There are four common ways to schedule Teams meetings, namely calendar creation, chat initiation, repeated meeting settings and pre-meeting testing. First, create a meeting in the calendar suitable for formal occasions, fill in the information, add Teams links and set permissions and reminders; second, you can directly click the video icon in the chat window to initiate an instant meeting, which is suitable for temporary communication but needs to be reissued afterwards; third, when setting up repeated meetings, you should select a cycle and pay attention to time conflicts, and pay attention to the scope of influence when modifying; finally, before the meeting, you should test the equipment and permissions, check the camera, microphone and sharing functions in advance to ensure the smooth progress of important meetings.
Arrangement of a Teams meeting is actually quite straightforward. The key is to figure out which method to initiate, how to set reminders and permissions, and don’t miss some small details. Here are some of the most commonly used and practical methods.
1. Creating meetings in your calendar is the most common way
Whether it is Outlook or Outlook web version, you can create a meeting with Teams link through "New Event".
- After filling in the title, time, and inviter, click the "Teams Meeting" button, and the system will automatically add a link to it.
- You can check "Invite Only" to prevent strangers from coming in
- Set up remind yourself 5 minutes or 15 minutes in advance
This method is suitable for formal meetings, especially when you need to notify everyone in advance.
2. Hold an interim meeting directly in the chat
If you just want to chat with a few people immediately, you can go directly to the chat window of a certain person or group, click the "Video icon" in the upper right corner to have an instant meeting immediately.
- No need to make an appointment in advance
- Suitable for temporary communication and quick synchronization of information
- Don't forget to send a formal schedule after the meeting, so that it will be convenient for the next review.
This method is fast, but it is easy to ignore records. Remember to organize the key points afterwards.
3. Be careful of time conflicts when scheduling repetitive meetings
If you have a regular meeting every week, such as the progress meeting at 10 a.m. every Wednesday, you can select the "Repeat" option when creating the meeting.
- You can set daily, weekly, and monthly repetitions
- When modifying a section, please note whether you only modify this section or the entire series
- If you change your work schedule halfway through, remember to check if these repeated meetings will collide with other arrangements
Many people forgot to make subsequent adjustments after the first time they set up, and the schedule later became chaotic.
4. It is best to test the device and permissions before the meeting
Click the link a few minutes before the meeting to see if there are any problems with the camera and microphone, and also confirm whether participants are allowed to turn on the camera or chat on their own.
- You can enter the "Conference Options" in advance to set who can share the screen and who needs to wait for approval to enter
- Try sharing desktop, playing PPT, etc.
- If it is an important meeting, it is recommended to go online 10 minutes in advance to ensure that everything is normal
Sometimes it is not that you will not be able to arrange it, but that these preparation steps are ignored, which leads to a mess at the beginning.
Basically all this is it, not complicated but it is easy to miss one or two small settings. Do it as you like, and you can basically complete the daily meeting arrangements.
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