Microsoft Teams - Meeting Setup

1. Open Microsoft Teams, login using you Olivet email address and password.  
2. Once you login to Teams with your Olivet account and allow it to load, use the Navigation Pane located on the Left hand side of the application window to open the Calendar.
3. To create a new meeting click the “+ New meeting” button, located in the top right hand corner of the Calendar Page.
4. Having clicked the “+New Meeting” Button, the New meeting Details page has opened with in Microsoft Teams:

5. Begin completing the form to create the meeting, by adding a Title. The Title is the name of the meeting with in Outlook this is usually known as the subject line. 

6. In the next field, the user needs to add attendees to the meeting:

a. Add required attendees – These would be any people who need to attend the meeting. 

b. Optional attendees may be added by clicking on optional in the “add required attendees” field – which will prompt the display for additional optional attendees.

c. To add attendees with Olivet accounts, simply begin typing their Name in the field. A dropdown will appear with a list of names.Click on the person’s name you wish to add to the meeting. Continue this process until you have added all of your attendees.

d. If an attendee to the meeting does not have a Olivet account, simply type in that person’s email address. A dropdown menu will appear with an option to Invite that address. Please click on this option and add that email to the attendee list

e. As in Outlook, Microsoft Teams has a scheduling assistant which will help the user determine the availability of all the attendees who have an Olivet account. Select an appropriate meeting time. To access the scheduling assistant, click on the “Scheduling Assistant” heading at the top of the page.

f. The user can also use the scheduling assistant to add attendees, set the date and time as well as the physical location of the meeting.

g. Once the user has completed scheduling the meeing, click on details to complete setting up the meeting.

7. If the user does not use the scheduling assistant, then the next section allows the user to determine the date and time of the meeting and the repetition of the meeting:

a. The first date and time sets the start of the meeting, while the second sets the end of the meeting. Next to the end time the application tells you the length of the meeting. As a default a new meeting is set to 30 minutes. There is also the option to make this an all-day meeting. Teams also provides suggestions based on attendees availability.


b. The occurrence field allows the user to set how often this meeting needs to occur on the calendar. If the meeting does not require a regular occurrence, simply select “Does not repeat” from the dropdown list.

8. The next two fields are related to the location of the meeting. If the meeting is only being held online, these fields are not required to setup the meeting.

a. Microsoft Teams uses channels to organize content and conversations for groups who are collaborating online. Use Add channel to allow a user to connect the meeting to an ongoing conversation within Teams.

b. The “Add location” field, allows the user to add a physical location to the meeting. For example, the meeting might be held in one of the conference rooms on campus. If room has a scheduling calendar, then it may appear in the dropdown list. If not, then simply enter the name of the location.

9. Finally, the user can add detail concerning the meeting within the remaining field such as add the agenda for the meeting, any specific instructions for the attendees, and/or the meeting organizer’s contact information.

10. Having completed the form, the user can now click the Save button. This will send an invitation to the attendees and place the meeting on the user’s calendar.




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Article ID: 102544
Mon 3/23/20 1:15 PM
Thu 3/26/20 1:42 PM