There are three different ways to set up a meeting within Teams. You can schedule the meeting to happen in Teams through your Rutgers Connect calendar, through the Teams application itself, or use meet now to instantly start a meeting. You can perform all three without needing to create a Team or be a part of a specific team. Microsoft Teams gives you the ability to share a link to an ongoing or upcoming meeting with others, as well as edit your calendar events related to your meetings right in the application.
- Schedule a Meeting via your Email Client
- Schedule a Meeting in the Teams Application
- Meet Now in Teams
- Call a user Directly
You can schedule a meeting to happen in Teams right from your email client. On Rutgers Connect, while you are creating the event, near the “location” field there is an option titled “Add online meeting” – selecting “Teams meeting” will automatically add the meeting details you see above once the event has been created.
The event details will look like this after the selection has been made and the event has been created in your calendar:
Users that are invited can click on the join link directly from the event preview:
If you use the Outlook desktop application, navigate to your Calendar and select the ”New Teams Meeting” option in the top banner. If you don’t see this option, make sure you are running the latest version of your client and that you have downloaded and logged into the Teams application before. If you still do not see it, close Outlook and Teams completely. Open Teams, and then open Outlook. If you are still facing issues, contact the Help Desk:
This should pull up your current calendar, as well as the calendar events for any group or team you may be a member of. On the top right side of the page, you’ll see two options: Meet now, and New Meeting.
The drop-down menu to the right of “New Meeting” lets you specify whether you are creating a meeting or a live event. To schedule a meeting later, select “New Meeting” which will bring up the calendar event details. There’s also a scheduling assistant available to you to assist with finding an ideal date and time.
Once the event has been created, you should see it on your calendar in Rutgers Connect. Included in the event details that all recipients of the meeting invitation or calendar event will use to connect to the meeting (same as if created via your calendar):
Teams allows you to set up an impromptu meeting without needing one to be scheduled. In the Calendar section, in the top right, select “Meet Now”:
This will create a room for you to hold a meeting in. It will let you edit the name of the room to suit the meeting’s needs, and prompt you with the device(s) you are currently connected to. After updating this information, select “Join Now” which will make you the meeting host, with a prompt suggesting that you invite users to join you. You can either invite Rutgers user and non-Rutgers users:
To invite a user within Rutgers Connect, type their name in the “People” field. Currently, only certain users (those with an E5 license) can dial and call numbers directly, as well as dial-in to Teams meetings. To get a shareable invite link, click on the chain-link icon next to the “People” field to copy the link to your clipboard:
Here is what the link will look like when pasted into an email, similar to what appears in meetings scheduled through Teams:
If you are a user with an E5 license and wish to dial into a meeting, note that the meeting host must accept the call before you are able to join, even with the correct conference ID. This is important for meeting hosts to be aware of too If you suggest an attendee dial-in, be prepared to accept the call when prompted before the user can be connected.
Internal and external users will be able to click on the link to join the meeting directly. During the meeting, Teams allows you to screen share during the call and share documents, paste links, etc. in the chat window that accompanies the meeting. Once the meeting has concluded, the chat history is saved and can be viewed again in the “Chat” section of your Teams application.
To reach an individual user directly, you can call them in Microsoft Teams. In the “Calls” section of your application, you’ll be able to direct message or call any user within the Rutgers Connect tenant, like Skype for Business. You can see if someone is online, offline, busy, etc. to check if they’re available for a call. Teams will remember who you chat with the most and put them as a speed dial to reach them faster. You can view your call history and voicemails as well.