Set up a virtual meeting

Follow these instructions to schedule a virtual meeting with:

  • internal attendees only (council staff)
  • just you and external attendees (such as from a partner organisation)
  • a mixture of internal and external attendees

Please note: external attendees are not required to have Teams set up on their device, they can join through a web browser, such as Google Chrome or Internet Explorer.

Step 1 - Open your Outlook calendar window

Select the calendar icon from the left toolbar menu (as shown opposite).

The calendar window will open.

Calendar window

Step 2 - Choose the date and time

Select a day and time slot for the meeting.

Top tips:
  • You can move backwards and forwards through the week view using the arrows at the top.
  • Alternatively you can select the down arrow next to the date to select a day from the dropdown calendar.
Date and time of meeting

Step 3 - Enter the meeting details

Type the meeting title in the Add a title box.

Add a meeting title

Step 4 - Invite attendees

To invite internal attendees:

  • In the Invite attendees box, type the name of the first attendee that you would like to invite (you can also type their email address). A dropdown box will appear and present a list of names.
  • Select the attendee's name from the list.
  • Repeat these steps for each internal attendee.
Inviting attendees to the meeting

To invite external attendees:

  • Type the email addresses for external attendees in the Invite attendees box.
Inviting attendees to the meeting

Data protection advice

If email addresses are entered to invite attendees, these are available for all attendees to view. Please check this will not cause any data protection issues for attendees.

External attendees

You have a number of extra options, in Outlook, to help with data protection when adding external attendees to a meeting invite.

From the 'Response options' dropdown list select 'Hide attendee list'. This will send out all invites as separate emails so the external attendees cannot see everyone who has been invited to the meeting.

Check the scheduling

To prevent the email being forwarded on to other people, untick 'Allow forwarding' from the 'Response options' dropdown list.

Check the scheduling

Please note: when an external attendee joins the meeting they will choose the name that is displayed in the meeting. Other attendees will not be able to see any other details.

Step 5 - Check the scheduling

Make sure the date and time boxes are correct for your meeting. If you need to change anything, just select the relevant box and a dropdown will appear.

Check the scheduling

If you want to hold a regular meeting, you can also change the repeat box from Never to Every day, Every week, Every month and so on.

Check the scheduling

Step 6 - Select Teams meeting

It is unlikely that you will need to add a location for your meeting as it is being carried out online.

You do need to select the Teams meeting toggle. This means that the meeting link will be added to your email invite.

Add a meeting description

Step 7 - Add a description

You may wish to add a description or agenda to your meeting invite. You just need to overtype where it says Add a description or attach documents and upload the relevant documents.

Add a meeting description

Step 8 - Send your meeting invite

Once all your meeting details have been entered, select the Send button in the top left corner.

Send meeting to invitees

Step 9 - Check your Teams calendar

Outlook syncs with Teams. Check that your scheduled meeting is showing in your Teams calendar as well as your Outlook calendar.

Check calendar shows meeting

Next

Part 2 of this guidance explains how to - join a virtual meeting.

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