration:" allows you to ask or not your participants to confirm their attendance at the meeting in order to participate. You can choose whether only people in your organization need to register or all participants, or no participants.

 

 

 

Now that we've seen everything in the banner, let's move on to the form fields.

 

 

 

You can give your meeting a title in the "Add title" field.

You can decide who to invite to the meeting. Furthermore, you can pick which attendees are mandatory and which are optional. Just start typing your guests' names in the fields and the Microsoft Teams app will suggest your collaborators and other people in the contact list automatically.

In the next row, the fields allow you to pick the date, time, and duration of your meeting. You can even decide to block an entire day or set a repetition if needed.

"Add Channel" will post the link to your new meeting in the channel of your choice, so that all members of that team can easily access it.

"Add Location" allows you to choose a location for your meeting, for face-to-face events.

Finally, you can write a description in the last field to inform your participants of the purpose of the meeting.

 

Step 3: Create your new meeting

 

Once you're happy with your settings, all you need to do is click the "Save" button at the top right of the form to create your meeting. It will automatically appear in your calendar and an invitation will be sent by email to all your guests.

 

 

 

If you want to check your meeting information, just click on it in your calendar. If you want to change its details, click on the "Edit" button, which will display the previous form again.

Once it is time to start the meeting, all you need to do is click on the meeting in your calendar to start it. Your attendees will only have to click on the invitation link in their email invitations, in the channel or team you could choose earlier, or by clicking directly on the meeting in their calendar to join it.

That's it, you now know everything about how to organize and start meetings with the Microsoft Teams app!

 

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