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Accessing Teams and Scheduling Meetings
Overview
Description: A general walkthrough of accessing Microsoft Teams via Office 365/Outlook and scheduling meetings. This is meant to guide all users (Student, Faculty, Staff, Doctoral Chair) without a Zoom Meetings license to plan and facilitate virtual meetings without the 40-minute limitation. We strongly encourage all Doctoral Chairs and Thesis Mentors to leverage this process instead of creating Zoom meetings in Canvas to promote a direct approach to student-chair engagement and avoid scheduling a meeting for all students in the classroom.
Estimated Time of Completion (ETOC): 15 minutes
Instructions
- Launch your preferred web browser (e.g., Google Chrome, Microsoft Edge, Firefox).
- Navigate to the Outlook web app by entering the URL: https://outlook.office.com.
- Log in to your Microsoft 365 account using your school credentials.
- Once logged in, you will see a navigation pane on the left-hand side of the Outlook interface.
- Look for the Teams icon (it resembles two overlapping people icons or the letter “T” in a circle). This is usually near other app icons like Calendar, People, or Files. Click the Teams Icon.
- Microsoft Teams will open within the browser tab, embedded in the Outlook interface. If prompted, grant any necessary permissions (e.g., access to notifications or the microphone).
- Once Teams is open, click on the Calendar icon in the left-hand menu of the Teams interface.
- Click the New Meeting button (usually located in the top-right corner of the calendar view).
- Fill out the meeting details:
- 9.1. Title: Enter a name for your meeting.
- 9.2. Attendees: Add participants by entering their email addresses. Microsoft Teams is synced with the university’s Active Directory therefore you can enter your students name, and they should populate in the attendee’s field. Please note, you should always send communications to the student’s university email address.
- 9.3. Date and Time: Select the start and end time for the meeting.
- 9.4. Details: Include any additional information or an agenda in the description box.
- Once all details are filled, click Save to schedule the meeting and send invitations to all participants
Troubleshooting
Access Issues:
- Login Problems: Ensure you’re using your correct school email and password. Use the “Forgot Password” option if needed.
- Browser Problems: Clear your cache and cookies or try a different browser (e.g., Chrome, Firefox). Ensure your browser is up to date.
Meeting Scheduling Issues:
- Attendee Search Issues: Ensure you’re entering names or emails correctly. Use full university email addresses if names don’t auto-populate.
- Calendar Problems: If the calendar isn’t syncing, refresh the page or log back into Teams.
Still Need Help?
If you have any issues accessing Microsoft Teams or scheduling meetings, please contact IThelp@captechu.edu