Start a Teams meeting from your Outlook calendar in three steps
You can create a Teams meeting and send invitations to attendees without leaving Outlook. When you add a Teams meeting to your calendar, Outlook automatically generates a meeting link and includes it in the invitation email. Your attendees receive the link and can join by clicking it at the scheduled time.
The process works the same way whether you use Outlook on the web, Outlook desktop, or Outlook on your phone. The key difference is where you find the Teams option — it appears in slightly different places depending on which version you are using.
Key Takeaways
- You create a Teams meeting by opening a new calendar event in Outlook and selecting the Teams meeting option before you send invitations.
- Outlook automatically generates a unique meeting link and adds it to the invitation, so attendees do not need to do anything except click the link.
- You can add a Teams meeting to an existing calendar event by editing it and selecting the Teams option, even after you have already sent the first invitation.
- The Teams meeting link stays the same if you reschedule the meeting, so attendees do not receive a new link when you change the time.
- If you do not see the Teams option in Outlook, your organization may not have enabled Teams meetings, or you may need to sign out and sign back in.
Creating a Teams meeting in Outlook on the web
Open Outlook in your web browser and go to your calendar. Click the New event button, usually located at the top left of the page. A form will open where you can enter the meeting title, time, and attendee email addresses.
Look for a button or toggle labeled Teams meeting or Add Teams meeting. This option typically appears below the time fields or near the bottom of the event form. Click it. Outlook will add a Teams meeting link to the event details — you will see the link appear in the event description or in a dedicated field.
Fill in the attendee email addresses in the Invite attendees field, add any additional details you want in the description, and click Save. Outlook sends the invitation immediately, and each attendee receives an email with the Teams meeting link included.
Creating a Teams meeting in Outlook desktop
Open Outlook on your computer and click the Calendar tab on the left side. Click New Event or New Meeting at the top of the window. A meeting form will open.
Enter the meeting title in the Subject field. Set the date and time using the Start time and End time fields. Then look for a button labeled Teams Meeting on the ribbon at the top of the form — it usually appears in the middle section of buttons. Click it.
Outlook adds the Teams meeting link to the meeting details. You will see text that says something like "Join Microsoft Teams Meeting" with a link below it. Add attendee email addresses in the To or Attendees field, then click Send. The invitation goes out with the Teams link included.
Adding a Teams meeting to an event you already created
If you created a calendar event without a Teams meeting and want to add one later, you can edit the event. Open your calendar, find the event, and click it to open the details. Click Edit or Edit event.
Look for the Teams meeting option and click it. Outlook generates a new Teams link and adds it to the event. If you have already sent invitations, click Send update to notify attendees that the Teams link has been added. Attendees will receive a new email with the updated event details.
If you have not sent invitations yet, simply add attendee email addresses and click Send as you normally would.
What happens when you reschedule a Teams meeting
When you change the date or time of a Teams meeting in Outlook, the meeting link stays the same. Attendees do not receive a new link — the original link continues to work at the new time. This means you only need to send an update to let people know the time has changed; they do not have to do anything with the link itself.
To reschedule, open the event, change the date and time, and click Send update. Outlook sends a new invitation to all attendees showing the new time. The Teams link in the invitation is identical to the one in the original invitation.
Troubleshooting when the Teams meeting option does not appear
If you do not see a Teams meeting button or option when you create a calendar event, the most common reason is that your organization has not enabled Teams meetings in Outlook. Contact your IT department or help desk to confirm that Teams meetings are turned on for your account.
Another common cause is that you are signed into Outlook with a personal Microsoft account rather than a work or school account. Teams meetings in Outlook are typically only available with work or school accounts. Sign out of Outlook, sign back in with your work or school email address, and try again.
If you are using Outlook desktop and the Teams meeting option still does not appear, try closing Outlook completely and opening it again. Sometimes the Teams integration needs to reload. If the option still does not show up after restarting, your version of Outlook may be outdated — check for updates through your system settings or the Microsoft Store.
Joining a Teams meeting from the Outlook invitation
When you receive an Outlook invitation that includes a Teams meeting, the email will contain a link that says Join Microsoft Teams Meeting or simply shows a Teams link. Click the link at the scheduled meeting time, and your web browser or Teams app will open automatically.
If you are joining from a phone or tablet, clicking the link will open the Teams app if it is installed on your device. If the Teams app is not installed, the link will take you to a web version where you can join without downloading anything. You may be asked to enter your name before joining.
Frequently Asked Questions
Can I create a Teams meeting in Outlook on my phone?
Yes. Open the Outlook app on your phone, go to your calendar, and create a new event. Look for the Teams meeting option — on most phones it appears as a button or toggle in the event details. Tap it, add attendees, and send the invitation. The process is the same as on desktop or web.
What if I want to cancel a Teams meeting?
Open the event in your calendar, click Delete or Cancel event, and choose whether to send a cancellation notice to attendees. Outlook will send an email letting everyone know the meeting is cancelled. The Teams link will no longer work after the cancellation is sent.
Do attendees need a Teams account to join the meeting?
No. Attendees can join a Teams meeting from the link in the Outlook invitation without having a Teams account. They can join as a guest using just their name. If your organization requires sign-in, attendees may need to use a work or school account, but they do not need to have Teams installed.
Can I change the Teams meeting link after I send the invitation?
No. The Teams meeting link is generated when you add the Teams meeting option to the event and cannot be changed. If you need a different link, you would need to delete the event and create a new one. For most situations, keeping the same link and just updating the time or other details is simpler.
What if my attendees say they cannot see the Teams link in the invitation?
Ask them to check their spam or junk folder — sometimes Outlook invitations are filtered there. If they find it, they can mark the email as not spam so future invitations go to their inbox. If the email is in their inbox but the link is missing, the invitation may not have sent correctly. Edit the event, click Send update, and try sending again.