This article outlines how BU Staff and students can create scheduled instances of Microsoft Teams meetings appointments, and then distribute them ahead of time to attendee recipients.
Open your Desktop version of Outlook and switch to the calendar view
Select New Teams Meeting at the top of the view
Note: Even if you begin by selecting New Meeting or New Appointment, you can make it a Teams meeting by selecting Teams Meeting at the top of the new event form
Add your invitees to the Required or Optional field(s) - you can even invite entire contact groups (formerly known as distribution lists)
Add your meeting subject, location (if applicable), start time, and end time
Create your message. The body of the message should already contain the Teams meeting link, similar to the image below:
Select Send
PLEASE NOTE: The functionality for a BU Staff User to create a new Teams scheduled meeting on another staff user's shared (Ie Delegated) calendar currently does not work at this time. You will likely receive an error stating "Sorry, but we cannot connect to the server right now". This is because of a limitation in the current software.
The only workarounds at this current juncture is for either:
- the person 'hosting' the meeting to be the one to actually create the Teams scheduled meeting in their own Outlook calendar, or
- Generate another meeting software solution connection info (typically Zoom), and enter the online meeting info into the appointment on the delegating staff's calendar. Specifically For BU Staff, you may contact [email protected] to request individual scheduled meeting sessions if you do not already manage a BU-based Zoom account for generating scheduled online meetings.