How To Schedule Meeting In Microsoft Teams With External Users

Productivity Software

As a frequent user of Microsoft Teams, I often find myself needing to schedule meetings with external users. Whether it’s collaborating with clients, partners, or vendors, Microsoft Teams provides a seamless way to connect and communicate with people outside of your organization. In this article, I will guide you through the process of scheduling meetings in Microsoft Teams with external users, and share some personal insights and tips along the way.

Step 1: Create a new meeting in Teams

To schedule a meeting with external users, start by navigating to the Teams app and selecting the “Calendar” tab. Click on the “New Meeting” button to create a new meeting.

Step 2: Set the meeting details

Once you’re in the meeting creation window, you can start setting up the details of your meeting. Give your meeting a meaningful title and specify the date and time for the meeting. You can also add a description to provide more context to the attendees.

Step 3: Invite external users

Now comes the important part – inviting external users to your meeting. In the “Attendees” field, start typing the email addresses of the external users you want to invite. Microsoft Teams allows you to invite people from outside your organization by simply entering their email addresses. Each external user will receive an email invitation with a link to join the meeting.

It’s worth noting that external users may need to have a Microsoft account or a Microsoft Teams account to join the meeting. If they don’t have one, they will be prompted to create an account before joining.

Step 4: Customize meeting options

Microsoft Teams offers various meeting options that you can customize based on your needs. For example, you can enable or disable features like video, audio, and screen sharing. You can also choose whether to allow external users to present, and if they can bypass the lobby and directly join the meeting.

Step 5: Send the meeting invitation

Once you’ve configured all the necessary meeting options, you’re ready to send the meeting invitation. Simply click on the “Send” button to notify all the attendees, including the external users, about the upcoming meeting.

It’s always a good practice to include a brief introduction in the meeting invitation email, explaining the purpose of the meeting and any specific requirements or agenda items. This helps ensure that everyone is on the same page and prepared for the discussion.

Personal Tips and Insights

As someone who regularly schedules meetings with external users in Microsoft Teams, I’ve learned a few tips and tricks along the way that can enhance your meeting experience:

  1. Always double-check the email addresses: Before sending the meeting invitation, make sure you’ve entered the correct email addresses for the external users. This helps avoid any delays or confusion.
  2. Provide clear instructions for joining: In the meeting invitation email, provide clear instructions for how external users can join the meeting. Include any necessary links or login credentials to make it as easy as possible for them to join.
  3. Test the meeting settings in advance: If you’re planning to use features like screen sharing or external user presentation, it’s a good idea to test them in advance. This ensures that everything is working smoothly and avoids any last-minute technical difficulties.


Scheduling meetings in Microsoft Teams with external users is a simple and efficient process. By following the steps outlined in this article, you can seamlessly connect and collaborate with people outside of your organization. Remember to provide clear instructions and customize the meeting options to suit your needs. Happy meeting scheduling!