Summary

You need a meeting in three people's calendars, with a Teams link, and you want it to repeat every Tuesday. This covers all three, in classic Outlook and in new Outlook and the web, where the buttons sit in different places. It also covers the Scheduling Assistant, which is how you find an hour all three of them are free before you send anything.

Before You Start

• A Microsoft 365 mailbox.

Instructions

1. Create a New Event (Classic Outlook)

Schedule a meeting from the Calendar view.

1. Switch to Calendar view by clicking the calendar icon in the bottom-left navigation.
2. Click New Meeting on the Home tab (or double-click a time slot on the calendar).
3. Fill in the meeting details:
   • To — Add attendees by typing their names or email addresses.
   • Subject — Enter a descriptive title.
   • Location — Type a room name or location.
   • Start time / End time — Set the date and time.
4. Add any details or an agenda in the message body.
5. Click Send. The event appears on your calendar and invitations are sent to all attendees.

2. Create a New Event (New Outlook / Web)

Use the streamlined event form.

1. Switch to Calendar view from the left sidebar.
2. Click New event (or click a time slot on the calendar).
3. Fill in Title, Attendees, Date/Time, and Location.
4. Add a description or agenda in the body area.
5. Click Save (if no attendees) or Send (if attendees are invited).

3. Use the Scheduling Assistant

Find a time when all attendees are available.

1. While creating a meeting, click the Scheduling Assistant tab (Classic) or Scheduling Assistant in the event form (New Outlook).
2. The grid shows each attendee's availability:
   • White = Free
   • Blue/Dark = Busy
   • Striped = Tentative
   • Purple = Out of Office
3. Drag the meeting block to a time slot where all attendees are free.
4. Switch back to the Appointment tab and click Send.

4. Add a Teams Meeting Link

Automatically generate a Teams meeting link for virtual attendance.

1. While creating the event, look for the Teams Meeting toggle or button:
   • Classic Outlook: Click Teams Meeting on the ribbon (Meeting tab).
   • New Outlook / Web: Toggle the Teams meeting switch in the event form.
2. A Teams meeting link and dial-in details are added to the body automatically.
3. Click Send. Attendees can join via the link in the calendar invite.

5. Set Up a Recurring Event

Schedule events that repeat on a regular basis.

1. While creating or editing an event, click Recurrence (Classic) or the repeat icon (New Outlook).
2. Choose a pattern: Daily, Weekly, Monthly, or Yearly.
3. Set the days and frequency (e.g., every Tuesday and Thursday).
4. Set an end date or choose No end date.
5. Click OK (Classic) or confirm the recurrence, then Send.

When you need the schedule off the screen — an agenda to carry into the room, a week pinned up for the team, or a PDF copy for the file — How to Print an Email or Calendar in Outlook covers the calendar print styles, setting the date range, and the checkbox that keeps private appointments off a page other people will read.

Troubleshooting

TIP

When scheduling across time zones, Outlook automatically adjusts the meeting time for each attendee based on their local time zone. Include the time zone in the meeting body if attendees may be confused.

Symptom / Error	Potential Cause	Solution
Attendee shows as "No information" in Scheduling Assistant	External or non-Exchange attendee	Free/busy information is only available for users within your organization. For external attendees, ask for their availability directly.
Teams Meeting button not visible	Teams add-in disabled	In Classic Outlook, go to File > Options > Add-ins and verify the Microsoft Teams Meeting Add-in is enabled.
Recurring event not appearing on expected days	Incorrect recurrence pattern	Open the event, click Recurrence, and verify the days and frequency are set correctly.

Related Articles

• How to Print an Email or Calendar in Outlook
• How to Share Your Screen in a Teams Meeting
• How to Set Up an Out-of-Office Reply in Outlook

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