Start a Teams meeting from your Outlook calendar in three steps
You can create a Teams meeting and send invitations to attendees without leaving Outlook. Open your calendar, click a time slot to create a new event, add attendees and a title, then select Teams Meeting from the meeting options. Outlook automatically generates a Teams link and includes it in the invitation that goes out to everyone you've invited.
This method works the same way whether you use Outlook on the web, Outlook desktop, or Outlook on your phone. The Teams link appears in the meeting details, and attendees can join by clicking it from their email invitation or from their own calendar.
Key Takeaways
- Create a new calendar event in Outlook, add your attendees and title, then click the Teams Meeting button to add a video link automatically.
- The Teams Meeting option appears in the meeting details pane on desktop Outlook and in a menu on Outlook web and mobile.
- Attendees receive the Teams link in their email invitation and can join directly from the link or from their calendar.
- You can change the meeting to a Teams meeting even after you've created it as a regular event, as long as you haven't sent invitations yet.
Creating a Teams meeting on Outlook desktop
Open Outlook and go to your calendar. Double-click the date and time where you want to schedule the meeting. A new event window opens with blank fields for the title, location, and attendees.
Type the meeting title in the top field. Then click in the Attendees field and type the names or email addresses of the people you want to invite. Outlook will suggest matches from your contacts as you type. Click each person's name to add them.
Look for the Teams Meeting button in the ribbon at the top of the event window. Click it once. Outlook adds a Teams link to the meeting details and displays it in the body of the invitation. You'll see text that says something like "Join Microsoft Teams Meeting" with a clickable link below it. Click Send to send invitations to all attendees.
Creating a Teams meeting on Outlook web
Log into Outlook on the web and click Calendar in the left sidebar. Click the date and time where you want to schedule the meeting, or click New Event at the top of the page.
Fill in the event title and add attendees by typing their names or email addresses in the Add attendees field. As you type, Outlook suggests contacts to click and add. Once you've added everyone, look for a button or link that says Add Teams meeting or Teams Meeting. The exact wording varies depending on your version of Outlook, but it's usually near the top of the event details.
Click that button. Outlook generates a Teams link and displays it in the meeting details. You'll see the link text and a Join Microsoft Teams Meeting button. Click Save or Send to finish. Outlook sends the invitation with the Teams link to all attendees.
Creating a Teams meeting on Outlook mobile
Open the Outlook app on your phone and tap Calendar at the bottom. Tap the date and time where you want to schedule the meeting, or tap the plus icon to create a new event.
Enter the meeting title and tap Add attendees. Type the names or email addresses of the people you want to invite and tap each name to add them. Scroll down in the event details and look for an option that says Add Teams meeting or Teams Meeting. Tap it.
Outlook adds the Teams link to the meeting. Scroll down to confirm the link appears in the meeting details, then tap Send or Done. The invitation with the Teams link goes out to all attendees.
Converting an existing calendar event to a Teams meeting
If you've already created a calendar event but haven't sent invitations yet, you can add a Teams meeting link to it. Open the event in Outlook, then click or tap the Teams Meeting button in the same way you would when creating a new event. Outlook adds the link to the existing event.
If you've already sent invitations for a regular meeting and want to add a Teams link, open the event again and add the Teams meeting link. When you save and send the updated invitation, attendees will receive a new email with the Teams link included. Some attendees may receive both the original invitation and the updated one, so it's clearer to add the Teams link before you send the first invitation.
What attendees see and how they join
When attendees receive your invitation, they see the meeting title, time, and a Join Microsoft Teams Meeting link or button in the email. They can click that link to join the meeting directly from their email, or they can open their own Outlook calendar, find the meeting in their calendar, and click the Teams link there.
Attendees don't need to do anything special to join. They click the link, and if they're already signed into Teams or Microsoft, they join the meeting when ready. If they're not signed in, they may be prompted to sign in or join as a guest, depending on your organization's settings.
Troubleshooting Teams meeting links that don't appear
If you click the Teams Meeting button and no link appears, check that your Outlook and Teams accounts are connected to the same Microsoft account. If you use a work account for Teams and a personal account for Outlook, the link won't generate. Sign out of Outlook and sign back in with the same account you use for Teams.
If the Teams Meeting button doesn't appear at all, you may be using an older version of Outlook. Update Outlook to the latest version through Windows Update or the Microsoft Store. On Outlook web, refresh the page. On Outlook mobile, close the app completely and reopen it.
If attendees receive the invitation but the Teams link doesn't work, ask them to try joining from their own calendar instead of from the email. Sometimes email clients don't display the link correctly, but the link in the calendar event works fine.
Frequently Asked Questions
Do I need a Teams subscription to create a Teams meeting from Outlook?
You need a Microsoft account and access to Teams, which is included with most Microsoft 365 subscriptions. If your organization provides Teams through work, you can use it. If you have a personal Microsoft account, you can create Teams meetings for free with some limitations on meeting length and features.
Can I add a Teams meeting link to a meeting that already has a physical location?
Yes. You can include both a physical location and a Teams meeting link in the same event. Attendees who can come in person will see the location, and those joining remotely will see the Teams link. Both pieces of information appear in the invitation.
What happens if I delete the Teams meeting link from the event details?
If you remove the Teams link after creating it but before sending invitations, attendees won't receive a link and won't be able to join by video. If you remove it after sending invitations, attendees who already received the link can still use it, but new attendees you add won't see it.
Can attendees join a Teams meeting from Outlook without clicking a link?
On some versions of Outlook, attendees can click Join Teams Meeting directly from the calendar event without opening an email. The exact option depends on which version of Outlook they use, but the link in the email invitation always works.
What if my organization doesn't allow Teams meetings?
If your workplace has disabled Teams meetings in Outlook, the Teams Meeting button won't appear. Contact your IT department or system administrator to ask whether Teams meetings can be turned on for your account or organization.