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How to Schedule External Meetings in Microsoft Teams

Schedule External Meetings in Microsoft Teams

Microsoft Teams makes it very easy to meet remotely with external attendees. In this blog post, you will learn the step-by-step process of setting up an external meeting in MS Teams.

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Time needed: 1 minute

  1. Step 1: Access the Calendar

    Open Microsoft Teams and click on the Calendar in the left sidebar.

    Microsoft Teams Calendar

  2. Step 2: Create a New Meeting

    Click on “New Meeting” in the top-right corner. Enter a title for the meeting.

    Microsoft Teams New Meeting

  3. Step 3: Add Attendees

    To add an attendee, search for their name and select them. For external guests, enter their email address.

    Microsoft Teams Add Required Attendees

  4. Step 4: Check Availability with Scheduling Assistant

    Teams can suggest times where all internal attendees are available, based on their calendars. (For external attendees, you will not be able to see availabilities.) For a more detailed view, click on “Scheduling Assistant.”

    Microsoft Teams Scheduling Assistant

  5. Step 5: Set Date and Time

    Back on the Details tab, enter a date and time for the meeting.

  6. Step 6: Notify a Channel (optional)

    If you want everyone in a teams channel to be notified, select the channel under the “Details” tab.

    Microsoft Teams Notify Channel

  7. Step 7: Meeting Location

    Leave the location blank for an online meeting or enter a physical meeting room location if needed.

  8. Step 8: Add Description

    Enter a brief description for the meeting, if necessary.

  9. Step 9: Create Meeting by Sending Invitations

    Click on “Send” to create the meeting and send email invitations to all attendees.

    Microsoft Teams Send Meeting Invite

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That’s it! Scheduling external meetings in Microsoft Teams is a straightforward process. Especially if you have experience with creating meetings in Outlook, setting up meetings in Microsoft Teams should be easy as well.

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