How to set up a Teams meeting step-by-step 

Microsoft Teams is a versatile and easy-to-use app that lets you chat and schedule meetings with clients and colleagues, whether they’re only a few miles away or on the other side of the world. Popular for its seamless integration with other Microsoft 365 apps like Word, Teams is used by millions of people worldwide. With so many users, it’s no surprise that the Internet is full of questions about how to get the most out of this platform. 

Some of the most asked questions relate to setting up a Teams meeting, so in this post, we’ll guide you through the process step by step.

Using the calendar to set up a Teams meeting 

Perhaps the most straightforward way to set up a meeting in Microsoft Teams is to use the calendar function.

1. Click the calendar icon on the left-hand side of the screen.
2. Select ‘new meeting’ in the top right corner. 
3. Add the meeting details and your attendees.
4. Send the invitation. 

PRO TIP: The free version of Teams supports up to 100 participants in a group chat and up to 300 on a paid plan (e.g. Microsoft 365 Business Basic). On higher-tier plans like Microsoft 365 E3/E5, Teams can support meetings with up to 1,000 participants and 10,000 attendees in a ‘view-only’ mode.

Scheduling a Teams meeting from the chat  

Setting up a meeting from within a chat is straightforward and requires only a few clicks. 

1. Go to the chat option on the left-hand side and select the correct chat.
2. At the bottom of the chat window, select the calendar icon. 
3. Add the meeting details and your attendees.
4. Send the invitation.   

Start an instant meeting in Teams 

You can also set up an instant meeting via chat or the calendar if you want to meet immediately. 

From the calendar

1. Click on the calendar icon on the left-hand side of the screen.
2. Select ‘Meet now’ in the top right corner. 
3. Select ‘Get a link to share’ and send that to your attendees. 
4. Then select ‘Start meeting’. 

From the chat 

1. Click on the chat icon on the left-hand side of the screen.
2. Select the individual chat or group you’re interested in. 
3. Select the video camera icon. 

This will start a video call with all the participants in the chat.  

The benefits of Microsoft Teams

Microsoft Teams is just as beneficial now as it was at the height of COVID-19 when remote working exploded, and staying in touch with colleagues was a priority. Today, you can still benefit from this collaborative tool. 

1. Inclusivity for remote workers: Teams ensures colleagues stay connected whether they work down the road or in another country. 
2. Integrates with other 365 apps: Microsoft Teams integrates seamlessly with other 365 apps such as Word and Outlook. 
3. Streamlined communication: The chat function keeps the dialogue inside the app, so you have fewer notifications to manage.  

Keep reading: What are the benefits of using Microsoft Teams?

The next step

We offer comprehensive Microsoft Teams support for business leaders who want to level up their organisation’s app use. Our consultancy services include implementation, set-up, and ongoing support. We also offer staff training to empower your workforce with the confidence and skills to use the platform effectively.