Microsoft 365 Help Create a meeting or appointment
Book a time, invite colleagues and add the Teams joining link.
Before you start
- Know the date, start time, finish time and people to invite.
- For Perth meetings, confirm your calendar uses Perth / UTC+08:00.
Choose the option that matches your screen or the task you want to do.
Schedule a Teams meeting
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Open your calendar
Select Calendar on the left of Teams. If you cannot see it, check the extra apps menu or ask IT whether your work calendar is enabled.
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Create an event
Click New or New meeting near the top. You can also select an empty time slot in the calendar.
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Give it a useful title
Enter a short description, for example Weekly project planning. Avoid confidential details in a title that appears on other people’s calendars.
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Add attendees
In Required attendees or Add required attendees, type a colleague’s name and select the correct person. Repeat for each person.
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Check the date and time
Set the start and end date/time. Check the time zone. Use Scheduler or Scheduling Assistant if available to find a free time.
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Add the online meeting
Turn on Teams meeting if your calendar shows this switch. Add a location only when there is also a physical meeting place.
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Explain the purpose
Write a short agenda in the description. Include any preparation required and a properly shared link to relevant files.
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Review and send
Check the people, date and time, then select Save or Send. With attendees included, this sends the invitation.
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Check the saved meeting
Open it again in your calendar. Confirm there is a Teams joining link. Use this same calendar event to update or cancel the meeting later.
Add a personal appointment without inviting anyone
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Start a calendar event
In Calendar, select an empty slot or New. Enter the appointment title and time.
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Leave the attendee fields empty
Do not add other people. Turn Teams meeting off if you do not need an online joining link.
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Set your availability and save
Choose a suitable Show as value, such as Busy, then Save. If your Teams calendar lacks these controls, create the appointment in Outlook Calendar instead.
You have finished when…
- The meeting appears on your work calendar.
- An online meeting contains a Teams joining link.
Helpful tips
- A meeting invitation is different from a chat message: recipients can accept or decline it.
- Edit the original event to change a time; avoid making duplicate bookings.
Something looks different?
There is no Teams link
Edit the event, turn Teams meeting on and save or send the update. If the option is missing, ask IT to check the account.
The time looks wrong
Check the calendar time zone and the attendee’s location. Perth uses UTC+08:00; other Australian states may differ.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.