Schedule a meeting in Microsoft Teams (2025)

Schedule a meeting

There are several ways to schedule a meeting in Teams.

Schedule a calendar meeting

Select Calendar in Teams.
SelectNew meeting .
Add meeting details and attendees.
Select Send.

Schedule a meeting from chat

Select Chat in Teams.
Select More chat options at the top of the chat.
Select Schedule a meeting .
Add meeting details.
Select Send.

Schedule a channel meeting

InTeams , select the team you want to schedule a meeting in.
Add a shared calendar to your team channel.
Next to Meet now , select the dropdown arrow.
Select Schedule a meeting .
Add other attendees who are outside the team.
Select Send.

Everyone in the team you scheduled the meeting for will receive a personal invite.

You can also invite a channel to a regular meeting by typingthe channel name in theAdd channel field.Channels can't be edited or added once the invite is sent. You'll need to send a new invite with the updated channel.

Notes:

When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel. This feature isn't available in private channels.
Invitees outside your org won't have access to the channel calendar.

Invite attendees

You can invite attendees to your Teams meeting while you're creating it or after.

Up to 1,000 invitees can join and participate in a Teams meeting. Up to 10,000 invitees can join as view-only attendees in meetings that already have 1,000 attendees.

To invite attendees:

Create a meeting or open one in your Teams calendar.
Enter names in the Add required attendees field.
- If anyone is an optional attendee, selectOptional in the Add required attendees field and add their names.
- To invite someone outside your org, type their full email address (ex: Joe@example.com).
Select Sendor Send update.Invitees will receive an email with a link to the meeting.

Scheduling Assistant

At the top of your scheduling form, selectScheduling Assistant to find a meeting time that works for everyone.

In Scheduling Assistant, you can view other attendees' time zones, schedules, and availability during different timeslots. The Scheduling Assistant grid will show each attendee's schedule.

Shaded areas show when attendees are busy or have tentative meetings.
Unshaded areas show when attendees arefree.

After you fill out the details, select Sendto close the scheduling form and invite attendees to the meeting.

Add a dial-in number

Include a dial-in number and conference IDso that participants can call in to the Teams meeting. If you schedule the meeting from Outlook, the dial-in number and conference ID automatically appear in the scheduled meeting invite.

To learn more, seeAdd a dial-in number for a meeting in Teams.

Categorize meetings

Color-code your calendar with categories. Assign one or morecategories to each meeting in your calendar.

To assign categories:

Right-click an event in your calendar.
Select Categorize .
Select a color.

You can also categorize a meeting when you schedule it by selecting Category at the top of the scheduling form.

Note:Channel meetings can't be categorized.

Reschedule a meeting

Reschedule meetings and events from your Teams calendar. To quickly update a meeting time, select in in your Teams calendar, drag it into a new timeslot, and drop it.

You'll be notified of invitees' availability before you update the meeting time.

You can also change the meeting time by opening the meeting details, choosing a new time, and selecting Send update. Attendees will automatically receive a notification with the updated time.

Change Show as status

As an organizer, you can set the Show As status of the meeting in theaction bar. When participants RSVP, theirstatus will automatically reflect the status the organizer set.

To set a meeting's Show as status:

Select Show asin your meeting details.
Select the status you want attendees to have while they're in your meeting.

Participants can choose a different Show as status by right-clicking the meeting in their Teams calendar, hovering overShow as, and selecting a status.

The default Show As value for all meetings is Busy.