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

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