How to Host a Video Conference on Microsoft Teams - Meetings and conferencing prerequisites

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Your calendar in Teams is connected to your Exchange calendar. In other words, when you schedule a meeting in Outlook, it'll show up in Teams, and vice versa. Every meeting scheduled in Teams is automatically made into an online meeting. Scheduling from Outlook? Learn how to add Teams to your Outlook meeting. Note: Up to 1, invitees can join a Teams meeting and interact by using chat, audio, and video. Invitees can also join a meeting that already has 1, participants up to 10, as view-only attendees.

Select Schedule a meeting in a chat below the box where you type a new message to book a meeting with the people in the chat. Go to Calendar on the left side of the app and select New meeting in the top right corner. The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone. Once you're done filling out the details, select Save.

This will close the scheduling form and send an invite to everyone's Outlook inbox. Color code your calendar with categories. Just like in Outlook, you can assign one or more categories to each meeting in your calendar. There are a couple ways to assign categories:. Right-click an event in your calendar and select Categorize , then pick a color. When scheduling a meeting, select Category at the top of the scheduling form.

For recurring meetings, categories can only be applied to the series, not an individual occurrence. Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead. To get access to this and other upcoming features, switch to Teams public preview. After you've invited people to your meeting, you can add up to 10 co-organizers to help manage your meeting. Before adding co-organizers, make sure the people you want to add are already added as required attendees and then follow the steps below:.

On the meeting options page, next to Choose co-organizers , select the down arrow and choose the name of the co-organizer. Note: To learn more, see Add co-organizers to a meeting. Type the name of a channel where it says Add channel under the time and date fields. Channels can't be edited or added once the invite is sent. You'll need to send a new invite with the updated channel. Note: When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel.

This feature isn't available in private channels. Once you've added the people you want, select Scheduling Assistant to find the best time. If it's a recurring meeting, open the dropdown menu next to Does not repeat just below the date. Choose how often you want it to occur from the default options, or select Custom to create your own cadence. If you're unfamiliar with how to add a calendar to a channel, the steps are outlined for you at See all your meetings in Teams. Once that's done, you have a few ways to add events to the shared calendar.

Or, select the arrow next to Meet now at the top of the app to open the menu and select Schedule meeting. Each of these actions will open the scheduling form with the channel name filled in, feel free to add an Outlook group or individuals by manually entering their names.

Guests and partners from outside your org won't have access to the channel calendar and will also require being added to the meeting invite. Right-click an event in your calendar to RSVP, remove it if it's canceled, or open the invitation to view the meeting details.

If the event is a Teams meeting, you'll also get options to Join online and Chat with participants. Teams meetings will show a join button on an event in your calendar five minutes before the start of a meeting. Once someone joins the meeting, the event will change colors to let you know they're online. Select Join to open the meeting settings window to confirm your preferred camera and mic settings before joining the online meeting.

Note: If you have overlapping meetings in your calendar, the join button won't be available. But you can still right-click the event and select Join online. As an organizer, you can set the Show As status of the meeting in the action bar. When participants RSVP, their status will automatically reflect the status the organizer set. As a participant, you can choose to set your individual status for the meeting through Show As independent of the status set by the organizer.

The updated status will reflect on your calendar. The default Show As value for all the meetings an organizer schedules is Busy. To schedule a meeting, go to Calendar on the bottom of the app, then select Schedule a meeting in the top right.

Go to Add participants and select the people you'd like to invite. Note: When you have a meeting in a channel, people will be able to see and join it in that channel.

Microsoft Teams. Microsoft Teams More Notes: At this time, category names and colors can only be edited from Outlook. Currently, categories can't be applied to channel meetings. Next, go to Share to a channel : If you want have your meeting in a channel, select the appropriate channel. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue.

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