Schedule a Meeting in Teams - Meeting Options
Scheduling a meeting in MS Teams is very similar (identical if you're using new Outlook) to scheduling a meeting in Outlook. Meetings scheduled in Teams appear in Outlook, Outlook mobile and any other Calendar app you may have your Cuningham email synced with/to.
Why would I want to do this?
- There's a technical issue with Outlook preventing you from using it
- You're already in Teams and need to schedule a meeting, switching between apps is just one more step you want to avoid
Getting Started
- Open Teams
- Click Calendar in the left-menu
- Look for and click the New Meeting button
- A New Meeting window will open
Meeting Options
There are many options to customize your meeting, many are familiar hold-overs from older versions of Teams and/or Outlook Calendar. Some of them require a little more information, and you may find them beneficial!
Before diving into advanced meeting options (More options link in the image below) it is highly recommended to get some basic details set. Many of the features found in More options are dependent on these fields being populated/configured.
- Attendees (Persons, and Rooms if needed)
- Subject/Title
- Date & Time
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AI generated notes
- embedded AI tech generates an agenda based on these details and takes notes during the meeting
- excellent companion to the "Recording & transcription" feature in More options
Visual and /Highlights
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Online meeting: aka: a Teams Meeting
- This option/toggle is on by default, if the Options fly-out doesn't appear by default, click the grey box with and arrow to reveal them
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Who can bypass the lobby?
- This is the waiting room you may have used in other platforms (Zoom, WebEx)
- Click the drop-down and change access to suit your meeting needs
- The default shown is sufficient for a majority of meetings
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Record and transcribe
- Are you a prolific note-taker, or have one or more in your group?
- Enable this and focus on the meeting, let Teams take notes and transcribe for your team (especially those who may not be able to attend)
- Excellent companion to the above mentioned "AI-generated notes"
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More options
- Clicking the More options link reveals many more options, a few worth your consideration are noted after the image
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Roles:
- Assign co-organizers from the list of attendees you've added
- Set present (share content) permissions (Everyone is default)
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Participation:
- Keep attendees muted (great for large meetings with minimal or no audience participation)
- Meeting chat (great for meeting Q&A, attendees at a noisy jobsite where they cannot participate with audio)
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Recording & transcription
- Grant/Limit access to transcriptions
- Enable multilingual speech recognition (not available in all languages, attendees must set their correct spoken language)