Teams Meeting Set up

Simon Matsvai 20 Reputation points
2026-06-15T12:16:39.7566667+00:00

Teams Meeting Set up

Step by step process to set up a teams meeting with client and sending the invitation and link to join the meeting.

Microsoft Teams | Microsoft Teams for business | Meetings and calls | Schedule meetings
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Answer accepted by question author
Tamara-Hu 17,955 Reputation points Microsoft External Staff Moderator
2026-06-15T13:00:43.89+00:00

Hello @Simon Matsvai,

Thank you for sharing your question.

Here are two simple ways you can do to set up a Teams meeting, similar to AI's answer:

1. Using Microsoft Teams:

  • Open Teams and go to Calendar.
  • Click New meeting, or New event

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  • Add a title, choose the date and time, and enter your client’s email address.
  • Make sure Teams meeting option is Toggle ON.

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  • Add any notes if needed.
  • Click Send - Teams will automatically generate the meeting link.
  • Go back to your Teams calendar and find the meeting you created.
  • Open the meeting, then click More options (three dots) > Edit.

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  • You’ll see the Teams meeting link there. You can copy and share it with your client, and it will also be included in the invitation email they receive after you send the meeting.

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2. Using New Outlook/Outlook on the web:

  • Open your Outlook calendar.
  • Click New meeting or New event.

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  • Turn on the Teams meeting option.

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  • Add your client, set the time, and fill in the details.
  • Click Send and a meeting link will automatically be created.
  • You can go back to your Outlook calendar, find the meeting you created, and get the meeting link there, following the same steps used in the Teams calendar.
  • Also, the meeting link will be included in the invitation email your client receive after you send the meeting.

I hope this helps. If you need any further assistance, please don't hesitate to leave a comment.

Thank you and I wish you a great day!

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  1. AI answer

    2026-06-15T12:16:53.0966667+00:00

    Here is a step-by-step process to set up a Teams meeting with a client and send the invitation and join link.

    Option 1: Schedule in Microsoft Teams

    1. Open Microsoft Teams and go to Calendar on the left.
    2. Select New meeting.
    3. Fill in the meeting details:
      • Title: Enter a clear subject for the meeting.
      • Attendees: In Add required attendees, type your client’s email address (external addresses are supported).
      • Date and time: Set start and end time (and recurrence if needed).
      • Location: Optional (can be left blank or “Microsoft Teams Meeting”).
      • Details: Add an agenda or any information the client needs.
    4. Select Send.

    What happens next:

    • Teams automatically adds an online meeting join link to the invite.
    • Your client receives an email invitation with the Join meeting link.
    • When they join, they will enter a lobby and you (or someone in the meeting) can admit them.

    You can also share the join link separately:

    1. Open the meeting in the Teams Calendar.
    2. Select Share > Copy join link.
    3. Paste the link into an email, chat, or message to your client.

    Option 2: Schedule in Outlook (desktop or web)

    1. Open Outlook and go to the Calendar.
    2. Select New event (or New Meeting depending on your Outlook version).
    3. Fill in the meeting details:
      • Title.
      • Attendees: Add your client’s email address.
      • Date and time.
      • Location (optional).
      • Description (agenda, instructions, etc.).
    4. Turn on the Teams meeting toggle so it becomes an online Teams meeting.
    5. Select Send.

    What happens next:

    • Outlook inserts the Teams meeting information and join link into the body of the invite.
    • Your client receives the invite with a Join meeting link and, if enabled, dial-in details.

    How the client joins the meeting

    Clients can join without a Teams or Microsoft 365 account.

    From a computer (web or app):

    1. In the email invite, they select Join meeting.
    2. A browser page opens with options:
      • Download the Windows app, or
      • Join on the web instead (supported in Microsoft Edge or Google Chrome).
    3. Allow the browser to use microphone and camera.
    4. Enter their name and choose audio/video settings.
    5. Select Join now.
    6. They wait in the lobby until admitted.

    From a mobile device:

    1. In the email invite, tap Join meeting.
    2. If the Teams app is not installed, they are taken to the app store to install it.
    3. Open the Teams app, then tap the meeting link again if needed.
    4. Choose Join as a guest.
    5. Enter their name and tap Join meeting.
    6. They wait in the lobby until admitted.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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