Start a meeting in Teams in three steps
Open Microsoft Teams on your computer or phone. Click the Calendar icon on the left side, then click New meeting in the top right. Type a name for the meeting, pick a date and time, and click Save. Teams will send invitations to anyone you add to the attendee list.
If you need to start a meeting right now instead of scheduling one, click the Calls icon on the left, then Make a call. Type the name of a person or group, or paste a phone number, and Teams will ring them when ready. This works whether they have Teams installed or not.
For a meeting that repeats on a schedule — every Tuesday at 2 p.m., for example — use the calendar method and click Repeat after you set the time. Choose daily, weekly, or monthly, and tell Teams when to stop repeating.
Key Takeaways
- Scheduled meetings go through the Calendar tab, while when ready calls use the Calls tab.
- You can invite people by typing their name, email address, or phone number; Teams finds them automatically.
- Teams sends meeting invitations to attendees' email and Teams notifications, so they see the meeting details and a link to join.
- Recurring meetings save time if you meet the same group on the same day each week or month.
- You can change meeting settings like who can record, who can unmute themselves, and whether attendees can turn their camera on before you send invitations.
How to add people to your meeting
When you create a meeting, a field labeled Add required attendees appears below the meeting name. Click in that field and start typing a person's name, email address, or phone number. Teams will show you matching names from your contacts and your organization's directory. Click the name you want, and Teams adds them to the list.
You can add as many people as you need. If you want to invite someone who is not in your organization's directory — a client, a contractor, or a friend — type their full email address instead of their name. Teams will send them an invitation link they can click to join, even if they do not have a Teams account.
Below the required attendees field, you can click Add optional attendees if you want to invite people but make it clear their presence is not required. This is useful for meetings where some people might want to listen in but do not need to attend.
Choosing who can do what in your meeting
Before you send invitations, click Meeting options at the bottom of the scheduling window. This opens a menu where you control what attendees are allowed to do. You can decide whether people can turn their camera on, unmute their microphone, share their screen, or record the meeting.
By default, Teams lets attendees do most of these things. If you want a one-way presentation where only you speak and show your screen, turn off Allow attendees to unmute and Allow camera for participants. If you want to prevent people from recording, turn off Allow cloud recording.
You can also set a Lobby option that makes people wait for you to admit them before they join. This is useful if you want to start on time without waiting for stragglers, or if you are concerned about uninvited people joining. If you leave the lobby off, people join automatically as soon as they click the meeting link.
Sending the meeting invitation
After you add attendees and set your options, click Save. Teams sends an email invitation to everyone on your attendee list. The email includes the meeting name, date, time, and a blue button labeled Join Microsoft Teams Meeting. Attendees can click that button to join, or they can open Teams and find the meeting in their calendar.
If you need to change the meeting after you send invitations — a different time, a new attendee, or different settings — open the meeting in your calendar, click Edit, make your changes, and click Save. Teams sends an updated invitation to everyone, so they see the new details.
You can also copy the meeting link and send it yourself through email, chat, or any other way you want. Click the meeting in your calendar, then click Copy meeting link. Anyone with that link can join at the scheduled time, even if they never received an official invitation.
Starting the meeting when the time arrives
A few minutes before the meeting starts, Teams shows a notification on your computer or phone. Click Join now to enter the meeting. If you do not click it, you can open Teams, go to your calendar, find the meeting, and click Join there instead.
When you join, you are the organizer and you control the meeting. You can mute or unmute people, turn their cameras on or off, remove attendees, record the meeting, and end it for everyone. Attendees see a Leave button that lets them exit whenever they want, but they cannot end the meeting for the whole group.
If attendees are waiting in the lobby, you will see a notification that says how many people are waiting. Click Admit to let them in one at a time, or click Admit all to let everyone in at once.
Using Teams on your phone instead of a computer
The Teams app on iPhone and Android works the same way as the computer version. Open the app, tap the Calendar tab at the bottom, and tap the + icon to create a new meeting. Fill in the name, date, and time the same way you would on a computer.
To start an when ready call on your phone, tap the Calls tab, then tap the phone icon with a + next to it. Type a name or phone number and tap the call button. The person will get a notification and can accept or decline.
Joining a meeting on your phone is simpler than creating one. When the meeting time arrives, tap the notification, or open the Calendar tab and tap the meeting name. Tap Join now and you are in. Your phone's microphone and camera work the same way as on a computer — you can turn them on or off with the icons at the bottom of the screen.
Troubleshooting common meeting problems
If someone says they did not receive an invitation email, ask them to check their spam or junk folder — sometimes email systems filter out meeting invitations by mistake. You can also copy the meeting link and send it to them directly through chat or email. They can join using that link without needing the original invitation.
If attendees cannot hear you or see your screen, ask them to check their microphone and speaker settings. On a computer, click the three dots in the top right of the Teams window, then Settings, then Devices. Make sure the right microphone and speaker are selected. On a phone, check your phone's sound settings.
If the meeting link does not work, the meeting may have ended or been deleted. Ask the organizer to send you a new link or create a new meeting. If you are the organizer and you accidentally deleted a meeting, you can create a new one with the same attendees and send them an updated invitation.
Frequently Asked Questions
Can I schedule a Teams meeting if I do not have a Teams account?
No, you need a Teams account to create meetings. If your workplace uses Microsoft 365, your employer provides a Teams account. If you do not have one through work or school, you can create a free personal Teams account at teams.microsoft.com.
What happens if someone joins a Teams meeting before I do?
If you set the lobby to on, attendees wait for you to admit them. If the lobby is off, they join automatically and can see each other and chat while they wait for you. Either way, the meeting does not officially start until you join, and you have full control once you arrive.
Can I record a Teams meeting?
Yes. During the meeting, click the three dots in the top right and select Start recording. Teams records video, audio, and screen shares. The recording saves to your organization's cloud storage, and you can share the link with people who missed the meeting. You can also turn off recording in meeting options before you send invitations if you do not want attendees to record.
What is the difference between a Teams meeting and a Teams call?
A call is when ready and one-to-one or one-to-a-few. A meeting is scheduled in advance, can include many people, and has more control options like lobbies and recording settings. Use calls for quick conversations and meetings for formal gatherings where you need to manage who joins and what they can do.
Can people join a Teams meeting without installing the app?
Yes. Anyone with the meeting link can join through a web browser without installing Teams. They click the link, enter their name, and join. This works on computers and phones, though the app version usually has better performance and more features.