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

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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!

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

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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.
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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 :)
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How will we get notifications in outlook while scheduling the meeting to channel/Team from Teams client?
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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 :)
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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. 

 

 

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

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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

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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.
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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

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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.

 

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

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@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:))

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@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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Did you sort this out?
There are meeting settings per Team/MS Group as well that when disabled, won't send emails.
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Hi @Chrispytwist,

 

Just to be clear, if you select your teams channel when creating a meeting invitation in the calendar, the entire team automatically gets an invitation? You don't need to manually invite each attendee?

 

I have a class of 24 students and would need to refer back and forth to my class roster to make sure I have them all invited otherwise. This would be really helpful.

 

Thank you!

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Hey @RoseCampbell2,

If all of the students are in the channel in which you are setting up the meeting, my experience has been that each user in the channel would get the meeting email notification. I've just tested it to be sure and I've received the emails to my test accounts.

 

Hope this helps!

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@Paulo Cardona 

 

Ive just figured this out.

Go into the Team Members and Guests in your team and assign all members the same tag.

Now go into Chat.

You can add all members to the chat by adding the @"Team Name"

Then just schedule a meeting from there

 

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@Chrispytwist 

Hi. Thanks for posting. I still am unable to set up a meeting for my channel where are members of the channel (a class) gets an email invite. Where are you setting up your meeting (Teams or Outlook calendar)? If I use the Outlook calendar, under the section "invite attendees" I am not sure how to list my Team's channel. Can you specify exactly how you invite your class? Thanks so much. 

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@hrogers Just to confirm, you've used the guidance from https://support.office.com/en-us/article/schedule-a-meeting-in-teams-943507a9-8583-4c58-b5d2-8ec8265... ?

To invite a channel, you have to do it from the Teams application, Outlook currently does not support this feature (but you can use it for other kinds of attendees, as outlined in the above link).

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This would be an easier process for all of you if you just use Outlook's calendar instead of Teams calendar. 

 

Inside of Outlook's calendar there is a section called Add online meeting next to the location section.  Inside there select Teams Meeting. Then for the Attendees section you can add whatever group you already have created.

 

Tada!

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@Paulo Cardona 

 

teammeet.png

 clink on the MEET NOW, set time for our meeting, hit send, the meeting will be in your team channel for everybody to see. 

 

 

 

 

 

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@tauresb Agreed, Outlook does make some things a lot easier. This isn't the case with Channels Meetings, however. They need to be initiated from the Teams client.

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What is wrong with using the email address associated with the Teams General Channel when using Outlook Calendar? @Chrispytwist 

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@Melvin_Hartnett 

UNfortunately, at https://docs.microsoft.com/en-us/microsoftteams/manage-tags

it sayeth as of 03/25/2020:

 

Note

Tags are not yet supported in private channels. Tags are not yet available in US Government Community Cloud (GCC), GCC High, or Department of Defense (DoD) organizations.

 

Oh Well.

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@Julian Rasmussen 

 

Sorry old post, but why is it that you can't search the GA via team, but can do it via Outlook?

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@tauresb That's not a bad idea at all. I've just found that if users didn't know how to obtain that email, it isn't available freely in Outlook.

But you're right, that could be used as an alternative

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@Harlin67 I believe it's because the Teams client is looking for Teams associated entities when doing search within the app.

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There is a quick two-step approach I tried very recently (assuming you use Outlook too).
Just create you Team/Channel meeting in Teams not inviting anybody actually, an invitation is sent to you and to the Team (the one sent to you is consumed and transformed in a meeting in your own calendar). It is sent by you "on behalf of" the Team. Now, from Outlook, you can forward this invitation to the list you want (and if it happen that you Team is a Office 365 group, published in address book) you may even use it as an expandable distribution list). The beauty with this is that the forward is sent to the addressee but also as a notification back to the organizer... which is the Team itself. The result is that the list of invited people gets updated and tracking is visible on Teams side as well.
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@Paulo Cardona We have a question posed by one of our directors. They are scheduling all their meetings in the Team account. However, they do not need to invite a couple of members on the team.  Is their a way to exclude some members? We do not have private channels enabled at this time.