How to Create a Teams Meeting in Outlook

You don't need to open Teams to set up a Teams meeting. Create it in your Outlook calendar and Outlook adds the join link to the invitation automatically — everyone gets it in their calendar in one go.

1. Open Calendar.
2. Click New event (or double-click a time slot).
3. Add a title, then invite attendees by typing their names or email addresses.
4. Set the date and time.
5. Turn on the Teams meeting toggle.
6. Add an agenda in the message box if you like.
7. Click Send.

Attendees receive an invitation with a Join the meeting now link. When it's time, they click the link — or join from their Outlook or Teams calendar.

1. Open Calendar.
2. On the Home tab, click New Teams Meeting.
3. Add attendees, a subject, and the start and end times.
4. Click Send.

Already started a normal meeting? Click Teams Meeting on the Meeting tab to add a link to it.

In Calendar, click New Event, then turn on Teams Meeting (or click the Teams Meeting button) before sending.

Use Scheduling Assistant (classic) or the suggested times shown when you add attendees (new Outlook) to see when everyone is free — as long as they've shared their availability with you.

In the invitation, you'll see a Meeting options link (or click Meeting options in the ribbon). From there you can control:

• Who can bypass the lobby — e.g. only people in your organisation. Others wait until you let them in.
• Who can present — just you, or everyone.
• Whether attendees can unmute or use their camera.
• Whether the meeting is recorded automatically.

For meetings with customers or large groups, it's worth making yourself the only presenter.

If nearly all your meetings are online:

New Outlook and web: go to Settings > Calendar > Events and invitations and turn on Add online meeting to all meetings.

Classic Outlook: go to File > Options > Calendar and tick Add online meeting to all meetings.

There's no Teams Meeting button in classic Outlook. It comes from the Teams Meeting add-in, which is installed with the Teams app.

1. Make sure Teams is installed and you're signed in.
2. Close and reopen Outlook.
3. If it's still missing, go to File > Options > Add-ins, set Manage to COM Add-ins, click Go and tick Microsoft Teams Meeting Add-in.

The toggle is missing in new Outlook. Check you're using a work or school Microsoft 365 account. Personal accounts may show a different online meeting option.

I need to change the time. Open the meeting in your calendar, change it and click Send Update. The same link keeps working.

In new Outlook, it's New event with the Teams meeting toggle on. In classic Outlook, Home > New Teams Meeting. Check Meeting options for anything with outside guests.