Calendar and Meeting Scheduling in MS Application

We are launching Microsoft Teams on the computer.

We select the Calendar option on the left side of the application.

calendar

To schedule a meeting, click on New meeting in the upper right corner.

New event → Channel meeting

A meeting planning form will appear where we fill in all the items.

New meeting

You can enter the meeting title.

We add the required users by starting to type their first or last name. Here, people from the Organizer's organization planning the meeting will appear.

However, the MS Teams app also allows inviting people outside the organization, including those who do not have a Teams service license. For this purpose, we use the Optional option and enter the full email address of the person (e.g. adam.przykladowy (at) gmail.com)

We set the date and time range for the meeting or choose the all-day meeting option.

We select the recurrence option for the meeting(s).

and We can set the meeting channel and location.

We enter the details of the planned meeting. Regardless of whether this field is filled out or not, the meeting participants will receive an automatically configured message with the content:

We have all the necessary information regarding the meeting and enabling joining the meeting.

After filling in the fields, we save the meeting, which will close the scheduling form and invitations will automatically be sent to the selected users.

In the top bar of the meeting scheduling form, there are additional options that can be defined, but are not required.

Additional options

The MS Teams application by default sets the Show as value to Busy for meetings scheduled by the Organizer. As the Organizer, you can set the Show as status for a given meeting. When users (participants) receive a confirmation of participation, their status will automatically reflect the status set by the organizer.

The user (participant) can set their individual meeting status through the Show as option regardless of the status set by the Organizer. The updated status will be visible in the calendar.

In the next tab, we have the option to define the color category of the meeting(s).

If the time zone of the planned meeting differs from the current one, it can be changed.

We may require users (meeting participants) to confirm their attendance at the meeting. We can also allow or block the option to send the meeting form to other users.

In the last tab, we set the options regarding registration for the meeting.

We can also schedule a meeting from the chat with the user by selecting the Schedule a meeting option below the new message field.