课程: Microsoft Teams Essential Training

Schedule a meeting and invite attendees

课程: Microsoft Teams Essential Training

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Schedule a meeting and invite attendees

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- [Instructor] In this video, we will see how to schedule meetings. We'll start by going to the calendar section. So I'll click the Calendar button in the sidebar on the left. Here in the calendar, I'll click the button at the top right that says New Meeting. We get this screen where we can create the new meeting, and we'll start with this title field. I'm going to call this meeting Strategy Meeting. Then I need to set the date and time. I'll leave this set for today and I'll set it for 2:30 and I could change the end time, but I'll leave that alone. Then you can choose who you want to invite to the meeting. So I'll click on this field that says add required attendees. And I can start typing in somebody's name, it will search through my company's directory. It found that person, so I can select him to add him. And you can add multiple people so I'll search for another person. So it's very easy to search for and invite people who are part of your organization. But you can also invite people outside of your organization just by putting in their normal email address. So I'll put in this email address and I can choose this person as an external guest and she'll be added. People you invite through email will receive an email invitation with a link to join the meeting. They do not have to set up an account for Teams. Or if they are already using Teams with another organization, that's fine too. Now take a look at Isabelle's name. Under her name, it says that she is free, but under Stewart's name, it says that he is busy. That means that he already has an appointment scheduled at this time. Now I could just choose another time and see if that works. Or up at the top, there's this tab for the scheduling assistant. I'll switch over to that. And now we can see when those people are unavailable. Now, because Jennifer is an external guest, I cannot see information about her availability. That's why we see this big line with diagonal lines on it. But for Stewart, I can see the blocks when he already has appointments and I can see this big block representing the appointment that I'm trying to schedule, and I can just drag that to move it to a time when everybody is available. Then back up at the top, I can click on details to go back to that main details page, and now that time has been updated here. So those are the things that you need to do. But on the right, you can click this gear button that says Options to open or close this options panel, and there's also a button that says More Options. So there are even more settings that you can adjust. Now, one useful option I like to point out here is under recording and transcript. I'll choose that. Later In this chapter, we will see how to record a meeting, but here you have the opportunity to set the recording to start automatically. So you can set that here if you want. And if you make any changes, make sure you click the Save button, then close this panel. Of course, there are other details here that you can set, but we've seen the most important settings. So I'll click the Send button in the top right, which will save the meeting and send the invitation to those people. So any meetings that you have scheduled will be visible here on your calendar. So I can see my new meeting here. And all of the people you invite will see it on their calendar as well, except for the external guests, they will receive an email with a link to join the meeting. Now, if you are a business enterprise or education user and you also use the calendar in Outlook, then there is a two-way connection between Teams and Outlook. So if you have other appointments and meetings scheduled in your Outlook calendar, you'll see those here as well. I'll switch over to Outlook, and this will work in the Outlook application or Outlook on the web. Of course, I see all of the same appointments here because they are linked together. And if I click New Event up at the top, when you make a new event like this in Outlook, that will be an appointment, just a reminder on the calendar for yourself. But if you go to this field to invite attendees and add people, that will change it into a meeting. And if you have this option enabled to turn it into a Teams meeting, which was enabled by default when I added a person, then this meeting will have all of the same options that you get when scheduling a meeting in Teams. For now, I'm not going to save this. I'll just cancel this and discard it, and let's switch back over to Teams. Now, remember, in Teams, meetings and appointments work differently. If I click on this appointment, I can see some information about it, but this is just a basic appointment I have as a reminder for myself. I made that an outlook and it appears here in Teams. But if I click on this event, I see the option to join. That's because this is an actual meeting where multiple people have been invited. So I could join that meeting from here. If you need to make changes to a meeting, you could click on this edit button here or just double click on the meeting itself. And since I am the organizer, I'm the person who created the meeting, I'm able to make changes to any of the details here. And if you do make any changes, there will be a button at the top right where you can save the changes and send an update to the people you invited to the meeting. But I'm not going to make any changes. I'll just click close. And when the scheduled time comes for that meeting, you can click on the meeting, then click on the Join button to actually join the meeting. And in fact, any attendee can join the meeting early if they want. So now you can schedule meetings with your teammates from the Teams interface or Outlook.

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