How to Create a Microsoft Teams Meeting
Summary
Creating a Teams meeting is how most businesses standardize video calls, screen sharing, and meeting invites in one place. In practice, you can schedule it from Teams or Outlook, and the meeting link works the same either way.
Assumptions
You have a Microsoft 365 account with Microsoft Teams enabled, and you’re signed in on either the Teams desktop app, Teams web, or Outlook. If your organization requires a meeting policy (like who can present or who bypasses the lobby), those settings may be managed automatically by IT.
Quick Guide
Pick where you want to schedule from (Teams or Outlook), create a new meeting, add attendees, set the date and time, and send the invite. For internal meetings, Teams will handle everything automatically. For external guests, you’ll want to double-check lobby and presenter settings so the meeting starts smoothly.
Step-by-Step Instructions
Open Microsoft Teams.
Select Calendar on the left side. If you don’t see Calendar, you may be using a limited Teams layout or your license/policy may restrict it.
Click New meeting (top right).
Enter a meeting title that clearly describes the purpose. This helps later when people search for the invite.
Set the date, start time, and end time, and confirm the correct time zone if prompted.
Add required attendees by typing their names or email addresses.
Add a location only if you want to include a physical room, otherwise leave it blank.
Add a short agenda in the description area. This is optional, but it reduces back-and-forth right before the meeting.
Click Send to schedule the meeting and email the invite to attendees.
Optional but recommended meeting settings (before you send, or after scheduling):10. Open the meeting from your Teams calendar and select Meeting options.11. Set who can bypass the lobby, who can present, and whether to allow meeting chat. This is where most users get stuck because the options may look different depending on company policy.12. Save your changes.
Alternative method (Outlook):13. In Outlook, create a New Event (or New Meeting), click Teams Meeting, add attendees, and send. Outlook and Teams sync automatically for most organizations.
Troubleshooting
If you don’t see Calendar or New meeting in Teams, your Teams app may be in a simplified view, you may be signed into the wrong account, or your license/policy may not include scheduling. Try using Outlook to schedule the meeting, or sign out and back in to Teams to confirm you’re in your work account.
If external guests can’t join, the most common cause is lobby settings or guest restrictions in your organization. Check Meeting options for lobby and presenter settings, and confirm the guest is using the correct meeting link from the invite.
If attendees say the link doesn’t work, ask them to open the invite from the latest email (sometimes meeting updates create confusion), and make sure they aren’t copying a partial link from a chat message.
Security / Business Considerations
For meetings with clients, vendors, or sensitive topics, treat meeting options as part of your access control. Using the lobby for external attendees and limiting presenters reduces accidental screen sharing, uninvited joining, and meeting disruption. In regulated environments, your organization may also control recording, transcription, and chat retention, so assume those features follow company policy even if you can toggle them.
When to Contact IT Support
Contact IT if you can’t schedule meetings at all, Calendar is missing consistently, meeting options are locked in a way that prevents your business workflow, or external guest access is failing across multiple meetings. It’s also worth escalating if you suspect the wrong Teams meeting policy is assigned to your account or department.
About MET Florida
MET Florida supports business IT systems with a focus on practical, secure day-to-day operations. We help teams standardize Microsoft 365 usage, improve reliability, and reduce support friction. If something looks inconsistent across users, we can help confirm whether it’s policy, licensing, or configuration.
MET Florida delivers comprehensive Managed IT Services that function as your outsourced IT department without the overhead of maintaining internal staff. We provide proactive monitoring, responsive help desk support, cybersecurity oversight, and long-term technology planning to keep your business systems stable and secure. Our team works behind the scenes to prevent downtime, resolve issues quickly, and align your technology with your operational goals so your organization can operate with confidence.
