How to Send a Teams Meeting Invite？The Ultimate Guide

Scheduling a meeting with your colleagues or subordinates might become a daunting task because of their unavailability due to their busy schedules. Well, with Microsoft Teams, you can conveniently schedule a meeting with your team and even with someone outside of your organization.

In this blog, we’ll cover how to send a Teams meeting invite to people you’re interested to attend a meeting with. Here’s how you can do that with simple and easy steps.

How to Send a Teams Meeting Invitation?

Microsoft Teams allows you to schedule a meeting and invite attendees from within the organization quite conveniently. If your Microsoft Teams is set up with your organization, inviting members of your organization will be quite convenient.

So, here are the steps you need to follow in order to learn how to send a Teams meeting invitation.

Launch the Microsoft Teams application. Click on “Calendar” from the left window.

You’ll see a timeline with dates and hours. Choose the meeting time by selecting the “hours” under the desired day (for instance, in this case, it’s Monday, 28th of July). Once you select, hit enter to continue.

A new page will open up showing you all the details about the meeting. You can manually set the title of the meeting, add required attendees, set the appropriate date and time, and a bunch of other information like location, frequency of the meeting, how often you want to hold this meeting or it is just a single-time meeting, and a few other small details.

In order to add required attendees from within an organization, you need to click on “Add required attendees” and type in their names. If the members are added in Teams, you can easily add them as the “required attendees” for the meeting.

Once you’re done with entering the names of all the required attendees, click Save from the top right corner to set the meeting, and Microsoft Teams will send an invitation to all the attendees from within your organization.

How to Invite Someone to Teams Meeting Outside of Organization?

Most of the time, meetings involve individuals from different organizations, so one might raise a question: how to invite someone to Teams meeting outside of the organization?
Well, Microsoft Teams allows you to add individuals from outside the organization too. You can easily do that by following the steps mentioned below.

Open Microsoft Teams. Go to Calendar.
Select the date and time for the meeting.
On the Details page of the New meeting, add all the necessary details that you want to include, like the title of the meeting, frequency, location, description, and a bunch of other details too.

Now, under Add required attendees, instead of entering the names, add the email address of the individuals to whom you want to send a meeting invitation.
Once you add the email addresses of the attendees, click Save and all your required attendees will get an invitation to join the meeting. Now you invite someone from other organizations to your meeting.

How to Send a Teams Meeting Invite in Outlook?

Outlook is another great tool to use when it comes to scheduling a meeting. It helps you keep your team onboard, and it can become the most productive tool for project managers when scheduling meetings is a main concern.

If you’re wondering how to send a Teams meeting invite in Outlook and are interested to know how to do it, here’s our detailed guide.

Open Outlook and choose your preferred arrangement of the timeline. In our case, we’ve selected “Work Week”.
Choose the date on which you want to schedule a meeting. Under that date, choose your preferred time to hold a meeting.

Once you select the right time for the meeting, click on the New Teams Meeting option from the top section of the Outlook window.

A new window will open up, which will ask you to enter all the necessary details about the meeting. It will include the title, start and end time of the meeting, frequency, location, and a bunch of other details.

Add details about the meeting in outlook

Finally, when you’re done entering all the necessary details, click on Send from the left side of the window.

How to Invite Someone to An Existing Teams Meeting

You can also invite and add someone to an existing Teams meeting if the meeting is already in progress. Most people don’t know how to invite someone to an existing Teams meeting. Here’s a quick guide on inviting someone to an existing Teams meeting.

During an existing Teams meeting, you’ll be able to see a banner on the Teams live meeting window. Click on Show participants.

On the right side of the Teams window, you’ll be able to see the People window. Enter the name, email, or dial a number to invite someone to an existing Teams meeting.

You can also copy the link to the meeting by clicking on the chain symbol and sending it to the members to join the meeting.

So this is how to invite someone to an existing Teams meeting.

Final Words

Sending a Microsoft Teams meeting invite to any of the attendees is quite an easy task. We have shared a couple of ways how to send a Teams meeting invite to anyone. We shared a separate method on how to invite someone to a Teams meeting even if an individual is not from within an organization. Hope this guide is helpful to you.