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 the 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 title box.

Add a meeting title

Step 4 - Invite attendees

To invite internal attendees:

  • In the Add required 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 Add required attendees box.
Inviting attendees to the meeting

Please note: attendees are not automatically sent a notification of this meeting. Please make sure you follow the additional steps to notify attendees about your 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.

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 Does not repeat to Every weekday, Daily, Monthly and so on.

Check the scheduling

Step 6 - Add a description

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

You may, however, wish to add a description or agenda. You just need to overtype where it says Type details of this new meeting.

Add a meeting description

Step 7 - Send your meeting invite

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

Send meeting to invitees

Please note: this will only show in the attendees calendar and they are not automatically sent a notification of this meeting. Please make sure you follow the extra steps to notify attendees about your meeting.

Step 8 - Check your calendar

Check that your scheduled meeting is now showing.

Check calendar shows meeting

Next step

You should now complete part 2 of this guidance - notify attendees about your meeting.

Please note: this is an important step and should not been missed.

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