How to Schedule, Manage, and Host Meetings in Microsoft Teams

Microsoft Teams makes scheduling and hosting meetings simple, whether for internal collaboration or client presentations. With built-in calendar integration, chat, and file sharing, Teams brings all your meeting tools into one platform.

🚀 Brought to you by Axio Networks, an award-winning Managed IT provider in Scottsdale, Arizona.
We help businesses streamline communication and collaboration with Microsoft 365 and Teams.

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📌 Step 1: Schedule a Meeting in Teams

You can schedule meetings directly from Microsoft Teams or Outlook — both automatically include a Teams meeting link.

How to Schedule a Meeting in Teams

1. Open Microsoft Teams.
2. Click Calendar 📅 in the left sidebar.
3. Click New Meeting (top right).
4. Enter meeting details:
   • Title: Give your meeting a clear name.
   • Required attendees: Add participants by name or email.
   • Date & Time: Set your meeting duration.
   • Location: Leave blank (Teams automatically adds the meeting link).
5. Click Send to add it to everyone’s calendar.

✅ Your meeting invite will include a clickable Join Microsoft Teams Meeting link.

Schedule from Outlook (Desktop or Web)

1. Open Outlook Calendar.
2. Click New Event.
3. Click Teams Meeting to automatically add a Teams link.
4. Add your meeting details and click Send.

✅ Both Outlook and Teams stay in sync automatically.

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📌 Step 2: Edit or Reschedule a Meeting

Plans change — Teams makes updates easy.

How to Edit a Scheduled Meeting

1. Open Teams Calendar 📅.
2. Click the meeting you want to edit.
3. Update the title, attendees, date, or time.
4. Click Send Update to notify participants.

✅ All participants receive the updated calendar invite instantly.

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📌 Step 3: Join a Meeting

There are several ways to join your Teams meeting:

✔ From Teams Calendar: Click Join next to the meeting.
✔ From Outlook Calendar: Open the invite and click Join Microsoft Teams Meeting.
✔ From Email Reminder: Click the join link included in the invitation.

✅ You can join from your computer, mobile device, or even your browser — no app required.

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📌 Step 4: Host a Meeting Like a Pro

As the meeting organizer or host, you control the experience for all participants.

Before the Meeting

✔ Test your microphone, camera, and speakers.
✔ Join a few minutes early to ensure everything works.
✔ Upload relevant files or PowerPoint slides in advance.

During the Meeting

✔ Click More (⋯) to record, manage participants, or change device settings.
✔ Use Share Screen (🔺) to display your slides or desktop.
✔ Use Reactions and Chat 💬 to keep the meeting interactive.

After the Meeting

✔ Review meeting notes and action items.
✔ Share the recording or follow up with attendees via Teams chat or email.

✅ Running structured meetings keeps your team organized and productive.

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📌 Step 5: Manage Participants During the Meeting

As the host, you can manage attendees easily.

Manage Participants

✔ Click Show Participants 👥 to see who’s in the meeting.
✔ Mute or unmute attendees as needed.
✔ Use the Lobby to control who joins (guests wait until admitted).
✔ Assign Presenter or Attendee roles:

• Presenter: Can share screen and manage content.
• Attendee: View-only mode, perfect for webinars or clients.

✅ This ensures meetings run smoothly without disruptions.

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📌 Step 6: Use Meeting Options for Control

Meeting Options allow you to control security and participation before the meeting starts.

How to Access Meeting Options

1. Open your meeting in Teams Calendar.
2. Click Meeting Options (link under the date/time).
3. Adjust settings such as:
   • Who can bypass the lobby.
   • Who can present.
   • Allow mic/camera for attendees.
4. Click Save.

✅ Configure options in advance for professional, secure meetings.

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💡 Axio Networks Pro Tip

For recurring meetings, use meeting series instead of separate invites — Teams automatically updates all occurrences.
Want help optimizing Teams setup, meeting templates, and compliance controls?
Axio Networks provides expert Microsoft 365 consulting and managed IT services for professional collaboration.