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How to send a Microsoft Teams meeting invite

There are two types of meetings that you can create in Microsoft Teams; scheduled meetings, or meetings that are happening now. Both types of meetings are visible in the channel when they are active i.e., users can tell by looking if a meeting is going on.

If you’ve started or schedule a meeting in Microsoft Teams, you can share a link to it with whomever you want to invite. This is a manual process where you have to individually send a link to everyone. An easier way to invite multiple people to a meeting, scheduled or otherwise, is to send a Microsoft Teams meeting invite.

Send a Microsoft Teams meeting invite

The process for sending a Microsoft Teams meeting invite for a scheduled meeting, and meeting that is happening now is similar. With a scheduled meeting, you can invite users directly when you’re scheduling it or after the fact once the meeting has been set up.

1. Send a Microsoft Teams meeting invite – Meet now

Sending a Microsoft Teams meeting invite when the meeting is live will require that you use an email client or service. You can use any email client or service of your choice.

  1. Go to the meeting and click the more options button at the top and select Meeting details. 
  2. Click Copy join info button.
  3. Compose a new message in your email client/service.
  4. Enter all recipients in the ‘To’ field.
  5. Paste the clipboard content into the message and send it.

2. Send a Microsoft Teams meeting invite – Scheduled meeting

With a scheduled meeting, there are more ways to send an invite.

Microsoft Teams meeting invite

You can send an invite to a scheduled meeting when you set it up.

  1. Open Microsoft Teams.
  2. Go to the Channel you want to schedule the meeting in.
  3. Click the meeting icon and select Schedule meeting.
  4. Enter details for the meeting.
  5. Enter participants or users you want to invite in the ‘Add required attendees’ field.
  6. Send the invite and everyone will get an email inviting them to the meeting.

Microsoft Teams meeting invite – Email

Use this method to invite users to a scheduled meeting after you’ve scheduled it or to invite users who are not in your Microsoft Teams contacts.

  1. Open Microsoft Teams.
  2. Go to the Calendar tab.
  3. Click the meeting and select Edit.
  4. Copy the meeting details from the body.
  5. Paste the details in an email and send it.

Microsoft Teams meeting invite – Add participants

You can add additional participants to a meeting after you’ve created it. They will get an invite to the meeting like everyone else.

  1. Open Microsoft Teams.
  2. Go to the Calendar tab.
  3. Click the meeting and select Edit.
  4. Go to the Scheduling Assistant tab.
  5. Click add required attendees.
  6. Enter the name/email of users you want to invite.
  7. Click ‘Send Update’ at the top right.

Conclusion

Sending an invite to a meeting isn’t hard if you know where to find information for it. The information is already formatted so that when you send it over email, you won’t have HTML code problems. Participants can use the link to join a meeting from the desktop or from their phone.

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