Microsoft Teams’ shared calendar functionality allows group members to create meetings directly within the Teams app, specify details, and add other members so that they’re not only notified of the event but have it added to their synced Microsoft Teams calendar as well.
How Microsoft Teams Calendars Work
Microsoft Teams is a collaboration tool designed for organizations or groups and is thus structured with a group, or team, focus in mind. You may be able to log into a Microsoft Teams group with your regular email, but more often than not, you are assigned a company email that you use to access Teams and other related Microsoft 365 apps and services. The Microsoft Teams app has one main calendar that’s assigned to your entire group or organization. Group members can add meetings or events to this calendar that automatically show up in the calendar for other members. Individuals can also be added to calendar events or meetings if they’re required to attend. Calendars can also be shared within Microsoft Teams from Outlook or other scheduling services such as Google Calendar.
How to Create a Microsoft Teams Shared Calendar Event
Here’s the process for creating an event, referred to as a meeting in Microsoft Teams, that can be shared with other group members and automatically added to the group calendar.
What Does the Microsoft Teams Scheduling Assistant Do?
The Scheduling Assistant option that’s shown when creating a meeting in Microsoft Teams on a computer is an alternate way to create or edit an event. It uses a more visual user interface that displays the options down the left side of the screen and lets you select a time period with your mouse which automatically makes the changes to schedule. If you want to share this calendar event with people who are not within your Microsoft Teams group, or perhaps don’t even use Microsoft Teams, you can do so by entering their full email address instead of their name. Once the meeting has been created, all invited parties will be sent an invitation to their associated email address. If your company doesn’t use such devices, you don’t need to worry about completing this field. The real benefit of the Scheduling Assistant is how it displays all the schedules of group members. This makes it easy to see what times and days everyone is available and removes the hassle of having to ask group members what time best suits them. Microsoft Teams’ Scheduling Assistant is a completely optional tool, al though some may prefer it over the default meeting creation option.
How to Accept a Microsoft Teams Calendar Invite
Once you’ve been added to a meeting in a Microsoft Teams calendar, you should almost immediately receive an invitation via email. When you receive this email, click the Join Microsoft Teams Meeting link to accept the invitation. The Microsoft Teams app opens and adds you to the event. If you don’t have Microsoft Teams installed, you are prompted to install it. Some email services may prompt you to add these Microsoft Teams events to their own calendar system. You can do this if you like but you will still need to click on the text link in the email to accept the invitation.
How to Use Outlook Teams Event Creation and Sharing
Microsoft Teams requires a Microsoft account to use. Usually, your company or organisation will provide you with a new Microsoft account which can be used to access Microsoft Teams and a variety of other Microsoft Office services. The email associated with this Microsoft account can be used to log in to Outlook and, because this account is also used to access Teams, calendar meetings can be created in Outlook and automatically synced to Microsoft Teams. This can be done both with the Outlook apps and via the web experience and the entire process is nearly identical to how you would make a meeting within Microsoft Teams as shown above. To access the calendar within Outlook, simply click the Calendar icon at the bottom of the left menu. Once the calendar is open, click on a day to begin the event creation process.
How to Share Another Calendar in Microsoft Teams
While Microsoft Teams features its own built-in calendar feature, it’s also possible to import additional calendars from Outlook, Google, or any other scheduling service that provides a shareable web address for its calendars. This can be useful if your team is using another app or service for managing events outside of the Microsoft Office ecosystem. This example uses Google Calendar, but the process is identical for other such services.
How to Edit a Microsoft Teams Meeting
To edit a Microsoft Teams meeting that you’ve created or have access to, all you need to do is click on it from your calendar within the Microsoft Teams app and make the changes to the appropriate fields. Your calendar will now be shared within Microsoft Teams and be viewable by everyone within this new custom tab. You can add or remove attendees, change the time or location, and also edit the event name and description. Just make sure to click Send Update when you’re done to save the changes. You can also edit Teams events in Outlook by opening the event on the calendar and then clicking Edit.
