How To Schedule A Microsoft Teams Meeting For Someone Else

Productivity Software

As a consistent user of Microsoft Teams, I frequently encounter the need to arrange meetings not just for myself but also for my coworkers or team mates. This feature is highly convenient as it relieves others from the task and guarantees efficient organization of meetings. In this article, I will walk you through the steps of scheduling a Microsoft Teams meeting for another person, incorporating personal insights and commentary from my own usage.

Step 1: Accessing the Calendar

To begin, open your Microsoft Teams application and navigate to the Calendar tab. This is where you can manage all your meetings and schedules.

If you don’t see the Calendar tab, it might be hidden in the “More” menu. Simply click on the ellipsis icon (…) and select “Calendar” to make it visible.

Step 2: Creating a New Meeting

Once you’re in the Calendar tab, click on the “+” button to create a new meeting. A pop-up window will appear where you can fill in the details of the meeting.

Start by entering the title of the meeting, the date, and the start and end times. You can also specify the time zone if needed.

Step 3: Adding Participants

Next, it’s time to invite the person for whom you are scheduling the meeting.

In the “Add required attendees” field, type the name or email address of the person. Microsoft Teams will automatically suggest matching contacts from your organization, making it easier to find the right person.

You can also add additional participants by using the “Add optional attendees” field. This is useful if you want to include other team members who are not required to attend but might benefit from joining the meeting.

Step 4: Setting up the Meeting Options

Now, let’s customize the meeting options to fit your requirements.

Click on the “Scheduling assistant” tab to view the availability of all participants. This helps you find a suitable time slot where everyone can attend.

Below the scheduling assistant, you’ll find additional options such as setting up a recurrence pattern, adding a meeting location, or adding attachments or agenda items.

Step 5: Sending the Invitation

Once you’ve filled in all the necessary details, click on the “Send” button to send the meeting invitation.

The person for whom you scheduled the meeting will receive an email notification with all the details. They can simply accept the invitation and it will be added to their calendar in Microsoft Teams.


Scheduling meetings for someone else in Microsoft Teams is a fantastic feature that saves time and ensures efficient collaboration. By following the steps outlined in this article, you can easily schedule meetings on behalf of your colleagues or team members with just a few clicks.

Remember to always double-check the details and make sure to inform the person about the scheduled meeting. Once you get the hang of it, you’ll find this feature to be a valuable asset in your day-to-day work.