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Scheduling a Meeting

Personal/Standard Meeting

Using Outlook Client

  1. Open Outlook -> Open your calendar
  2. [Windows] Click “New Teams Meeting.”
Windows New Teams Meeting Toolbar in Outlook
Image of the New Teams Meeting feature within Outlook Calendar
Windows Teams Meeting Schedular in Outlook
Image of scheduling a Teams Meeting within Outlook Calendar

2.  [Mac] Click “Meeting.” Then in the ribbon click “Teams Meeting.”

Mac Teams Meeting in Outlook
Image of Meeting within Outlook on a Mac
Mac Teams Schedular in Outlook
Image of Teams Meeting within Outlook on a Mac

3. Enter a title.

4. Enter the email addresses of all attendees. These can include non-Wooster (guest) emails.

5. Pick a start time.

6. Pick an end time.

7. Click “Send.”

Using Outlook Web App

  1. Open https://outlook.office365.com
  2. Click the Calendar icon in the bottom left to open your calendar.
  3. Click “New Event.”
New Event in Outlook
Image of New Event within Outlook on the web based application

4. Enter a title.

5. Enter the email addresses of all attendees. These can include non-Wooster (guest) emails.

6. Choose a date, start, and end time.

Teams event outlook online
Image scheduling a Teams Meeting within Outlook on the web based version

7. Click the drop down “Add online meeting” and choose “Teams Meeting.”

Adding online meeting through outlook online
Image of Adding an Online Meeting using the drop down arrow within Outlook on the web based version

8. Enter any descriptions necessary, attach necessary documents.

9. Click “Send.”

Using the Microsoft Teams Client

  1. Open Microsoft Teams-> Click the Calendar tab
  2. Click “New meeting.”
New Meeting through Teams calendar
Image of the New Meeting feature within Teams

3. Enter a title.

New Meeting through Teams
Image of scheduling a meeting within Teams

4. Enter the email addresses of all attendees. These can include non-Wooster (guest) emails.

5. Pick a start time.

6. Pick an end time.

7. Enter details for the meeting.

8. Click “Send.

The above options create a Personal meeting. Such a meeting is not associated with a team in Microsoft Teams. However, the meeting chat will display in the Chat tab of the Microsoft Teams client.

What to expect

  • All meeting participants will receive a calendar invite with a link to the online meeting.
  • Participants are encouraged to have Microsoft Teams installed.
    • The installer can be found at https://teams.microsoft.com/downloads
    • The Teams app is available on mobile for Android or iOS devices.
    • The Teams app is recommended, though participants can join from a web browser on Windows or Mac using Microsoft Edge or Google Chrome. 
  • If the guest participant installs the Teams app from the link in the meeting invite, they will not need to create a Microsoft account and will be able to enter their name and join the meeting. 
  • All participants should have access to chat and the ability to present.
  • Attendees joining the meeting using a non-Wooster email will be placed in the Lobby until a Wooster participant lets them into the meeting, unless the meeting organizer modifies the meeting options to allow Guests to Bypass the Lobby.

Channel Meeting

Using the Microsoft Teams Client

  1. Open Microsoft Teams-> Click the Calendar tab
  2. Click “New meeting.”
New Meeting through Teams calendar
Image of the New Meeting feature within Teams

3. Enter a title.

Image of scheduling a meeting within Teams

4. A channel meeting will allow Team members to join the meeting from the Team whether you enter the email addresses of participants or not.

  • A meeting scheduled to a College course Class Team will send a calendar event automatically.
  • In other teams, enter email addresses if you want participants to receive a calendar event.
  • You can include non-Wooster (guest) emails, but any attendees who are NOT Team members will not have access to the meeting chat.

5. Pick a start time.

6. Pick an end time.

7. Pick a channel: put your cursor in the “Add channel” field and a list of your teams is displayed. Select a channel from the appropriate team.

image of Team meeting select a channel

8. Enter details for the meeting

9. Click “Send.

This will schedule a meeting in the specified channel of the team you selected. Visit the Team channel to see a message in Posts.

Teams channel -channel meeting in Posts
Image of a message in the Team’s channel Posts regarding the scheduled meeting.

What to expect

  • The email addresses entered as Attendees will receive a calendar invite with a link to the online meeting. Students in a course-connected Class Team will receive a calendar invite whether they were invited in the meeting attendees or not.
  • Participants are encouraged to have Microsoft Teams installed.
    • The installer can be found at https://teams.microsoft.com/downloads
    • The Teams app is available on mobile for Android or iOS devices.
    • The Teams app is recommended, though participants can join from a web browser on Windows or Mac using Microsoft Edge or Google Chrome. 
  • If the guest participant installs the Teams app from the link in the meeting invite, they will not need to create a Microsoft account and will be able to enter their name and join the meeting. 
  • If users are not members of the team in which the channel meeting was scheduled, they will not be able to access chat.
  • Attendees joining the meeting using a non-Wooster email will be placed in the Lobby until a Wooster participant lets them into the meeting, unless the meeting organizer modifies the meeting options to allow Guests to Bypass the Lobby.
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