The fastest way to add a Teams meeting to your calendar
You can add a Teams meeting to an Outlook calendar event in three ways: by using the "Teams Meeting" button when you create a new event, by converting an existing event to include Teams, or by copying a Teams meeting link into an event you've already made. The Teams Meeting button is the quickest route — it appears in the new event window and automatically generates a meeting link and adds it to your invitation.
All three methods work in Outlook on the web, Outlook for Windows, and Outlook for Mac. The exact location of buttons and menus differs slightly between versions, but the steps are the same.
Key Takeaways
- The Teams Meeting button appears in the new event window and is the fastest way to add a Teams meeting to any calendar invite.
- You can add a Teams meeting to an event you've already created by opening it, selecting Edit, and clicking the Teams Meeting button.
- If you already have a Teams meeting link, you can paste it directly into the event details or the meeting location field.
- Attendees receive the Teams meeting link in their calendar invitation and can join by clicking it at the scheduled time.
Creating a new event with a Teams meeting in Outlook on the web
Open Outlook in your web browser and go to your calendar. Click "New event" or the plus sign to start a new calendar entry. Fill in the event title, date, time, and attendee email addresses as you normally would.
Look for the "Teams Meeting" button in the event details window. It usually appears near the top of the form, often alongside other options like "Add location" or "Add description". Click it once. Outlook will automatically generate a Teams meeting link and insert it into the event. The link appears in the event details, and all attendees will see it in their calendar invitation.
Finish filling in any other details you need — description, reminders, or recurrence — then click "Save" to add the event to your calendar.
Adding a Teams meeting to an existing Outlook event
If you've already created a calendar event without a Teams meeting, you can add one. Open the event in your calendar, then click "Edit" or the pencil icon to open the editing window.
Scroll down or look for the "Teams Meeting" button in the event details. Click it to generate a Teams meeting link. The link will be added to the event automatically. If you've already sent the invitation to attendees, click "Save" and then "Send update" to notify them of the change. Outlook will send them a new invitation that includes the Teams meeting link.
Adding a Teams meeting link manually
If you already have a Teams meeting link — perhaps from a meeting someone else scheduled — you can add it to an Outlook event yourself. Open the event you want to edit and click "Edit".
Paste the Teams meeting link into the event description or into the "Location" field, depending on your preference. Some people put it in the location field so it appears prominently; others add it to the description along with other meeting details. Either approach works — attendees will see the link when they open the invitation.
Click "Save" when you're done. If attendees have already received the original invitation, send an update so they see the link.
How attendees join the Teams meeting from Outlook
When attendees receive your calendar invitation, they will see the Teams meeting link in the event details. On the day of the meeting, they can click the link directly from their calendar to join the Teams meeting. The link opens Teams in a browser or in the Teams app, depending on what's installed on their device.
Attendees do not need to do anything special to prepare — the link is included automatically when you use the Teams Meeting button, and it works the same way as any other Teams meeting link.
Differences between Outlook on the web, Windows, and Mac
The Teams Meeting button appears in all three versions of Outlook, but the location and appearance vary slightly. In Outlook on the web, it's usually near the top of the new event form. In Outlook for Windows, it appears in the ribbon at the top of the event window, often labeled "Teams Meeting" or shown as an icon. In Outlook for Mac, it's in the event details pane, usually near other meeting options.
The steps are the same across all versions: create or edit an event, click the Teams Meeting button, and save. If you don't see the button in your version of Outlook, check that your Teams and Outlook are both up to date. Microsoft regularly updates both applications, and older versions may not include this feature.
What to do if the Teams Meeting button doesn't appear
If you don't see a Teams Meeting button in your Outlook event window, the most common reason is that your Outlook and Teams are not fully updated. Check for updates in both applications and restart them after installing any updates.
If the button still doesn't appear, you can always copy a Teams meeting link manually. Start a Teams meeting in the Teams app, copy the meeting link, and paste it into your Outlook event description or location field. This gives you the same result as using the Teams Meeting button — attendees will receive the link in their invitation and can join by clicking it.
Frequently Asked Questions
Do attendees need a Teams account to join a meeting scheduled through Outlook?
No. When you use the Teams Meeting button, Outlook generates a link that works for anyone — people with Teams accounts can join directly, and people without accounts can join as guests through a web browser. They don't need to install anything or create an account.
Can I change the Teams meeting link after I've sent the invitation?
You can edit the event and remove the Teams meeting link, then add a new one by clicking the Teams Meeting button again. Outlook will generate a new link. Send an update to attendees so they receive the new link. The old link will no longer work for that event.
What happens if I add a Teams meeting to a recurring event?
When you add a Teams meeting to a recurring event, the same meeting link is used for all occurrences. All attendees will use the same link each time the meeting happens. If you want different links for different dates, you'll need to create separate events instead of using recurrence.
Can I add a Teams meeting to an Outlook event on my phone?
The Outlook mobile app has limited support for the Teams Meeting button. On iPhone or Android, you may not see the button in the event creation window. If you need to add a Teams meeting on your phone, create the event first, then open it on a computer and add the Teams meeting link there, or copy a Teams meeting link and paste it into the event description on your phone.
Does the Teams meeting start automatically at the scheduled time?
No. The Teams meeting link in your Outlook event is just a link — it doesn't automatically start the meeting. You or another organizer needs to click the link or start the meeting in Teams at the scheduled time. Attendees can click the link when they're ready to join, and they'll enter a waiting room until the organizer starts the meeting.