How to Send a Teams Meeting Invite?
Inviting Someone to a Teams Meeting
Quick answer: schedule the meeting from the Teams calendar, create a Teams meeting from Outlook, or copy an existing meeting link and share it. Add each attendee's email address, check the date, time and meeting options, then select Send.
Reviewed August 2026. Microsoft changes the Teams interface regularly, but the three invitation methods and the checks below remain the same.
Which Teams Invitation Method Should You Use?
| Method | Best when | What the attendee receives |
|---|---|---|
| Teams calendar | You want to check colleagues' availability with Scheduling Assistant or Scheduler. | A calendar invitation containing the Teams join link. |
| Outlook calendar | You normally arrange meetings and manage responses in Outlook. | An Outlook calendar invitation containing the Teams join link. |
| Copy meeting link | The meeting already exists and you need to share access quickly. | A join link in an email, Teams chat or document, without a new calendar invitation. |
The written guide complements the video and lets you follow each step at your own pace. Choose the method that fits how you manage calendars and attendee responses.
Need Help with Teams Meetings and Microsoft 365?
We offer live instructor-led Microsoft 365 training for teams who want practical help with Teams meetings, collaboration, calendars and day-to-day communication.
Let us Invite Someone to a Teams Meeting
The way you should and would usually invite someone to a Teams meeting is within Microsoft Teams itself. You see Teams comes with a ready made calendar, and you can use that calendar to invite meeting attendees in just a couple of seconds.
First, you would click on the Calendar icon on the app bar on the left of the main window in Microsoft Teams.
Next, using the mouse to select the day and time of your meeting. You can see from the Teams screenshot below that I've selected one hour during Wednesday.
After you let go of the mouse, the meeting details screen will appear. Enter in the Title of the meeting.
Now click in the Add required attendees box and start entering the names of the people you want to invite to the meeting.
- If someone is outside your organisation, enter their full email address. If Teams does not allow the invitation or the attendee cannot join, ask your Microsoft 365 administrator to check the organisation's external meeting and anonymous-join policies.
You can see above that Joshua Fortiscue is busy so we can use the Scheduling Assistant within Teams to find out when he will be available to attend the meeting.
Select the Scheduling Assistant tab at the top of the meeting details screen. In newer Teams interfaces, Microsoft may label this view Scheduler.
In the Scheduling Assistant you can see when an attendee has free time. For instance, in the case of Joshua you can see that he has time in the afternoon the same day.
Note that we can't see whether or not a meeting attendee who is outside our organisation has free time. We don't have access to their calendar. That is why when you invite somebody from outside your organisation to teams, when you view the Scheduling Assistant you see lines in place of their appointments.
Once you have established free time, click the Details tab at the top of the meeting details screen.
Note that the attendee, Joshua Fortiscue, is now shown as being free for the meeting.
Also note that the times for the meeting have been updated.
After having decided on who you will invite to your meeting you can now fill in the remaining details.
Select "All day" should this meeting be an ongoing event such as a seminar or exhibition.
Use the Does not repeat drop-down list if the meeting will be held regularly. You can then choose the appropriate interval, such as weekly at the same time.
If the meeting only applies to a certain channel within Teams then you can choose the channel you want to add the meeting to. If you want to keep this meeting open to people from different Teams then leave this blank.
Entering the Teams Meeting Details
Enter the meeting information in the section labelled Type details for this new meeting. You might include an agenda and links to relevant documents. Use the formatting options to add colour, bulleted or numbered lists where they make the invitation easier to scan.
Select Send and Teams will send the meeting invitation to the attendees.
But what if you don't know who's going to be attending your meeting. I often have this problem when I'm conducting training courses on behalf of other companies. They would like to set up the Teams meeting and invite attendees etc. But I still want to be the meeting organiser. To accomplish this you can send a link to someone inviting them to your Teams meeting.
How to Send a Link to Someone Inviting Them to a Teams Meeting?
Sometimes, all you want to do is to know how to send a link to someone inviting them to a Teams meeting. If that's the case then you should know that Teams meetings use links so outside people, also known as guests within Teams, can attend.
Open the meeting, choose Share and then Copy join link. Some Teams versions label this option Copy meeting link.
Once the link to the Teams meeting has been copied, you can then paste it wherever you want. Just a little bit of advice, the link looks quite long and cumbersome. So it might be an idea to use some hyperlink text, also known as anchor text, to make the link to the Teams meeting look that little bit more professional.
Schedule a Teams Meeting Using Outlook
If you manage your diary in Outlook, you can schedule the Teams meeting there and keep the invitation and attendee responses in your Outlook calendar. Our Outlook training courses cover practical calendar and meeting workflows.
- Open Outlook.
- Open the Calendar in Outlook.
- Select the day and time for the meeting.
- Click on the New Teams Meeting button at the top of the ribbon.
Once you've invited someone to a Teams meeting, you'll want to use the Teams PowerPoint Presenter view. This way you can make sure that you PowerPoint presentations in Microsoft Teams are top notch.
Where to go from here?
Why not check out our Microsoft Teams training courses to make sure you and your team are getting the best out of this amazing bit of software.
If you want to check the latest controls, see Microsoft's current Teams meeting scheduling guidance.
Microsoft Teams Meeting Invite FAQs
Can I invite someone outside my organisation?
Yes. Add their full email address to the invitation. Whether they wait in the lobby or can join through a browser depends on your organisation's meeting policies.
Does an attendee need Microsoft Teams installed?
Not always. Depending on the organiser's settings, an attendee may be able to join through a supported web browser without installing the Teams app.
How do I copy a Teams meeting link?
Open the scheduled meeting in the Teams calendar, choose Share and then Copy join link. Some Teams versions label this Copy meeting link. Paste the link into an email, Teams chat or document.
How do I add or resend a Teams meeting invitation later?
Open the meeting in your Teams or Outlook calendar, add or correct the attendee's email address, then select Send update. Check the prompt carefully because you may be able to send the update only to added or removed attendees.
Why can an external attendee not join my Teams meeting?
First check that the invitation contains the correct meeting link and email address. If the link works but access is blocked, ask your Microsoft 365 administrator to check guest access, anonymous-join and lobby policies.