Schedule, join and record Microsoft Teams meetings

To schedule a Teams meeting, open Calendar in Teams and select New, or create an event in Outlook with the Teams meeting toggle on. Everyone you invite gets a link to join, including people outside the company.

Schedule a meeting in Teams

The invitation goes to each person’s email and calendar.

1. In Teams, select Calendar on the left.
2. Select New at the top, or click an empty time slot.
3. Add a title, then type the names of colleagues, or the full email addresses of people outside the company.
4. Set the date and time. Use Scheduler to see when everyone is free.
5. Make sure the Teams meeting toggle is on.
6. Select Save or Send.

Schedule from Outlook

Outlook adds the Teams link to the invitation for you.

• New Outlook and Outlook on the web: go to Calendar > New event, turn on the Teams meeting toggle next to the title, add people and select Send. Do not use Save as draft: a draft has no join link.
• Classic Outlook: on the Home tab, open the list next to New Email and choose Meeting, then select Teams Meeting. Add people and select Send.

Meet straight away

For a quick call that is not in the calendar, go to Calendar in Teams and select Meet now. Give the meeting a name, select Get a link to share to send it to others, then Start meeting and Join now. Inside a group chat, Meet now at the top of the chat calls everyone in it.

Join a meeting

Before you join, Teams shows a preview screen where you can turn your camera and microphone on or off and check your sound.

1. Open the meeting in your Teams Calendar, or the invitation in Outlook.
2. Select Join.
3. Check your camera and microphone, then select Join now.

People outside the company who have no Teams account open the invitation link, type their name and join. They may wait in the lobby until someone admits them.

Share your screen

During the meeting, select Share at the top and choose your whole screen, one window or a PowerPoint file. To play a video with sound, turn on Include sound first. Select Stop sharing when you are done.

Record a meeting

Tell everyone before you record. Select More actions (the three dots), then Record and transcribe > Start recording. To stop, go to the same menu and select Stop recording.

Microsoft says recording needs a business licence with recording turned on by your admin, and guests cannot record. The recording is saved in the organiser’s OneDrive (or in SharePoint for a channel meeting) and appears in the meeting chat. Your admin may set recordings to expire after a time.

Still stuck

WhatsApp our support team at +60 16-916 3324.

Common issues

Can customers without Teams join my meeting?

Yes, if your company allows it. They open the link in the invitation, type their name and select to join in the browser or the Teams app. They may wait in the lobby until someone in the meeting lets them in.

The Teams Meeting button is missing in classic Outlook.

The Teams add-in for classic Outlook sometimes goes missing. Close Outlook and Teams, open Teams, then open Outlook again. New Outlook has Teams built in, so it needs no add-in.

My screen share is black on a Mac.

macOS must allow Teams to record your screen. Open System Settings, find Screen & System Audio Recording and turn on Microsoft Teams, then restart Teams.

Related articles

• Get started with Microsoft Teams
• Chats, teams and channels in Microsoft Teams
• Share your Outlook calendar with colleagues in Microsoft 365
• Share a OneDrive file or folder & stop sharing