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Inviting participants to a Teams meeting


You can schedule a Teams meeting via the Teams Outlook calendar add in or directly via the calendar within Teams itself. 

If you have the Microsoft Teams desktop client installed you can schedule a meeting via your Outlook calendar.

1.1 Scheduling a meeting via Outlook               

Click on the calendar icon in Outlook:         

Then click on the ‘New Teams Meeting’ option to schedule your meeting:


New Team Meeting Option

Configure your meeting in the ‘New meeting’ window. 


Configure Meeting in a New Window

Once you click ‘Send’ the meeting will be added to your calendar and the invite will be sent to all participants.  

Note: It is important to confirm you have included the correct participant email addresses (both internal and external to UL) before you send the invite. 

Scheduling a Teams meeting via Outlook gives you a few more options when sending the invite than scheduling via Teams itself. For example, under “Meeting>Response Options” you have the option to stop people you send the meeting invite too from forwarding it onto other people.

Meeting Response Options

If you click on the ‘Allow Forwarding’ option above it will unselect it and this will stop the email from being forwarded to anyone.

Allow Forwarding

If left selected and someone does forward your meeting invite onto someone else the meeting organiser will get a notification by email that they have done so. If you are scheduling an important/confidential meeting it might be worth considering blocking the forwarding of the meeting invite. You can also change the meeting options to control who can access the meeting before it starts. Please refer to section 3.1 of this guide for more information.

1.2  Scheduling a meeting via Microsoft Teams

Click on the calendar icon in Teams:

Assignments

Then click on ‘New meeting’ to schedule your meeting:


New Meeting

Configure your meeting in the ‘New meeting’ window.


New Meeting

Once you have set the settings above click on ‘Save’ to add the meeting to your calendar and send the invite.

save

Note: It is important to confirm you have included the correct participant email addresses (both internal and external to UL) before you send the invite.

1.3 Schedule a Teams Channel or Teams Class meeting

You can schedule a Teams Channel or Classroom meeting the same way as scheduling a regular Teams meeting as shown above.

The only difference is when inviting users, you select the Channel or Class you have created when you are scheduling the meeting.

Teams Channel

1.4  Inviting an external user to a Teams meeting

You can invite an external user (someone from outside the University) to a Teams meeting using their email address. They don’t need to have an Office365/Teams account in order to join the meeting.

If the external user does not have the Teams desktop client installed they can join the meeting via the web browser.

It is good practice to set the meeting to have guest users wait in the lobby rather than join the meeting before you as the organiser has started the meeting. This can be set in the meeting options.

Once the guest has joined the meeting you will receive a notification to say they are waiting in the lobby.

Admit Guest

Click on ‘Admit’ to allow them into the meeting or you can allow them in by clicking on the participant list and allowing them in from there.


Participants