The basic steps to create and start a meeting

To create a meeting in Microsoft Teams, open the Teams app on your computer or phone and look for the Calendar icon on the left side of the screen. Click it, then select the New meeting button (usually in the top right). You'll see a form where you type the meeting title, choose the date and time, and add the people you want to invite by typing their email addresses. Once you fill in those details and click Save, Teams sends them an invitation they can accept or decline.

If you need to start a meeting right now instead of scheduling one for later, you can use the Meet now option. In the Teams app, go to the Chat section and look for a button that says Meet now or Start a meeting. Click it, give the meeting a name, and then select which people from your contacts you want to join. They'll get a notification that you've started a meeting and can join when ready.

Key Takeaways

  • Use the Calendar icon to schedule a meeting for a specific date and time, or use Meet now to start one when ready.
  • You must add at least one other person's email address to create a meeting, though you can start a meeting alone and invite people later.
  • People you invite receive a notification and can join by clicking the meeting link in their notification or calendar.
  • Once you click Start or Save, Teams generates a meeting link automatically — you don't need to create one yourself.

Scheduling a meeting for later versus starting one right now

The difference between these two options matters depending on what you need. If you know you want to meet with your team next Tuesday at 2 p.m., use the Calendar method to schedule it ahead of time. This gives people notice and puts the meeting on their calendar so they don't double-book themselves. Teams will send them a reminder before the meeting starts.

If you're in a chat with someone and suddenly need to talk face-to-face, use Meet now instead. This skips the scheduling step entirely. The person you're chatting with gets a notification right away and can join in seconds. Meet now is also useful when you're already in a meeting and want to add someone else — you can invite them without ending what you're doing.

Where to find the people you want to invite

When you're creating a meeting, Teams pulls names from your organization's directory. Start typing someone's first or last name in the invite field, and Teams will show you matching people. If you're not sure of their exact name, typing part of it usually works — for example, typing "sarah" will show everyone whose first or last name contains that.

If the person you want to invite works at a different organization, you may not see them in the directory. In that case, you can type their full email address directly into the invite field. Teams will send them an invitation even if they're not in your company's system, though they may need to create a free Teams account or use a guest link to join.

What happens after you create the meeting

Once you save a scheduled meeting, Teams automatically creates a meeting link and sends calendar invitations to everyone you added. They'll see the meeting on their calendar and get a notification. On the day of the meeting, they can join by clicking the meeting link in their calendar, in their email invitation, or in the Teams app itself.

You can edit the meeting details anytime before it starts — change the time, add more people, or remove people. If you make changes, Teams sends updated invitations to everyone. If you need to cancel, you can delete the meeting from your calendar, and Teams will notify everyone that it's been cancelled.

Controlling who can see and join your meeting

By default, only the people you invite can join your meeting. When you create the meeting, you choose whether people need to be let in by you (the organizer) or if they can join automatically. Most organizations set meetings to let people join automatically so there's no delay, but you can change this if you want to control who enters.

If you want to share the meeting with people outside your organization, Teams generates a link you can copy and send to them however you want — email, text, or chat. They don't need to be in your contacts or your company directory. When they click the link, they'll either join automatically or wait for you to let them in, depending on your settings.

Troubleshooting common problems

If you don't see the Calendar icon in Teams, you may need to update the app or check your permissions. Some organizations restrict who can create meetings, so ask your IT department if you're unable to find the option. If you're on a phone, the Calendar icon might be in a different location — look for it in the bottom menu or swipe left to find it.

If people say they didn't receive an invitation, check that you spelled their email address correctly. Teams won't send an invitation if the address doesn't exist. You can also resend an invitation by opening the meeting, clicking Details, and selecting the option to send a reminder. If someone still can't join, they may need to sign out of Teams and sign back in, or restart the app.

Frequently Asked Questions

Can I create a meeting if I'm not the organizer of my Teams workspace?

Yes. Most people in a Teams workspace can create meetings. Your organization may have restricted this permission for certain roles, but the default is that anyone can schedule a meeting. If you can't find the option to create a meeting, contact your IT department to check your permissions.

What's the difference between a Teams meeting and a Teams call?

A Teams call is a one-on-one or small conversation that happens in the Chat section and doesn't appear on your calendar. A Teams meeting is scheduled in advance, appears on everyone's calendar, and can include many people. Meetings are better for formal discussions; calls are better for quick check-ins.

Do people need a Teams account to join a meeting I create?

People in your organization need a Teams account, but people outside your organization can join with a guest link. They don't need to create an account — they can join directly from the link in their browser or by downloading the Teams app temporarily.

Can I record a meeting after I create it?

Yes. Once the meeting starts, you can click the Record button to save what happens. The recording is stored in Teams and you can share it with people who couldn't attend. Some organizations restrict recording, so check with your IT department if you don't see the option.

What if I accidentally create a meeting and want to delete it?

Open your calendar, find the meeting, and click on it. Select Delete or the trash icon. Teams will send a cancellation notice to everyone you invited. If the meeting has already started, you can't delete it, but you can end it for everyone by clicking End meeting.