Microsoft Teams: Calendar for Windows Users

Calendar

1. Calendar Filters

2. Create an Event or Meeting

3. Join Meetings

4. Respond to Meeting Invitation

5. Scheduling Assistant

Additional Links

Quick Links

Calendar

The Calendar section in Microsoft Teams allows you to view and manage your schedule, as well as schedule and join meetings directly within the new Teams interface. You can access the Calendar section by clicking on the Calendar icon in the left-hand navigation menu. In the Calendar section, you can view your calendar by day, work week, or week, and see all your scheduled events and meetings. You can also create new events and meetings, invite attendees, and set reminders.

Calendar Filters

To view your calendar, click on the Calendar icon and use the buttons at the top of the calendar window to switch between day, work week, or week views. You can also use the arrows to navigate to different dates.

Create an Event or Meeting

Look for the "Calendar" tab on the left-hand side menu and click on it. This will open your Teams calendar.

1. Create a New Meeting: At the top right corner of the calendar view, you'll find a "New meeting" button. Click on this button to start creating your meeting.

2. Fill in Meeting Details:
   1. Title: Enter a descriptive name for your meeting.
   2. Attendees: Type the names or email addresses of the people you wish to invite. Teams will suggest contacts as you type.
   3. Date and Time: Choose the start and end times for your meeting. You can also make it a recurring event by clicking on the recurrence option.
   4. Location: If it's an in-person meeting, you can specify a location. For virtual meetings, Teams automatically creates a meeting link.
   5. Details: Use the large text box to add any additional information about the meeting, agendas, or pre-read materials.

3. Add Channels (Optional): If you want to include an entire team or channel in the meeting, you can add a channel under the "Add channel" option. This makes the meeting visible to all members of that channel.
4. Set Meeting Options: Before sending out the invitation, you might want to configure additional settings such as who can bypass the lobby or who has presenter rights. Click on the "Meeting options" link to adjust these settings.
5. Send Invitation: Once you've filled in all the necessary details and are satisfied with the meeting setup, click the "Save" button to invite the attendees. The meeting will automatically appear in your calendar and the calendars of those you've invited.
6. Edit or Cancel the Meeting: If you need to make changes or cancel the meeting after it's been created, you can find it in your calendar, click on it, and then choose the appropriate option to edit or cancel.

Join Meetings

1. Access the Calendar: Click on the "Calendar" tab located on the left-hand side of the Teams interface to view your upcoming events and meetings.
2. Find the Meeting: Browse through your calendar to locate the event or meeting you want to join. Meetings you've been invited to will appear on your calendar.
3. Join the Meeting:
   • Join Button: For meetings starting soon, you'll likely see a "Join" button directly on the calendar entry. Click this button to enter the meeting.
   • Meeting Details: If the meeting is not starting immediately, click on the calendar entry to open its details. Here, you'll find a "Join" button as well. Click it when you're ready to join the meeting.
4. Configure Your Settings Before Joining:
   • Camera and Microphone: Before joining, Teams will allow you to toggle your camera and microphone on or off. Use the buttons to enable or disable them according to your preference.
   • Background Effects: If you wish, you can also choose to blur your background or select a virtual background by clicking on the background effects option.
5. Join Now: Once you've configured your video and audio settings, click the "Join now" button to enter the meeting.
6. Meeting Lobby: Depending on the meeting settings, you might be placed in a lobby. If so, the meeting organizer will need to admit you into the meeting.
7. Participate in the Meeting: Once in the meeting, you can use the toolbar to mute/unmute your microphone, turn your video on/off, share your screen, view participants, and more.
8. Leave the Meeting: To exit the meeting, click on the "Hang up" button (represented by a red telephone icon) in the meeting toolbar.

Respond to Meeting Invitation

To respond to a meeting invitation, click on the meeting in your calendar and select Accept, Tentative, or Decline. You can also add a message to your response.

Scheduling Assistant

The Scheduling Assistant in Microsoft Teams simplifies the process of scheduling meetings, especially when coordinating with multiple participants, by helping you find times when everyone is available.

1. Navigate to the Calendar: Click on the "Calendar" tab on the left-hand side of the Teams interface. This tab is where you’ll manage all your scheduled meetings and appointments.
2. Create a New Meeting: Click on the "New meeting" button at the top right corner of the calendar view. This opens a new window or pane where you can enter the details for your meeting.
3. Enter Meeting Details: Fill in the basic details of your meeting, such as the meeting title, attendees, and description. For the Scheduling Assistant to work, you must at least add one attendee besides yourself.
4. Open Scheduling Assistant: Look for and click on the "Scheduling Assistant" tab or button within the meeting creation window. This switches the view from a basic detail entry form to a calendar view showing your availability and that of your added attendees.
5. Choose a Suitable Time:
   • The Scheduling Assistant displays a grid or calendar view with your availability and the availability of the attendees you’ve added.
   • Dates and times when all participants are available are highlighted or indicated, making it easy to identify open slots.
   • Browse through the suggested times, and click on a time slot that works for everyone. The selected time automatically updates the meeting start and end time in your meeting details.
6. Adjust Meeting Duration: If you need a longer or shorter meeting than initially selected, you can adjust the duration directly within the Scheduling Assistant by dragging the end time or changing the duration in the meeting details.
7. Finalize the Meeting Details: After selecting the meeting time, you can finalize other details like setting up a recurring meeting, choosing a meeting channel (if applicable), and adding a detailed agenda in the description.
8. Send the Invitation: Once all details are set and you've chosen an appropriate time, click the "Send" button to invite the attendees. The meeting will then appear in your calendar and the calendars of the invited attendees.
9. Edit if Necessary: If you need to change the meeting time later, you can open the meeting from your calendar, add or remove attendees, and use the Scheduling Assistant again to find a new suitable time.

Additional Links

What's new in the new Teams app

                  What has changed throughout each version update

Switch to the new Microsoft Teams

                  High level step by step for chat, teams, etc

Live and on demand user training

                  More in depth training videos hosted by Microsoft Employees

Get started with Microsoft Teams

                  Get started micro videos for chat, teams, etc

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