Scheduling and Hosting Teams Sessions

Scheduling Meetings (Teams Calendar vs. Outlook Integration)

Here’s how to schedule a Microsoft Teams meeting and share the link — using either the Teams app or Outlook:

Option 1: Schedule the Teams Meeting Using Microsoft Teams

1. Open Microsoft Teams. Make sure you are signed in using your UNBC user name and password. You can use either the desktop version or the Teams App in a web browser. (for more information on UNBC Staff, Faculty & Student access to Microsoft 365 Office Apps see here)
2. Go to the Calendar tab on the left.
3. Click “New meeting” (top right).
4. Fill out the details:
   • Title (e.g., “Course Q&A Session”)
   • Date and time
   • Add required attendees (or leave blank to create a general link)
   • Make sure the toggle to schedule an Online Meeting is blue in the “Location” section

1. • (Optional) Add description or meeting agenda file
2. Click “Save” — this will schedule the meeting.

Under “Options” panel on the right, you can choose if you wish to use the “Lobby” waiting area or just let people join and enter the Teams meeting as they wish, without someone having to admit them.

 To Share the Meeting Link:

• After saving, open the meeting in your calendar in the Teams app or Outlook.
• Click “Copy meeting link” (found near the top or under the “…” menu).
• Paste the link wherever you need (Moodle, email, chat, etc.).

Option 2: Schedule Teams Meeting Using Microsoft Outlook

1. Open Outlook (desktop or web).
2. Go to the Calendar.
3. Click “New Event” or “New Meeting.”
4. In the meeting window:
   • Add a Title, Date/Time, and optionally invite attendees.
   • Click the Teams Meeting toggle (should say “Teams Meeting added”).
5. Click “Send” to schedule.

 To Share the Meeting Link:

• Open the event in your calendar (the Calendar can be found both within Microsoft Teams or Outlook).
• Copy the Teams Join Link from the body of the invite.
• Share that link where needed.

The meeting info will be at the bottom – copy this and send to students via Moodle Announcement, e-mail, or post link in the course.

Notes:

• You do not need to invite everyone via email — you can create the meeting for yourself, then just share the link with students & co-instructors.
• For recurring meetings, select “Repeat” in either Teams or Outlook and set the frequency. See instructions below.

Recurring Meetings for a Semester

• For recurring meetings, select “Repeat” in either Teams or Outlook and set the frequency.

When scheduling the Teams meeting, or if already created, click on it in Teams or Outlook Calendar to edit the meeting:

• Use the “Does not repeat” dropdown menu in the meeting setup to select a Weekly or Custom recurrence frequency

• This saves time and creates static links for students to join the meetings (one link that is good for the whole course)

Inviting Students and Teaching Assistants

There are several ways to invite students and TAs to your Microsoft Teams sessions. Choose the method that best fits your course setup and communication preferences.

Option A: Add your TA or Students to Required Attendees box (for very small classes)

1. Open your scheduled meeting in Teams Calendar or Outlook Calendar

2. Click “Meeting Options” (either in Teams or via Outlook calendar invite)

3. Add “Required Attendees” by name/e-mail to the meeting

4. This will send them a meeting invite via e-mail.

Option B: Share the Meeting Link (Recommended for Large Classes)

Best for: Posting on Moodle or sending via email to all students.

Steps:

1. Schedule your meeting in Teams or Outlook (see earlier section)

2. After saving, open the meeting in your Teams calendar

3. Click “Copy meeting link” or select the meeting link text and copy it (Control/Command + C) 

1. Paste the link into:

   • Moodle course site (e.g., in a “Weekly Class Meeting” label o the course home page)

   • A group email to students via the Moodle Announcements in your course

   • Your course syllabus

Tip: Label the link clearly (e.g., “Click here to join our weekly lecture – Wednesdays @ 2:30 PM”)

Joining a Meeting (Instructors and Students)

Whether teaching live classes, holding office hours, or meeting with colleagues, Microsoft Teams makes it easy to schedule or join online meetings.

1. Joining a Meeting

You can join a Teams meeting in several ways:

Tip: Join 5–10 minutes early to check audio, video, and screen-sharing settings.

Recommended Permissions and Roles

To manage your class effectively and ensure a secure, smooth experience for everyone, it’s important to understand and configure permissions and roles within your Teams meetings and class Teams.

Each participant is assigned a role:

• Organizer: The person who created the meeting (usually the instructor)

• Presenter: Can share content, manage breakout rooms, admit people from the lobby, mute others

• Attendee: Can participate, but cannot manage meeting settings or share content (unless promoted)

Recommended Setup for Class Meetings

How to Set Roles Before the Meeting

Step-by-step:

1. Open your scheduled meeting in Teams Calendar or Outlook Calendar

2. Click “Meeting Options” (either in Teams or via Outlook calendar invite)

3. Add “Required Attendees” by name/e-mail to the meeting

4. Then click on “More Options”

5. Click on the “Search for Participants” box and select the invitees who are your co-Instructors/Presenters/TA’s

• • Add your TAs or co-instructors/organizers

  • Students will default to attendees

• Tip: If the name of your co-Instructors/Presenters/TA’s does not appear in the box above, go back into the Meeting Schedule settings and add them as “Required Attendees” first

Promote a TA to a Co-Host or Presenter

How to Change Roles During a Meeting

If needed, you can promote or demote participants during a live meeting:

1. Click People  button along the top if the Teams meeting window

1. Hover over a name

2. Click More (⋯) > Choose:

   • Make a presenter

   • Make an attendee

Meeting Settings

There are some additional meeting options in the advanced section.

Meeting Access Options

Here you can select the waiting lobby settings. If the lobby is turned on (which it is by default at UNBC) you can let invitees bypass the lobby and join the meeting without an Instructor/TA/Co-organizer having to let them in.

Participation Options

Here you can enable or disable the mic for participants. We recommend leaving the mic enabled for all attendees.

Recording & Transcription

Here you can enable automatic recording of your class or meeting – as soon as you join the meeting, it will start recording. Recording stops when you leave the meeting.