Meetings in Microsoft Teams
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Introduction
Microsoft Teams is the designated messaging and virtual meeting application at Katz Media and iHeart Media. Teams is fully integrated with Outlook and the Outlook calendar. Meetings can be created in either application’s calendar. Teams is a popular and well-known application for businesses, making it ideal for use with meetings that are external and internal to the company.
Setting Outlook to Auto Fill New Meetings with Teams
Outlook can be set to automatically fill in all new meetings scheduled in Outlook with a Teams meeting.
In the Local PC Outlook App
- File > Options > Calendar > Calendar options.
- Check the “Add online meeting to all meetings” box to have new meetings automatically populated with a Teams meeting. Uncheck the box to not have new meetings automatically populated.
In the Web or New Version of Outlook
- Setting > Calendar > Events and invitations
- Check the “Add online meeting to all meetings” box to have new meetings automatically populated with a Teams meeting. Uncheck the box to not have new meetings automatically populated.
Scheduling a Teams Meeting in the Outlook Calendar
In the Local PC Outlook App
- If the auto populate with Teams Meeting is turned on, simply create a new meeting in the Outlook calendar and it will be automatically populated as a new Teams meeting.
- If the auto populate feature of Outlook is not turned on, click on the Teams Meeting button in the Ribbon.
- Use the scheduling assistant tab to pick a date and time that everyone who is required to attend the meeting are available.
In the Web or New Version of Outlook
- Click the calendar icon to access the calendar.
- Click the New event button.
- Click the Teams meeting switch to create a Teams meeting.
Note: The body of the meeting may not populate with the Teams meeting link etc…, but once the request is sent out, it will be populated with the Teams meeting information.
4. Use the “Find a time” link and/or the scheduling assistant tab to pick a date and time that everyone who is required to attend the meeting are available.
Scheduling a Teams Meeting in the Teams Calendar
- From the calendar view in Teams click on the New meeting button.
- Fill out the form to complete scheduling the meeting. Teams will suggest times that everyone is free, and you can also use the Scheduling Assistant tab to see everyone’s availability.
Note: The body of the meeting may not populate with the Teams meeting link etc…, but once the request is sent out, it will be populated with the Teams meeting information.
Joining a Teams Meeting
From your PC
The easiest way to join a Teams meeting that is in your calendar is to go to the Calendar view of Teams, click on the meeting, and choose Join.
In a Katz Office Conference Room
- When creating the meeting from the Outlook app, invite the room to the meeting by choosing it as the location. When creating the meeting in Teams or in the web or new Outlook app, add the room as a required invitee.
2. Go to the calendar in Teams on the computer that is part of the conference room and join the meeting from there.
Summary
Microsoft Teams is the company standard for meetings. All of the conference rooms at the company are in the address book and can be added to meetings to make it easier to use Teams in a company conference room. As always, if you need help with Teams or anything on your computer, you can contact the help desk at 212-424-6715.