What to think about when organizing a Teams meeting?

TeamsinviteOf course we all know how to schedule a Teams meeting in Teams and how to do it in Outlook. 

Over the past few weeks I have found out that there is a preference for one or the other. And, there’s more!

Teams or Outlook?

If you are scheduling a meeting with people from your organization, Teams is the fastest option. You do not have to think to make it a Teams meeting (although I saw on the Roadmap that soon, meetings scheduled in Outlook will be Teams meetings by default) and you can also select a channel to meet in.

Teamsinvite-quickanddirty
The invitation from Teams – quick and dirty

However, if you want to invite people from outside your organization, you’d better use Outlook.

  1. 👎 You will need to toggle that Teams Meeting switch (for now)
  2. 👍 You can prohibit forwarding (although that appears only to work for Microsoft email users)
  3. 👍 You can hide the email addresses from others, which may be a privacy requirement
  4. 👍 You can add an attachment, such as instructions on how to join. (Found this on LinkedIn the other day – does anyone know where it lives? How to join a Teams Meeting – as a guest)
  5. 👍 Outlook can auto-complete external email addresses if you have used them before
Teamsthinkabout-outlook
Outlook simply has more options when you use it for invitations to a Teams meeting.

Of course those benefits go for internal meetings as well, but they are extra useful for externals.

Do I schedule it myself or can I ask someone else?

In my organization many departments have a group mailbox. It is quite common for the department secretary to organize the meetings on demand, from the group mailbox, in Outlook. My colleague and I also use our group mailbox to schedule our webinars in Outlook, as group mailboxes do not have a license and hence no Teams to schedule it from.

The first time we forgot to invite ourselves, which meant we did not have the meeting in our agenda and we could not get into the meeting from Teams. 🙂  Of course we quickly sorted that out, but you may want to tell people to always invite everyone with their personal account.

The organizer does not have to attend the meeting per se. As long as there is at least one presenter (from the host organization) to let people from the lobby into the meeting, the meeting can proceed.

However, only the organizer can

Teamsorg-endmeeting
“End meeting” is only visible for the organizer.

So: yes, someone else can schedule the meeting for you, but if you need any form of special control, it is best if you schedule the meeting yourself!

You may be able to change some of this behaviour by changing the meeting policies in the Teams admin center but to be honest, I have not dived into that yet.

Any other suggestions?

What are your top tips for scheduling Teams meetings?

 

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