Creating a link to opt-in to Teams Meetings/add to Outlook calendars

Hello MWalmsley1810 , 

To allow colleagues to add themselves to an invite for your trade union meetings and have the event automatically added to their calendars, you can utilize the "Add to Calendar" feature in Microsoft Teams. This feature generates an .ics file (iCalendar) that can be imported into various calendar applications, including Outlook, Google Calendar, and others. By providing a link to the .ics file, colleagues can opt-in to add the event to their calendars. Here's how you can set it up:

1. Schedule the Meeting in Microsoft Teams:
- Create a Teams meeting as you currently do and invite the named officers.
- Set the meeting details, such as the date, time, and agenda.

2. Generate the .ics File:
- After scheduling the meeting, go to the meeting chat in Microsoft Teams.
- In the chat, locate the meeting information message, which typically contains the meeting details and the "Join Microsoft Teams Meeting" link.
- Click on the "More actions" (three dots) button next to the meeting information message.
- From the menu, select "Add to calendar."

3. Obtain the .ics File Link:
- After clicking "Add to calendar," Microsoft Teams will generate the .ics file.
- Download the .ics file to your local machine.

4. Distribute the .ics File Link:
- Upload the .ics file to a location accessible by your colleagues, such as a shared network folder, an intranet site, or an email attachment.
- Send an email to your colleagues, including the link to the .ics file and instructions on how to add the event to their calendars.

When colleagues receive the email and click on the .ics file link, their calendar application (Outlook, Google Calendar, etc.) should open and prompt them to add the event to their calendar. They can review the event details and choose to accept or decline the invitation.

It's important to inform your colleagues that opting in to add the event to their calendars is voluntary. This way, those who don't want their membership known or don't wish to attend the meetings can choose not to add the event to their calendars.

By using the "Add to Calendar" feature and providing the .ics file link, you can simplify the process for colleagues to add the meetings to their calendars and reduce the chances of them forgetting about the events.