Outlook - How to launch a New Teams Meeting in Outlook Tutorial

In this video, you will learn how to launch a new Teams meeting in Outlook.
There are three different ways to do it.
The first method is to right-click on the desired time, select "New Meeting Request," and then click on the Teams Meeting button in the ribbon.
This will add a Teams meeting link to the body of the message.
The second method is to double-click on the desired time, which will open the same window.
From there, you can click on the Teams Meeting button in the ribbon and add the Teams link again.
The third method is to directly go to the ribbon and click on the Teams Meeting button.
In this window, you will notice that the link is already added in the body of the message.
You can also add meeting notes above the line and additional information at the bottom.
To adjust meeting options, such as specifying the presenter or allowing everyone to do the presentation, you can go to meeting options, which will open in your default browser.
From there, you can customize the settings and save them.
Once you have added all the necessary information, you can press the send button to invite everyone to the meeting.
If you need to make any changes, you can double-click on the meeting and update the information.
On the day of the meeting, you will receive a reminder in Outlook and Microsoft Teams.
Simply click on the link to join the meeting.
This tutorial will help you effectively launch Teams meetings in Outlook, improving your collaboration and communication with others.

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3870 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to schedule a Teams meeting using Outlook, detailing various methods, settings, and options available to users.

Chapitres :

Introduction
Scheduling meetings is a crucial aspect of effective communication in a professional environment. This guide will walk you through the different methods to create a Teams meeting directly from Outlook, ensuring you can easily set up online meetings with colleagues.
Methods to Schedule a Teams Meeting
There are several ways to launch a new Teams meeting in Outlook. Below are the methods you can use:
Method 1: Right-Click on a Time Slot
1. Select the desired time slot in your calendar. 2. Right-click and choose 'New Meeting Request'. 3. In the meeting request window, go to the ribbon and click on the 'Teams Meeting' button. This action will automatically add a Teams link in the body of the message.
Method 2: Double-Click on a Time Slot
1. Select the desired time slot and double-click it. 2. The same meeting request window will appear. 3. Again, go to the ribbon and click on the 'Teams Meeting' button to add the Teams link.
Method 3: Directly from the Ribbon
1. Open a new meeting request directly from the ribbon by clicking on the 'Teams Meeting' button. 2. The meeting request window will open with the Teams link already included in the body of the message.
Adding Meeting Details
In the meeting request window, you can add various details: - **Meeting Title**: Enter a title for your meeting, such as 'Weekly Team Meeting'. - **Attendees**: Specify required users and optional guests. - **Meeting Notes**: Above the message body, you can add any notes relevant to the meeting. - **Additional Information**: At the bottom of the message body, you can include any extra information needed.
Adjusting Meeting Options
To customize your meeting settings: 1. Click on 'Meeting Options'. This will open your default web browser. 2. Here, you can adjust settings such as: - **Lobby Bypass**: Decide if participants can bypass the lobby. - **Announcement Settings**: Choose whether to announce when callers join or leave the meeting. - **Presenter Settings**: Specify who can present during the meeting.
Sending the Invitation
Once you have filled in all necessary details and adjusted settings: 1. Click 'Save' to keep your settings. 2. Finally, press the 'Send' button to distribute the invitation to all attendees.
Updating Meeting Information
If you need to make changes after sending the invitation: 1. Double-click on the meeting in your calendar to open the request. 2. Make any necessary updates and press 'Save' to send the updated invitation.
Joining the Meeting
On the day of the meeting, a reminder will pop up in Outlook a few minutes before it starts. You can also find a reminder in Microsoft Teams. To join the meeting, simply click on the provided link.
Conclusion
By following these steps, you can efficiently schedule and manage Teams meetings through Outlook. This process not only streamlines communication but also enhances collaboration within your team.

FAQ :

How do I schedule a Teams meeting in Outlook?

You can schedule a Teams meeting in Outlook by selecting a time on your calendar, right-clicking, and choosing 'New Meeting Request.' In the meeting window, click the 'Teams Meeting' button in the ribbon to add a Teams link.

What are the different ways to create a Teams meeting in Outlook?

You can create a Teams meeting by right-clicking on a time slot and selecting 'New Meeting Request,' double-clicking on a time slot, or directly clicking the 'Teams Meeting' button in the ribbon.

Can I adjust meeting options for a Teams meeting?

Yes, you can adjust meeting options by clicking on 'Meeting Options' in the meeting setup window. This allows you to specify who can present and whether participants can bypass the lobby.

What happens if I forget to add information to a Teams meeting?

If you forget to add information, you can double-click the meeting in your calendar to open it, make the necessary changes, and then save the updates.

Will I receive a reminder for my Teams meeting?

Yes, you will receive a pop-up reminder in Outlook and Microsoft Teams a few minutes before the meeting starts.

Quelques cas d'usages :

Scheduling Team Meetings

In a corporate environment, team leaders can use Outlook to schedule regular check-in meetings with their teams. By utilizing the Teams Meeting feature, they can ensure all team members can join remotely, enhancing collaboration and communication.

Client Consultations

Sales representatives can schedule virtual consultations with clients using Outlook and Teams. By sending a Teams meeting link, they can conduct face-to-face discussions, share presentations, and address client needs effectively.

Training Sessions

HR departments can organize training sessions for employees using Teams meetings scheduled through Outlook. This allows for interactive training with remote employees, ensuring everyone has access to the same information and resources.

Project Kick-off Meetings

Project managers can set up kick-off meetings for new projects using Outlook. By including all stakeholders in a Teams meeting, they can discuss project goals, timelines, and responsibilities, ensuring everyone is aligned from the start.

Remote Team Building Activities

Companies can use Teams meetings to host virtual team-building activities. By scheduling these through Outlook, they can foster team cohesion and morale, even when employees are working remotely.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Teams Meeting

An online meeting conducted through Microsoft Teams, allowing participants to join via a link and engage in video conferencing.

Ribbon

A user interface element in Microsoft Office applications that contains tabs with various tools and commands.

Meeting Options

Settings that allow the organizer to control various aspects of a meeting, such as who can present and whether participants can bypass the lobby.

Lobby

A virtual waiting area in Microsoft Teams where participants wait before being admitted to the meeting by the organizer.

IT Admin

Information Technology Administrator, responsible for managing and maintaining an organization's IT infrastructure.

Microsoft Teams

A collaboration platform that combines workplace chat, video meetings, file storage, and application integration.

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a new teams meeting.

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There are different ways to do it.

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The first one would be to

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select the time, right click.

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And then press new meeting request.

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In this window, go to the ribbon,

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press teams meeting button.

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Right here it adds a link

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in the body of the message.

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The 2nd way to do it would be to

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select the time double click.

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And the same window pops up.

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Go to the Ribbon,

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Press on teams meeting and add

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the teams link again over here.

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The other way would be to go

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to the ribbon directly Preston

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you teams meeting button.

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When this window opens up,

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you will notice that the link is already

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added in the body of the message.

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Above the line you get

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edge your meeting notes.

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Also, at the bottom of the

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line right here you can add for

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instance additional information.

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On the title field.

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I can put H are meeting for instance.

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I can select the required users.

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Optional guests if needed. In this field.

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It will let them know that this

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meeting is taking place in Microsoft

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Teams it is an online meeting.

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If it is set in their company,

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maybe the IT admin has added

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rooms in the company directory.

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You can select them right here.

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If you need to adjust the

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meeting options settings.

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For instance,

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to specify who will be the presenter

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you can go to meeting options.

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It will open automatically

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your default browser.

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Now in this window I conceded by

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default everyone can bypass the lobby.

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That means they will not have to wait.

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We can go straight into the

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video conferencing room.

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Also. You can see.

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I have activated by default announced

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when callers join or leave the room,

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but I can also disable this option and

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then here I would select if everyone

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can do the presentation or do I want

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to be the only person or maybe just

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two of us and then specify right over

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here in specific people who can?

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I'm going to select only me

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for now and then press save.

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To keep those settings once validated.

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I can close this browser.

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And then I can finally press the send button.

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Now everyone will receive this invitation.

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If I forgot something, no problem.

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I can just go ahead.

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Double click open up that same module Anna,

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just any needed information.

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Once this is done, I pressed the save button.

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And I finally Sunday update.

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Now remember the day of the meeting.

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A few minutes prior to the meeting,

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you will get a pop up window

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in outlook as a reminder.

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Also in Microsoft Teams and

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all you have to do is press on

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that link to join the meeting.

Mandarine AI: WHAT YOU SHOULD KNOW

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