How to schedule a Teams meeting

Complete guide with multiple methods and troubleshooting for scheduling Teams meetings.

7-10 min read
Expert Verified
Last Updated: August 2025

Quick Answer

To schedule a Teams meeting, you can use the Microsoft Teams application or the Outlook calendar integration. Both methods allow you to set the meeting details, invite participants, and manage the meeting settings efficiently.

Easy⏱ 7-10 min read

Prerequisites & Requirements

Before scheduling a Teams meeting, ensure you have the following:
  • •Microsoft Teams installed on your device (Windows, macOS, or mobile).
  • •An active Microsoft 365 account with Teams access.
  • •Internet connection to access Teams and send invites.
  • •Permissions to schedule meetings in your organization (check with your IT admin if unsure).

Method 1: Scheduling a Meeting via Microsoft Teams App

This method is ideal for users who prefer to schedule meetings directly within the Teams application.
  • •Step 1: Open the Microsoft Teams app and sign in with your Microsoft 365 account.
  • •Step 2: In the left sidebar, click on 'Calendar'.
  • •Step 3: Click on the 'New Meeting' button located at the top right corner.
  • •Step 4: Fill in the meeting details: title, date, time, duration, and add participants by typing their names or email addresses.
  • •Step 5: Click 'Save' to schedule the meeting. A confirmation message will appear, and invites will be sent to participants.
  • •Step 6: To verify, check your calendar for the scheduled meeting.

For Windows 11

Windows 11 users may notice a slightly updated interface.
  • •Open Teams from the Start menu or taskbar.
  • •The 'New Meeting' button is prominently displayed at the top right, similar to Windows 10.

For Windows 10

Windows 10 users will find the interface familiar.
  • •Launch Teams from the Start menu.
  • •The 'New Meeting' button is located at the top right, just like in Windows 11.

Method 2: Scheduling a Meeting via Outlook

Using Outlook is a great alternative, especially for users who are accustomed to managing their calendar through Outlook.
  • •Step 1: Open Microsoft Outlook and navigate to the Calendar view.
  • •Step 2: Click on 'New Teams Meeting' in the ribbon at the top.
  • •Step 3: Fill in the meeting details: subject, date, time, duration, and invite attendees by entering their email addresses.
  • •Step 4: Click 'Send' to schedule the meeting. Participants will receive an invite via email.
  • •Step 5: To verify, check your Outlook calendar for the scheduled meeting.

Troubleshooting Common Issues

If you encounter issues while scheduling a Teams meeting, consider the following solutions:
  • •Error: 'You do not have permission to schedule meetings' - Solution: Contact your IT admin to check your permissions.
  • •Issue: Meeting not appearing in calendar - Fix: Refresh the Teams app or Outlook, and ensure you are logged in with the correct account.
  • •Problem: Unable to invite external participants - Workaround: Ensure your organization allows external meetings; check with IT.

Advanced Tips & Shortcuts

Enhance your Teams meeting scheduling experience with these tips:
  • •Keyboard shortcut: Ctrl + N - Opens a new meeting window in Teams.
  • •Command line: 'teams.exe --new-meeting' - Launches a new meeting directly from the command line.
  • •Hidden feature: Use the 'Scheduling Assistant' in Outlook to find the best time for all participants.

Common Mistakes to Avoid

Avoid these common pitfalls:

Expert Tips

For the best scheduling experience, integrate Teams with your Outlook calendar to streamline the process.