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How to Schedule a Teams Meeting

Applies toMicrosoft TeamsOutlook
3 min fix Updated 16 Jul 2026

By , 10+ years in IT support and helpdesk How these guides are checked

Quick Answer

Open the Teams app, click Calendar on the left, click New meeting in the top right, add your title, attendees, and time, and click Send.

Checked against Microsoft 365 Roadmap, Microsoft Learn - Microsoft Teams client and between 5 Aug 2026 and 12 Sep 2026. Nothing published in that period has been linked to this guide.

Estimated Time to Fix: 3 minutes

Summary ​

Schedule a Microsoft Teams meeting from the Teams app, Outlook, or the web. This guide covers every method — desktop, browser, mobile, and Outlook integration — so you can pick whichever fits your workflow.

Before You Start ​

  • A Microsoft 365 account with Teams access.
  • The Teams desktop app, Teams on the web, or Outlook (any version).

Instructions ​

1. Schedule from the Teams Desktop App ​

Open the Teams calendar and create a new meeting.

  1. Open Microsoft Teams and click Calendar on the left sidebar.
  2. Click New meeting in the top-right corner (or press Alt + N).
  3. Fill in the meeting details:
    • Add title — Enter a clear meeting name.
    • Required attendees — Type names or email addresses.
    • Optional attendees — Click Optional and add anyone who should be invited but isn't required.
    • Date and time — Select start and end times, or toggle All day.
    • Recurrence — Click the repeat dropdown to set daily, weekly, or custom recurrence.
    • Add channel — Optionally link the meeting to a Teams channel so channel members see it.
    • Location — Add a room or type a location.
    • Add a description — Include an agenda, links, or preparation notes.
  4. Click Send to deliver the invitation.

All invitees receive a calendar invite with a Join link for the Teams meeting.

Note: No Calendar on the sidebar? It has usually been pushed into the … overflow menu at the bottom of the app bar, and you can pin it back in seconds. See How to Fix the Missing Calendar Tab in Teams.

2. Schedule from Outlook ​

Create a Teams meeting directly from Outlook's calendar.

  1. Open Outlook and go to Calendar.
  2. Click New Event (or New Meeting in classic Outlook).
  3. Click the Teams meeting toggle (or the Teams Meeting button in the ribbon for classic Outlook). A Teams meeting link is automatically added to the invite body.
  4. Fill in the title, attendees, date, time, and any agenda details.
  5. Click Send.

The meeting appears in both your Outlook and Teams calendars.

TIP

If you don't see the Teams meeting toggle in Outlook, make sure you're signed in to Outlook with the same Microsoft 365 account you use for Teams. Restart Outlook if needed.

3. Schedule from Teams on the Web ​

Use teams.microsoft.com to schedule without the desktop app.

  1. Go to teams.microsoft.com and sign in.
  2. Click Calendar on the left sidebar.
  3. Click New meeting.
  4. Fill in the meeting details and click Send.

The process matches the desktop app.

4. Schedule from Teams Mobile ​

Schedule on the go from your phone or tablet.

  1. Open the Teams app and tap Calendar at the bottom.
  2. Tap the + button in the top-right corner.
  3. Fill in the meeting details and tap the checkmark or Send to confirm.

5. Verify Your Meeting Was Scheduled ​

Confirm the meeting appears correctly.

  1. Open Calendar in Teams or Outlook.
  2. Find the meeting on the scheduled date and click it.
  3. Verify the attendee list, time, and meeting link are correct.

Invitees see the meeting in their own calendar with a Join button that becomes active at the meeting time.

Troubleshooting ​

WARNING

If you schedule a meeting but invitees don't receive the invite, check your Sent Items folder in Outlook. If the invite isn't there, Teams may not be connected to your Exchange mailbox — sign out and sign back in to Teams.

Symptom / ErrorPotential CauseSolution
No "Teams meeting" toggle in OutlookTeams add-in disabled or not installedGo to File > Options > Add-ins, find Microsoft Teams Meeting Add-in, and re-enable it. Restart Outlook.
"You don't have permission to schedule"Calendar permissions restrictionYour organization may restrict who can schedule meetings. Check with IT if this persists.
Meeting link missing from inviteToggle not activated before sendingEdit the meeting, enable the Teams meeting toggle, and resend the update.
Invitees can't find the meetingSent to wrong email addressOpen the meeting, verify attendee email addresses, and resend.
Recurring meeting not showing all datesRecurrence pattern misconfiguredOpen the meeting, click the recurrence dropdown, and verify the pattern and end date.

Last updated:

Frequently asked questions

How do I add a Teams link if I schedule the meeting in Outlook?
When creating a calendar invite in Outlook, click the 'Teams Meeting' button on the top ribbon. The link and dial-in numbers will automatically populate in the body of the invite.
Can I invite external clients to a Teams meeting?
Yes. Type their full email address in the 'Add required attendees' field. They will receive the invitation and can join the meeting via their web browser without needing a Teams account.