How to create a Teams meeting in Outlook


how to create a teams meeting a screenshot of Microsoft Outlook

Microsoft Teams has become one of the notable collaboration platforms online which helps bring teams together to work more efficiently. It can integrate people from all over the world, content, and tools to help teams become more engaged and productive in their respective endeavors. The platform has the purpose of facilitating communication and collaboration whether they're working within the same location or from various parts of the world. The features of chatting, having meetings, calling, and file sharing have allowed that platform to make productivity seamless for teams. We'll be teaching you how to create a Teams meeting in Microsoft Outlook so you can be productive with your own team too.

But first, what is Outlook and why should you create a Teams meeting there? Microsoft Outlook is a personal information manager that mainly uses an email application but also includes a calendar, task manager, contact manager, and note-taking feature. Having Outlook is like having your own personal assistant to help you get by the day. While this looks to raise concerns for data breach, Outlook puts users in control of their privacy with its transparency on data collection.

Knowing this, you can easily and safely create your own Teams meeting in Outlook. We'll get right to the guide below.

How to create a Teams meeting in Outlook

Creating a Teams meeting in Outlook is very simple. Just follow these steps below to do so:

1. Open Microsoft Outlook and then switch to the calendar view. You'll be able to see the full dates on when you want to set a meeting or multiple meetings.

2. Next, select New Teams Meeting at the top of the view. Take note that even if you select New Meeting or New Appointment, you'll have to make it a Teams meeting by selecting "Teams Meeting" at the top of a new event form.

A screenshot of the New Teams Meeting button on Microsoft Outlook.
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Credit: Microsoft Corporation

3. Add your invitees to the Require or Optional fields. This categorizes who on your team must be present on that date or can optionally attend. You can even invite entire contact groups such as certain departments of your team with just a click of a button.

4. Afterwards, you can set your meeting subject, location (if applicable), and meeting start and end time. This will give your attendees a schedule they can stick to so that they can set aside time for the meeting.

5. Create your message. This is to send any additional details you want your attendees to know for the meeting.

6. Hit the Send button. Remember too that the Teams meeting joining details are attached to the meeting invite automatically for your convenience.

If you don't see the New Teams Meeting icon in the desktop version of Outlook, the Teams add-in for the platform may not be installed properly. To troubleshoot this, you can run the Microsoft Support and Recovery Assistant to help you.

That's pretty much it for creating a Teams meeting in the Outlook application. Next is creating a Teams meeting for Outlook on the web.

How to create a Teams meeting in Outlook on the web

Creating a Teams meeting in Outlook on the web is similar to its desktop counterpart. All you have to do is toggle the "Teams meeting" indicator to turn it on so that the meetings you create will be linked to Microsoft Teams. After your invite is sent, you'll also be seeing the joining details for your scheduled meeting.

A screenshot of the Teams Meeting toggle button on Microsoft Outlook on web.
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Credit: Microsoft Corporation

How to remove Teams from a meeting

Now that you know how to create a Teams meeting, you can also remove the Teams option for your meetings in Outlook. Do take note though that while you can remove Teams from a meeting while creating it, you can't remove it after sending the meeting invitation.

For Outlook on the desktop, go to the top of the new meeting form. You should be able to select Settings and then Don't Host Online"

A screenshot of the Don't Host Online button on Microsoft Outlook.
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Credit: Microsoft Corporation

While for Outlook on the web, go to the new meeting form still and select the Teams meeting toggle to turn it off. It's that simple to remove Teams from a meeting.

Knowing how to remove Teams from a meeting, have you thought of automatically making all your meetings on Outlook, Teams meetings? Perhaps not yet, so we also have a guide for you on doing that.

How to make all meetings Team meetings on Outlook

What you must first do to make all your meetings Team meetings is to turn on a Calendar option so that all the meetings you create and schedule from Outlook - including Outlook on the web and mobile will be held online with Teams. Though depending on the release update schedule for your organization, you might or might not have this feature so better check that first.

On Outlook for the desktop, here are the steps to follow below:

1. At the top of the Outlook screen, click File and then Options.

2. You'll then be on the Outlook Options page. Select Calendar which is found on the left-hand side.

3. You can then go to the Calendar options. You'll select the Add online meeting to all meetings checkbox to enable the feature. By doing this, you've made all your meetings, Teams meetings.

A screenshot of the Add online meeting to all meetings button on Microsoft Outlook.
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Credit: Microsoft Corporation

For Outlook on the web, again, the steps to make all your meetings Teams meetings is quite similar:

1. Head to the top right of your screen and then select Settings. You'll then be given the option to click the View all Outlook settings at the bottom right.

2. Upon clicking that, select Calendar, then Events and Invitations, and finally the Add online meetings to all meetings checkbox.

A screenshot of the Add online meeting to all meetings checkbox on Microsoft Outlook on web.
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Credit: Microsoft Corporation

3. Once you do that, you can hit save and your settings to your meetings as Teams meetings will be adapted into your Outlook.

There you have it, everything you need to know on how to create a Teams meeting in Outlook, how to remove it, and automatically set all meetings on Outlook for Teams. If you want more guides like this, feel free to check out our pieces on how to remove iMessage from an iPad and how to turn off center stage on the iPad. We also have an article on how to connect your Apple Watch to a new phone.

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