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how can I schedule Teams meetings for the whole team without having to add them individually?

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Paulo Cardona
Occasional Contributor

I can choose the channel, but do I still have to add them individually? my Teams has 200 people in it and I want to invite them all!

16 Replies

If you go to the meetings area you can just schedule a meeting and place it in the channel without actually specifying any attendees.

Thanks Loryan, what do you mean by placing it in the channel? I can choose the channel when I am scheduling the meeting, yes. 'Select a channel to meet in'. However, my team members don't get any meeting invitations in their Outlook when I choose a channel.
Create the meeting in Outlook by creating a new "Teams meeting" there. And then you can search the Global Adresslist to find the name of your Team.

Then all your team members get an Outlook invitation to join the Teams meeting, and when they click the meeting in the invitation the Teams client starts (or open webclient) to join the meeting :)
How will we get notifications in outlook while scheduling the meeting to channel/Team from Teams client?
You get the notification just like the regular calendar reminder in Outlook. The only differense between an Skype enabled meeting in Outlook and a Teams enabled meeting is the connection url that the end-user click on to join the meeting :)

So standard 15 minutes before meeting notification is there by default :)

I have the same question, and none of the previous replies adequately addresses it.  Given a Team of 15 people, I want to use the Scheduling Assistant to determine when most (hopefully all) of the Team members are actually available to meet.  I don't see any way of doing that without manually inviting all 15 Team members.  That's not so bad for me, but would really be onerous for the OP with 200!

This feature is not in the Teams client at this moment. You have to use Outlook to schedule a regular meeting then and choose the "Office 365 Group" for the team. but the meeting will not be shown in the Teams chanel then. 

 

 

Highlighted

To confirm Julian--currently you can't create a Teams meeting in a channel via the Teams Meeting plugin in Outlook?

In addition to what David has said about using the Teams Meeting option in an Outlook Calendar invitation to generate the meeting link and adding your colleagues in that way (e.g. distribution list), you can also add the channels unique email address so that the meeting is seen in there too.

 

Before the meeting begins, you may also want to @team name your team so they know that the meeting will begin soon.

 

A work around but may do the job?

 

Cheers

Damien

Thats right, right now there is no way to schedule a meeting directly into a channel. For that matter, you can create a meeting invitation to your team with a note to check into the Team`s channel for joining in.

Hey @Paulo Cardona,

I'm not sure if you've discovered this yet but this documentation highlights how to send a meeting to a channel : https://support.office.com/en-us/article/schedule-a-meeting-in-teams-943507a9-8583-4c58-b5d2-8ec8265...

 

Everyone in this channel will receive the invite and it will show up in their Meeting tab with the place name as [Team name]/[Channel name]

 

Cheers

This is confusing. A few months ago, I scheduled a meeting in a Teams channel and added just a few people to the meeting. Then all Team members got an invention via email. Not what I wanted.

 

Today I scheduled a new Team meeting in another channel (and another Team) and this time I wanted to invite the entire team, so I did not enter anybody in the “Invite other”-field. It is clearly that I am the organizer of the meeting:

 

meeting-1.PNG

 

This time, nobody in the Team got an email invention. In Outlook I am no longer the organizer of the meeting so I can not invite any additional people:

 

meeting-2.PNG

 

I guess the only workaround is to create the meeting in Outlook and then add the channel emailadress as an extra attendee.

 

@Julian Rasmussen  I have a problem connecting a Teams meeting created in Outlook to a Teams channel. Have any experience with that? :)

@SindreHaraldsenNo - but my first thought is that when you create a Teams meeting from Outlook, the URI witch you connect to is your personal Teams meeting "room". 

 

If you want to schedule a meeting in Teams channel you must schedule the meeting within Teams and choose a channel for the meeting. all members of the Teams are then available to access the meeting (as intended i guess:))

@Julian Rasmussen Thanks for the reply. I have figured out that I can schedguel a metting via Teams to a channel. This works just great.

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