The fastest way to start a meeting in Teams

Open Microsoft Teams and go to the Calendar tab on the left sidebar. Click the New meeting button in the top right corner. A panel will open where you can name the meeting, set the date and time, add people, and choose whether to make it a one-time or recurring meeting. Once you fill in the details, click Save and Teams will send invitations to everyone you added.

If you want to start a meeting right now without scheduling it first, go to the Chat tab, find the person or group you want to meet with, and click the video camera icon at the top of the conversation. This starts an immediate call that the other person will receive as a notification.

Key Takeaways

  • Use the Calendar tab and click New meeting to schedule a meeting for a specific date and time.
  • Click the video camera icon in a chat conversation to start a meeting immediately with that person or group.
  • You can add up to 300 people to a single Teams meeting, though large meetings may have different features available.
  • Teams sends calendar invitations to everyone you add, and they can join from the invitation, from Teams, or from a browser link.

Scheduling a meeting step by step

Click the Calendar tab on the left side of Teams. At the top right, you will see a New meeting button. Click it to open the meeting creation panel.

In the panel that appears, type a name for your meeting in the Meeting title field. Below that, set the date and time using the Start and End fields. Teams defaults to one hour, but you can change the end time if you need more or less time.

In the Add required attendees field, type the names or email addresses of people you want to invite. As you type, Teams will show matching names from your organization. Click each person to add them. You can also add people to an Add optional attendees field if you want to invite people without marking them as required.

If you want this meeting to happen every week, every two weeks, or on another schedule, click Does not repeat and choose your recurrence pattern. When you are done, click Save. Teams sends the invitation to everyone you added, and the meeting appears on your calendar.

Starting a meeting right now

If you do not want to schedule ahead, you can start a meeting immediately. Go to the Chat tab and find the conversation with the person or group you want to meet with. At the top of that conversation, you will see icons for a phone call and a video call. Click the video camera icon to start a video meeting.

Teams will notify the other person or people that you are calling them. They will see a notification and can join by clicking it. If they do not answer within a few minutes, you can end the call or leave a message asking them to call you back.

You can also start a meeting from the Calls tab. Click Make a call and type the name or number of the person you want to reach. This works the same way as starting a call from chat.

Adding people after the meeting starts

If you realize you forgot to invite someone, you can add them while the meeting is happening. During the meeting, look for the People icon (usually shown as a silhouette or group of people) in the meeting controls at the bottom or top of your screen. Click it to open the participant list.

Click the Add people button or the plus sign icon. Type the name or email address of the person you want to add. Teams will show matching names, and you can click to invite them. The person will receive a notification that they have been added to the meeting and can join immediately.

Sending a meeting link to people outside your organization

If you need to invite someone who does not have a Teams account at your organization, you can send them a meeting link instead. When you create the meeting, look for a Copy link button or option. Click it to copy the meeting link to your clipboard, then paste it into an email or message and send it to the person.

When they click the link, they will be taken to a page where they can enter their name and join the meeting. They do not need a Teams account or to download anything — they can join directly from their web browser. Some organizations require the meeting organizer to admit guests before they can enter, so there may be a short wait.

Meeting settings you can change

When you create a meeting, you can control who can do what during the meeting. Click Meeting options at the bottom of the creation panel to see these settings. You can choose whether people can turn on their cameras and microphones, whether they can share their screens, and whether the meeting will be recorded.

You can also set a Lobby option, which means people have to wait for you to admit them before they can join. This is useful if you want to keep the meeting private or if you are concerned about uninvited people joining. If you turn off the lobby, anyone with the meeting link can join immediately.

These settings can be changed after you create the meeting. Open the meeting from your calendar, click the three dots menu, and select Meeting settings to adjust them.

Frequently Asked Questions

Can I schedule a Teams meeting without sending invitations to everyone at once?

Yes. Create the meeting with just yourself, then add people later by clicking the meeting in your calendar and selecting Edit. You can add attendees at any time before or during the meeting, and Teams will send invitations only to the new people you add.

What happens if someone does not show up to a scheduled meeting?

If people do not join by the start time, you can still start the meeting. Click the meeting in your calendar and select Join. People can join late, and if the meeting is recorded, they will be able to watch the recording afterward.

Can I change the meeting time after I schedule it?

Yes. Open your calendar, click the meeting, and select Edit. Change the date or time and click Save. Teams will send an updated invitation to all attendees showing the new time.

Do I need to download anything to host a Teams meeting?

If you are using Teams through a web browser or have the Teams app installed, you do not need to download anything else. Guests who join from a link can use their web browser without downloading the app.

How many people can join a Teams meeting?

Teams supports up to 300 participants in a single meeting. Very large meetings may have some features limited, such as the ability to see everyone on screen at once, but all participants can hear and see the meeting.