How to schedule a call on Teams: the complete guide for business users

02/12/24 Wavenet
Schedule a call on Teams

Whether you're coordinating a remote team, managing clients, or collaborating across departments, knowing how to schedule a call on Teams is essential for staying productive in a modern digital workplace.

Microsoft Teams isn’t just a chat tool — it’s a fully integrated collaboration platform. Scheduling your calls within Teams ensures your meetings are organised, trackable, and synchronised with your Microsoft 365 calendar.

Why learning how to schedule a call on Teams matters

Microsoft Teams brings together chat, file sharing, meetings, and calling into one unified workspace. Scheduling directly in Teams helps businesses:

  • Streamline collaboration with fewer emails
  • Ensure calendar accuracy with Outlook sync
  • Use automated Teams meeting links
  • Maintain meeting history, recordings, and files in one place

How to schedule a call on Teams - step-by-step

1. Open Microsoft Teams

Launch Microsoft Teams on your desktop or browser and sign in using your Microsoft 365 work or school credentials.

2. Go to the calendar tab

Select Calendar in the left-hand menu. It mirrors your Outlook calendar and shows all upcoming meetings.

3. Click “New meeting”

In the top-right corner, click New Meeting. This opens a scheduling form.

4. Enter meeting details

Fill in the following fields:

  • Title: A clear, descriptive meeting name
  • Attendees: Add colleagues or external contacts via email
  • Date & Time: Set your meeting slot
  • Location: Leave as “Microsoft Teams Meeting” (it adds the join link)
  • Details: Add an agenda, documents, or notes

This step is the core of how to schedule a call on Teams. Every attendee will receive a calendar invite with the join link included.

5. Send the invite

Click Send. The meeting will appear on everyone’s calendar, complete with the Teams meeting link.

Bonus: schedule a Teams call from Outlook

If you're already in Outlook, you can also schedule a call:

  • Go to Calendar > New Teams Meeting
  • Add attendees, time, and details
  • Click Send

This works seamlessly with the same functionality as in Teams.

Best practices for scheduling Teams calls

  • Use clear, actionable titles
  • Include agendas or relevant documents
  • Use the Scheduling Assistant to avoid conflicts
  • Enable reminders and recordings if needed
  • Follow up with notes or outcomes post-call

Common questions

Can I invite people outside my organisation?
Yes - simply enter their email address and Teams will send them a link they can use without signing in.

Can I make it recurring?
Absolutely. Use the “Repeat” dropdown to make your call daily, weekly, or custom recurring.

Can I schedule a call on mobile?
Yes - the Teams mobile app has a full-featured Calendar tab.

Need help with Microsoft Teams? We can help

We help businesses streamline communication and collaboration with Microsoft 365 and Teams. Whether you need help with Teams Phone System, training, or license optimisation, we’re here to support your journey.

Conclusion

Knowing how to schedule a call on Teams is a foundational skill for anyone working in today's digital-first world. With just a few clicks, you can book, manage, and join calls - whether you're across the office or across the globe.

Make Teams your productivity hub - and let us help you make every meeting count.

 

For more information on Teams, visit: https://www.wavenet.co.uk/microsoft/microsoft-teams-premium 

For more information on external voice calling from Microsoft Teams, visit: https://www.wavenet.co.uk/solutions/teamslink-and-collaboration 

Find out more about Microsoft 365 here: https://www.wavenet.co.uk/cloud-and-modern-workplace/microsoft-365 

Speak to our experts today to get started with Microsoft Teams the right way.

Unified Communications & Voice, Microsoft, Articles, Microsoft Teams

Latest blogs

See all posts
Placeholder thumbnail
Boardroom vs breach: 20 questions every IT leader should be asking about cyber security

Cyber threats are evolving faster than most organisations can keep up. Between new attack techniques, expanding digital estates, and the cyber skills shortage, even well-equipped IT teams are struggling to stay ahead. It’s no longer enough to tick compliance boxes or to simply deploy the latest tools. Real security starts with asking the right questions and acting on the answers. That’s why we’ve created Boardroom vs Breach, a 20-question self-assessment designed to help IT leaders and those responsible for cyber-security take a clear-eyed look at your current security posture, highlight blind spots, and spark critical conversations at board level. Why this matters The cost of a cyber breach isn’t just downtime – it’s trust, reputation, compliance fines, and lost revenue. Yet many companies don’t know if their defences are actually up to the task – do you? These 20 questions aren’t about theory; they reflect real-world weak points that we see every day. If you can’t answer them confidently, we can help. The 20 questions you need to answer Visibility & monitoring Do you have complete visibility of your IT assets? What visibility do you have into incidents and events across your infrastructure? How do you manage your security tooling? How many different tools are you running — and are they working together? Are your systems and endpoints patched regularly? Our advice: Gaining complete visibility starts with consolidating event data, automating alerts, and ensuring continuous oversight across your entire estate. Take a look at: Security Information and Event Management Vulnerability Management Managed Detection and Response Threat detection & response What happens if an incident occurs after hours? How do you find out? Who responds? When was your last penetration test? How regularly do you conduct them? What protections are in place for endpoints, email, and networks? What level of visibility do you have into potential breaches? Do you work with a partner that offers 24/7/365 response and real-world support? Our advice: Improve threat visibility and reduce response times by combining real-time monitoring with expert-led incident analysis and containment. Take a look at: 24/7/365 Managed Detection and Response Incident Response Retainers Penetration Testing and Red Teaming Cloud & modern IT risk Do you use public cloud services? Are you confident in how they’re secured? How do you manage and secure user devices remotely? What vendors are you currently relying on — and are they right for your risk profile? How do you secure your network beyond the firewall? Our advice: Extend visibility beyond the traditional perimeter by applying cloud-native monitoring, endpoint telemetry, and policy-based access control. Take a look at: Cloud Security Assessments Secure Access Service Edge (SASE) Endpoint Detection and Response (EDR) People, process & planning How are your users trained to detect attacks such as phishing? Do you have access to expert help in a crisis? What cyber expertise exists in-house — is there a dedicated security leader? How do you create a positive security culture, not just rules? What threats are most relevant to your industry? Are you meeting required regulations and compliance standards? Our advice: Build better situational awareness by aligning people and processes with continuous monitoring and clearly defined escalation paths. Take a look at: Security Awareness Training Virtual CISO Services Compliance and Risk Consulting And a bonus question, with potentially the most worrying answer of all… What would a breach cost your business — financially and operationally? Putting it all together While individual solutions can address specific security challenges, working with a trusted managed services and security partner ensures cohesive, round-the-clock support across every aspect of your cyber security posture — delivering greater efficiency, resilience, and long-term value. We work with IT and security leaders across all sectors to assess risk, build resilient cyber strategies, and deliver comprehensive protection that scales with your business. From real-world penetration testing to 24/7/365 threat detection, cloud security, and expert consultancy, we’re your trusted partner in securing the ‘now’ — and preparing for what’s next.

Read more

Stay service-savvy

Get all the latest news and insights straight to your inbox.