Scheduling a meeting for group teaching

Scheduling a meeting for group or 1:1 teaching

There are several ways to schedule a meeting in Teams and you can do this for group or one-to-one meetings:

• If you are using the Outlook desktop app. Your Outlook calendar is linked to Teams. In Outlook calendar, start your meeting by selecting the New Teams Meeting button on the Home ribbon of Outlook.

• 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.

• Select a range of time in Calendar in Teams. A scheduling form will pop open.

The scheduling form is where you’ll give your meeting or class a title, invite people, and add meeting details. If the people use the Outlook calendar, you can use the Scheduling Assistant to find a time that works for everyone.

An image showing the Scheduling form for entering meeting details

Once you are finished filling out the details, click Save. This will close the scheduling form and send an invite to everyone’s Outlook inbox with an embedded link to your Teams meeting in the message.

To invite people from outside the Conservatoire (Externals)
Teams lets you invite people outside our organization to your meetings, including those who don’t have a Teams license. You will need their full email address to invite them.

1  Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead.

2  Type the person’s full email address (ex:

3  Select Invite. They’ll receive an email invite with a link to the meeting.

You can have a meeting in a channel
This might be useful if you have set up channels in your Team and want to break into groups for discussions after an initial meeting.

1  Select New meeting.

2  Type the name of one or more channels where it says Add channel (under the time and date fields).

Channels can’t be edited or added to the meeting once the invite is sent. You would need to send a new invite with the updated channels.

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.

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 meeting series.

Once the meeting starts, a video camera icon appears next to the channel name.

Note: The calendar in Teams shows you everything that was scheduled in Teams, Exchange, or Outlook.

You can right-click for more options
Right-click an event in your calendar to RSVP, remove it if it’s cancelled, 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.

Important note:  If your Teams meeting or class involves singing or playing a musical instrument, you may want to consider making changes to your laptop audio settings to get a better experience. Please click here to be taken to a page describing the audio set up changes