Teams vs. Outlook - Schedule a Teams meeting

Posted on:  02/08/2021
Teams vs. Outlook - Schedule a Teams meeting

Scheduling a Teams meeting is easy to do. I get asked a lot if I should schedule from Teams or Outlook? I'll cover the pros and cons of scheduling in Teams vs. Outlook, and I'll discuss a few new features in Teams and even show how you can make every meeting in Outlook on the web a Teams meeting automatically. 

Schedule a Teams meeting with Outlook

Try it!

 

  1. To schedule a meeting, open Outlook and switch to the calendar view. Click New Teams Meeting at the top of the view.
  2. Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).
  3. Add your meeting subject, location, start time, and end time.
  4. Create your message.
  5. Then click Send.

Alternative method

  1. To schedule a meeting, open Outlook and switch to the calendar view. Right-click and select New Meeting Request.
  2. Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).
  3. Add your meeting subject, location, start time, and end time.
  4. Create your message.
  5. Click the New Teams Meeting icon at the top.
  6. Then click Send.

Notes:

  • Currently, you can schedule Teams meetings from Outlook, but not choose a channel to have them in.
  • The dial-in phone numbers and conferencing IDs are added to the meeting invite automatically.
Related Outlook articles

Pros and Cons of scheduling Teams meeting with Outlook

Pros

  1. People are used to Outlook
  2. Contact groups or distribution lists work
  3. Autocomplete works
  4. Can copy and paste the email address

Cons

  • Can’t schedule a channel meeting
  • Have to click Teams Meeting add-in in Outlook icon

YouTube video on scheduleing Teams meeting

Schedule a Teams meeting in Teams

Try it!

  1. To schedule a meeting, open Teams and switch to the calendar view. Click New Meeting at the top.
  2. Add your Title, invitees to the Required or Optional field(s).
  3. Add your meeting location, start time, and end time.
  4. You can schedule a Channel meeting in Teams.
  5. Create your message.
  6. Then click Send.
Related Teams articles

Pros and Conts of scheduling Teams meeting with Teams

Pros

  • Can easily schedule with the person you are chatting with
  • Can schedule a channel meeting
  • No need to click Teams invite icon since you are in Teams

Cons

  • Auto-complete doesn't work
  • Recent contacts don't work
  • No contact group or distribution list appears
  • Can't copy and paste emails
Related Teams articles

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  • Pop-out Chat in Microsoft Teams

    Teams now allow you to instantly pop-out your one-on-one or group chat into a separate window. After popping out the chat, you can drag it, place it on another monitor, resize, or close the window as you wish. Pop-out chats are a great way to get a lot done when you’re in a meeting or in a call. I demonstrate in this short video how to have a meeting in Teams and then pop-out two chats.

  • Teams: Announcements and Post in multiple channels

    Announcements allow you to post either an image or a heading with a background color. With Post in multiple channels, you now have the ability to post a conversation or announcements to multiple channels at one time.

Chris Menard

Chris Menard is a Microsoft Trainer (MCT) and works as a full-time Trainer at BakerHostetler - one of the largest law firms in the US. Chris runs a YouTube channel with 900+ technology videos that cover various tools such as Excel, Word, Zoom, Teams, Gmail, Copilot, Google Calendar, and Outlook. To date, the channel has helped over 20 million viewers. Menard also does 2 to 3 public speaking events yearly, presenting at the Administrative Professional Conference (APC), the EA Ignite Conference, the University of Georgia, and CPA conferences. You can connect with him on LinkedIn at https://chrismenardtraining.com/linkedin or watch his videos on YouTube at https://chrismenardtraining.com/youtube.

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