hello its Matt welcome to collaboration
coach and in this video we're going to
look at the best ways to schedule a
meeting in Microsoft teams this video is
taken from our Microsoft team's training
course so if you want more training
you'll find a link to the course in the
description where we'll tell you all
about it or you can choose the link in
the top right hand corner and now let's
look at how to shed your our own meeting
this can be done through Outlook a teens
and I'm going to show you both I'll
start with Outlook because it's probably
the most popular way of scheduling
meetings I'm using the most recent
update of Outlook on Windows 10 for this
demonstration so if you have an older
version of Office this might look
slightly different
there are two options here the first is
to press the new teams meeting button on
the ribbon at the top and that will open
the new meeting with the team's details
already in it
you could also choose a time from the
calendar with a double-click on the time
you want to meet then when the new
appointment window opens choose teams
meetings from the ribbon then you can
add the meeting details to the
appointment adding the details here is
something I sometimes forget to do
that's why I recommend using the new
teams meeting button if you do it this
way don't forget to add the title and
then invite the attendees you want to
join you can invite people or groups
all the other outlook features apply
just like they would for a normal
meeting and I'm assuming you know how to
do that already in Outlook you can see
here the location is set to Microsoft
teams meeting but it could be that you
want to add a meeting room as well you
might have a room full of people
attending in person and you want to call
people who are working in remote
locations over teams as well so you can
use the room finder to change the
location but the team's meeting details
will stay in the appointment that way
those attending in person will know it's
room to go to and those attending by our
teams can just click on the link let's
switch to teams now and we'll go to the
calendar app when you showed you the
meeting here you've got two options one
is meet now and the other is a new
meeting meet now is a quick way of
starting up a meeting without any
attendees then once you're in the
meeting you can invite the people you
want to attend in this demo I'm going to
show you how to schedule a meeting for
another time I press new meeting then I
can add the title and then I need to
choose my attendees
so when I do that teams is smart enough
to know who's available without you
using the scheduling assistant you can
see here that Meaghan is highlighted in
red indicating that she's unavailable at
the meeting time I've chosen with the
shuttling assistant we can also see
where she has gaps in her diary
so we can opt to have the meeting then
when I'm finished I can hit Send and the
team's invitations will be sent to all
the attendees and it will add the
meeting to my teams calendar all the
people invited will see the new meeting
appointment in their outlook and team's
calendars the teams and outlet calendars
will always remain in sync as long as
you're using the same office 365 account
so once you've shared the meeting in
teams you can add documents or notes to
it before the meeting even starts for
example if you wanted to upload a
document that you're going to discuss or
review during the meeting you could do
this ahead of time so the attendees can
review it before the meeting to do this
you open up the meeting from the team
calendar
click on the fast tab and then choose
share you can upload your document from
onedrive or from your computer
then it's available for your attendees
when they click on the files tab
you can also add meeting notes here and
we'll talk about that in another lesson
if you want to you can join the meeting
before the scheduled time to get things
set up when the time comes to start the
meeting the organizer doesn't have to be
the one to do it anyone in your
organization who's been invited can go
in and start it if someone has started
the meeting you'll see the join button
in teams so you don't have to open up
the meeting itself you can just press
join thank you so much for watching
that's all you need to know about
scheduling meetings in Microsoft teams
this video is taken from our team's
training course and if you want to know
more about that you'll find a link to
the course in the description I'll see
you next time