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Microsoft Teams | The Right Way to Schedule Meetings - YouTube
Channel: Collaboration Coach
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hello its Matt welcome to collaboration
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coach and in this video we're going to
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look at the best ways to schedule a
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meeting in Microsoft teams this video is
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taken from our Microsoft team's training
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course so if you want more training
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you'll find a link to the course in the
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description where we'll tell you all
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about it or you can choose the link in
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the top right hand corner and now let's
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look at how to shed your our own meeting
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this can be done through Outlook a teens
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and I'm going to show you both I'll
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start with Outlook because it's probably
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the most popular way of scheduling
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meetings I'm using the most recent
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update of Outlook on Windows 10 for this
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demonstration so if you have an older
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version of Office this might look
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slightly different
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there are two options here the first is
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to press the new teams meeting button on
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the ribbon at the top and that will open
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the new meeting with the team's details
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already in it
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you could also choose a time from the
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calendar with a double-click on the time
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you want to meet then when the new
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appointment window opens choose teams
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meetings from the ribbon then you can
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add the meeting details to the
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appointment adding the details here is
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something I sometimes forget to do
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that's why I recommend using the new
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teams meeting button if you do it this
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way don't forget to add the title and
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then invite the attendees you want to
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join you can invite people or groups
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all the other outlook features apply
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just like they would for a normal
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meeting and I'm assuming you know how to
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do that already in Outlook you can see
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here the location is set to Microsoft
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teams meeting but it could be that you
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want to add a meeting room as well you
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might have a room full of people
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attending in person and you want to call
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people who are working in remote
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locations over teams as well so you can
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use the room finder to change the
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location but the team's meeting details
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will stay in the appointment that way
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those attending in person will know it's
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room to go to and those attending by our
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teams can just click on the link let's
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switch to teams now and we'll go to the
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calendar app when you showed you the
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meeting here you've got two options one
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is meet now and the other is a new
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meeting meet now is a quick way of
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starting up a meeting without any
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attendees then once you're in the
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meeting you can invite the people you
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want to attend in this demo I'm going to
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show you how to schedule a meeting for
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another time I press new meeting then I
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can add the title and then I need to
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choose my attendees
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so when I do that teams is smart enough
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to know who's available without you
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using the scheduling assistant you can
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see here that Meaghan is highlighted in
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red indicating that she's unavailable at
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the meeting time I've chosen with the
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shuttling assistant we can also see
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where she has gaps in her diary
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so we can opt to have the meeting then
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when I'm finished I can hit Send and the
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team's invitations will be sent to all
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the attendees and it will add the
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meeting to my teams calendar all the
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people invited will see the new meeting
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appointment in their outlook and team's
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calendars the teams and outlet calendars
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will always remain in sync as long as
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you're using the same office 365 account
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so once you've shared the meeting in
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teams you can add documents or notes to
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it before the meeting even starts for
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example if you wanted to upload a
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document that you're going to discuss or
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review during the meeting you could do
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this ahead of time so the attendees can
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review it before the meeting to do this
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you open up the meeting from the team
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calendar
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click on the fast tab and then choose
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share you can upload your document from
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onedrive or from your computer
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then it's available for your attendees
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when they click on the files tab
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you can also add meeting notes here and
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we'll talk about that in another lesson
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if you want to you can join the meeting
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before the scheduled time to get things
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set up when the time comes to start the
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meeting the organizer doesn't have to be
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the one to do it anyone in your
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organization who's been invited can go
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in and start it if someone has started
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the meeting you'll see the join button
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in teams so you don't have to open up
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the meeting itself you can just press
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join thank you so much for watching
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that's all you need to know about
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scheduling meetings in Microsoft teams
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this video is taken from our team's
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training course and if you want to know
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more about that you'll find a link to
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the course in the description I'll see
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you next time
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