MS Teams: Calendar

Microsoft Teams

Microsoft Teams Calendar

The Calendar feature in Microsoft Team allows members to create or schedule meetings directly within the Teams application. When a meeting is scheduled, there are several customization features that allow the organizer to specify attendees, alter the frequency of the meeting, and provide the meeting's location.

The calendar in Teams is fully integrated with Microsoft Outlook's calendar. As a result, meetings and appointments scheduled through the Outlook calendar will be visible in the Teams calendar and vice versa. Note that you can not add an attachment to a meeting created using the Teams calendar, but you can add an attachment when you schedule a Teams meeting using the Outlook calendar.

After a meeting is scheduled, specified attendees will receive an e-mail notification with the meeting's details and join link. Once the invitation is accepted, the meeting will display in the attendee's Outlook and Teams calendars.

Calendar Overview

The calendar can be accessed by selecting the calendar icon in the app bar at the left side of the Teams application. As a default, the calendar view displays the work week. The calendar displays everything scheduled in Teams, Exchange, and Outlook.

Select the drop down arrow next to the Month and Year to display a monthly calendar that can be used to select the week you would like to view.
Use the forward and backward arrows to scroll by day or week depending on your calendar view.
Meet now: Starts a private meeting
New meeting: Schedule a meeting
Select the drop down arrow next to Work week to change the calendar view. Display options include work week, week, or day.
The purple rectangles display appointments in your calendar.

View the following Microsoft Support video for more information.

Scheduling a Meeting

In Teams, meetings can be scheduled to host live events, lectures, and office hours. Once a meeting is created, attendees will be sent an email invitation that enables them to RSVP for the meeting and provides them with a join link to attend the meeting. Once a meeting is accepted, the meeting will display in both the Teams and Outlook calendars.

People external to your organization, including those without a Teams license can be invited to meetings using their full email address.

Meetings can be scheduled through the Teams calendar, a chat, or a channel.

Schedule a Meeting through the Teams Calendar

Select the Calendar icon in the app bar on the left side of the screen.
Select + New Meeting at the top right corner of the page.
Select the Details tab.

Set a Time Zone: Regardless of the time zone set, the time of the meeting will automatically adjust to the time zones of the members attending.
Add a title.
Add required attendees: Type in the names of the team members you would like to invite. Once you start typing, names will appear for you to select. To invite people external to your team, type their full email address.
Add optional attendees.
Specify the meeting date and time.
Enable a recurring meeting: Select the drop down arrow to select how often you would like the meeting to occur.
Add channel: Makes the meeting available to a specific channel. The meeting will take place in the channel at the appointed time. When the meeting is on, any team member can join if they want.
Add a location: Used to specify a connected MS Teams enabled room system or conference phone device.
Provide the description/details for the meeting.
Save/Send: Send will add the event to the Teams calendar and send an invite to attendees specified. Once an attendee RSVPs the event will be added to their calendar. Save will save the meeting details.
Close: Gives you the option to discard the meeting or continue editing the meeting details.

Schedule a Meeting through a Channel

Select the Teams icon in the app bar on the left side of the screen.
Select the Team you would like to create the meeting for.
Select the channel you would like to create the meeting for.
At the top of the page, select the arrow next to Meet.
In the drop down menu, select Schedule a meeting. You will be redirected to the new meeting page. The channel used to create the meeting will automatically be added to the meeting details.
Proceed to fill in the details required for the meeting.

Scheduling Assistant

The Scheduling Assistant is a tool available when creating a meeting in Teams. It allows the organizer to see the availability information for attendees, and thus pick a meeting date and time that works best for everyone. In addition, Scheduling Assistant provides a list of suggested meeting times in which most attendees are available.

After creating a new meeting, select the Scheduling Assistant tab towards the top of the page.

Set a Time Zone: Regardless of the time zone set, the time of the meeting will automatically adjust to the time zones of the members attending.
Specify the meeting date and time: If the meeting is all day, select the switch next to All day.
Suggested meeting times: The suggested times are auto generated once you have added at least one attendee. The suggested times are based on the availability of the attendees. Select the desired suggested time to adjust the meeting time.
The list of Required Attendees: Attendees available for the proposed meeting time will have Available below their name, while unavailable attendees will have Unavailable instead.
Add required attendees.
Add optional attendees.
The purple window indicates the proposed time frame for the meeting - By selecting the purple area enclosed the meeting window can be dragged to a different time or day.
Select the white circles to adjust the meeting start and end times.
The purple rectangles indicate appointments for individual attendees. By hovering over the purple rectangle, a pop-up window will display the name of the busy individual and the duration of their appointment.
View my work hours: Limits the scheduling window to the work hours for your team.
Send: Adds the event to the Teams calendar and sends an invite to attendees specified.
Close: Gives you the option to discard the meeting or continue editing the meeting.
Details: Allows for the meeting details to be further customized.

Instant Meetings

Teams enables users to turn a conversation into an instant meeting using the Meet now feature. An instant meeting can be started in a channel or through the calendar.

Start an Instant Meeting
Invite People to an Instant Meeting

Start an Instant Meeting

Start an Instant Meeting through the Calendar

Select the Calendar icon from the app bar on the left.
Select Meet now at the top of the page. The instant meeting will load in a new window
Once you have adjusted your video and audio and provided a meeting title, select Join now to start the meeting.

Start an Instant Meeting in a Channel

Navigate to the channel you would like to start an instant meeting in.
At the top-right of the page, select the arrow next to Meet.
In the drop down menu, select Meet now. The instant meeting will load in a new window.
Once you have adjusted your video and audio and provided a meeting title, select Join now to start the meeting.
Once your meeting has started, anybody in the channel can join.

Start an Instant Meeting in a Channel Post

To keep the context of a specific conversation in a channel, users can also start an instant meeting by replying to a channel post.

Select Reply below any post in a channel.
Select the Meet now icon below the reply box. The instant meeting will load in a new window.
Once you have adjusted your video and audio and provided a meeting title, select Join now to start the meeting.
Once your meeting has started anybody in the channel can join.

Add an Attachment to a Meeting Invitation

Sometimes you may wish to add a file attachment to a meeting invitation. This is not possible (at this time) through Teams. Instead, schedule your Teams meeting through Outlook.

On the Home tab of Microsoft Outlook, select the New Items dropdown, then select Teams Meeting.
A meeting invitation window will pop up, with the Teams invitation embedded in it.
Complete all required information (select participants, add a meeting subject, include information in the body of the invitation).
To add an attachment, select the Insert tab, then click Attach File and select any files you would like attached to the meeting invitation.

To learn more about Microsoft Teams, contact ctl.helpdesk@ubc.ca.

UBC Okanagan Centre for Teaching and Learning Microsoft Teams Directory

Updated December 2020