How to Set Up and Join Teams Meetings

Microsoft Teams makes it easy to schedule, join, and manage virtual meetings for work. Whether you’re hosting a meeting or joining one, follow these simple steps to get started.

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📌 Step 1: Schedule a Meeting in Teams

You can schedule a Teams meeting from Outlook or directly within Teams.

Option 1: Schedule a Meeting in Microsoft Teams

1. Open Microsoft Teams.
2. Click Calendar 📅 in the left menu.
3. Click New Meeting (top right).
4. Fill in the details:
   • Title – Name your meeting.
   • Attendees – Add participants’ email addresses.
   • Date & Time – Set when the meeting will start.
   • Location – Leave blank (Teams adds the meeting link automatically).
5. Click Send – Attendees will receive an email invite with the link.

✅ Your meeting is now scheduled!

Option 2: Schedule a Meeting in Outlook (with Teams Link)

1. Open Outlook and click New Event.
2. Click Teams Meeting – This adds the meeting link automatically.
3. Add a Title, Date, Time, and Attendees.
4. Click Send to invite participants.

✅ The Teams link will be included in the invite!

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📌 Step 2: Join a Teams Meeting

Option 1: Join from Teams Calendar

1. Open Microsoft Teams.
2. Click Calendar 📅 in the left menu.
3. Find your meeting and click Join.

Option 2: Join from Email Invite

1. Open your meeting invitation email.
2. Click Join Microsoft Teams Meeting.

Option 3: Join from Outlook Calendar

1. Open Outlook and go to Calendar.
2. Click your scheduled meeting and select Join.

✅ Your meeting will open in Teams!

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📌 Step 3: Adjust Audio & Video Settings Before Joining

Before entering the meeting, you’ll see a preview screen where you can:

🎤 Choose Audio

• Use Computer Audio (default).
• Select Phone Audio to dial in instead.
• Mute/unmute your microphone.

📹 Choose Video Settings

• Turn camera on/off 📷.
• Click Background Filters to blur or change your background.

Click Join Now to enter the meeting.

✅ You’re now in the meeting!

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📌 Step 4: Use Key Features in a Teams Meeting

🎙 Mute/Unmute Yourself

• Click the microphone icon to mute/unmute.

📹 Turn Your Camera On/Off

• Click the camera icon to toggle video.

💬 Use Chat During the Meeting

• Click Chat 💬 to send messages or share links.

📤 Share Your Screen or Present

1. Click Share Screen (🔲 icon).
2. Choose your entire screen, a window, or a PowerPoint.
3. Click Stop Sharing when done.

🙋 Raise Your Hand to Speak

• Click Raise Hand ✋ to indicate you want to talk.

✅ These features help make your meetings more interactive!

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📌 Step 5: End or Leave a Meeting

• Click Leave Meeting (🔴 red button) when you’re done.
• If you’re the host, click End Meeting for Everyone to close the session.

✅ That’s it! You’ve successfully joined or hosted a Teams meeting.

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💡 Tips for Better Teams Meetings

✔ Join a few minutes early to test audio & video.
✔ Use a headset for better sound quality.
✔ Mute yourself when not speaking to reduce background noise.
✔ Use the chat to ask questions without interrupting.
✔ Record meetings for people who can’t attend (if allowed).