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M365 Teams (How To) Manage Calendar and Meetings
This article will cover the basics of the calendar tab within Microsoft Teams including changing views, scheduling a meeting, meeting requirements, meeting settings, joining meetings, dialing in to meetings, and admitting a dial in participant.
Table of Contents
Calendar
Sometimes you'll want to bring your team together for a meeting and Teams can provide you with a powerful meeting room. You can schedule your meeting, hold your meeting, share screens and collaborate in real time, right within the Teams app on your desktop. Your Teams calendar is automatically synced with your Outlook calendar.
Change Views
In the Calendar tab you will have three views; Day, Work Week, and Week.
- To switch between views, click the drop-down button in the top right corner of the main pane. This button will have your view options.
- Select your preferred view.
- Your calendar displays in the view that you selected.
Your Teams calendar is automatically synched with your Outlook calendar.
View Meeting Details
To view your meeting details:
- Click on the Calendar tab in the left side menu.
- Select your preferred view option.
- Locate the meeting that you would like to view details for.
- Click on the meeting.
- This will bring up the meeting details.
- From here you can set Accept, Tentatively Accept, or Decline the meeting.
Schedule a Meeting
Microsoft Teams allows you to schedule, hold, and record meetings directly from your Teams app. This will be synced with your Outlook calendar and will send an invite to the meeting attendees. From the email they have the option to accept, decline, or tentatively accept the meeting. Attendees can also accept and join the meeting directly from their Teams calendar.
To schedule a meeting:
- In the top right corner of your Teams app, click the New meeting button.
- A box will open for you to enter the meeting details and invite attendees.
- Enter the following information:
- Title - Name of the meeting
- Location - Where the meeting will take place(optional)
- Start - The time the meeting will begin.
- End - The time the meeting will end.
- Repeat - Check this box if the meeting is reoccurring.
- Details - Provide yourself and attendees with information about the meeting.
- Select a channel to meet in - Allows you to meet in one of your team's channels. Note: This is optional. You do not need to set a channel to meet if you are scheduling a face to face meeting.
- Invite people - Lets you invite attendees to the meeting.
- Scheduling assistant - Helps you find a time that works for all attendees.
- Once you have filled in all the pertinent information, click Schedule.
- The meeting will now show up on both your Teams and Outlook calendars.
- Follow the instructions below for joining the meeting based off your desired method.
Meeting Requirements
| Requirement | Purpose |
|---|---|
| Internet Connection | Required to connect to the meeting. |
| Teams Desktop App | Recommended for best functionality. |
| Microphone | Only required if you intend to speak during the meeting. |
| Mouse/Trackpad | Required if you are using a computer for the meeting. |
| Speaker | Only required if you want to participate in the meeting with audio. |
| Keyboard | Required if you plan to chat during the meeting. |
| Webcam | Only required if you intend to have a face-to-face meeting. |
| Mobile Phone with Teams mobile app installed. | Required if you plan to use the Teams mobile app to participate in the meeting. |
Meeting Settings
There are various actions you can take in your meetings. Audio and video settings will be dependent on hardware such as a webcam and microphone. You do not need a webcam and microphone to participate in meetings if you only intend on using the chat feature or viewing the meeting. The following settings will be consistent across the various types of meetings:
| Setting | Setting Description |
|---|---|
| Turn Camera On/Off | Turns your video on or off. |
| Mute/Unmute | Mutes and unmutes your microphone. |
| Share | Shares your screen with the meeting participants. |
| More Actions | Gives you more actions that you can take within the meeting. |
|
Show device settings |
Displays your audio and video settings and allows you to change them. |
|
Show meeting notes |
Displays meeting notes. |
|
Show meeting details |
Displays meeting details. |
|
Call me |
Call a participant's phone from the meeting. |
|
Enter full screen |
Displays meeting in full screen mode. |
|
Blur my background |
Turns the blur background feature on and off. |
|
Keypad |
Acts as a keypad for use with phone trees. |
|
Start Recording |
Starts recording the meeting and is saved to your channel through Microsoft Stream. |
|
Stop Recording |
Stops the recording (This will appear after a recording has already started). |
|
Turn off incoming video |
Turns off all video from other participants. |
| Show Conversation | Displays the meeting conversation. |
| Show Participants | Displays the meeting participants. |
| Hang up | Ends the meeting. |
Note: All communications in Teams are subject to Open Records laws and Records Retention rules. For questions about UWM's Open Records laws and Records Retention rules please see the UWM Records Schedules website.
Joining a Scheduled Meeting
There are two ways to begin a scheduled meeting. Follow the instructions for your desired method.
Calendar
- From your Calendar tab locate your meeting and click the Join button.
- You will be prompted to set your audio and video settings for the meeting.
- Click the Join button and your meeting will begin.
- From here you will have various on-screen controls to adjust your meeting settings.
Teams Channel
You do not need to be invited to participate in a meeting within a teams channel. All team members have access to the meeting if they have access to that particular channel.
- From your Teams tab locate the channel where the meeting is scheduled.
- Click on the meeting.
- This will open the meeting details.
- Click on the Join button.
- You will be prompted to set your audio and video settings for the meeting.
- Click the Join now button and your meeting will begin.
- From here you will have various on-screen controls to adjust your meeting settings.
Joining an On-Demand Meeting
There are various ways to begin an on-demand meeting. Follow the instructions for your desired method.
Calendar
- From your Calendar tab locate and click the Meet now button in the top right corner of your window.
- You will be prompted to set your audio and video settings for the meeting.
- Click the Join now button and your meeting will begin.
- From here you will have various on-screen controls to adjust your meeting settings.
Teams Channel
- You do not need to be invited to participate in a meeting within a teams channel. All team members have access to the meeting if they have access to that particular channel.
- From your Teams tab locate the channel where you would like to meet.
- Below the text box click on the Meet now (video camera) button.
- Here you have the option to give your meeting a subject.
- Toggle your video on or off depending on your preferences.
- Click the Meet now button.
Note: You can also schedule a meeting by clicking on the Schedule a meeting button. This will open a new window for you to fill in the meeting details. Follow the instructions for Schedule a Meeting above.
Joining a Meeting as a Participant
- Locate the meeting in the channel.
- Click on the meeting to open the details.
- Click the Join button.
- You will be prompted to set your audio and video settings for the meeting.
- Click the Join now button and you will be added to the meeting.
- To leave the meeting click the red Hang up button in the on-screen control panel.
Dialing in to a Meeting (Audio Conferencing)
There may be an instance where you or a meeting participant do not have access to a computer or the teams mobile app. In this case, you can still join a meeting by dialing in, as long as the meeting organizer has their own phone number.
Note: You will not be able to set up a meeting with audio conferencing if you do not have a your own Teams phone number. To tell if you have a phone number look at your navigation bar. If you do not have the Calls tab, you do not have the proper license to set up a meeting with audio conferencing.
To dial in to a meeting:
- Click on the Calendar tab in your left side menu.
- Locate and click on the meeting to bring up the meeting details.
- At the bottom of the meeting details there will be a dial in number and a Conference ID.
- Use a phone to call the dial in number
- You will be prompted to enter the conference ID and pound symbol
- You will be asked to record your name.
- Next you will be placed on hold and the meeting organizer will be able to admit you to the meeting.
- Once admitted, you will hear your recorded name is now joining and you will be able to participate in the meeting.
- When the meeting is finished, hang up.