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Pro Tip: Teams and Outlook Meetings Best Practices

Microsoft Teams and Outlook have some useful features that make meetings seamless and efficient. Here are some best practices to try when you host or participate in meetings so that you can save time and enjoy meeting online. 

Share your calendar with your immediate team members 

You and your team’s calendars are private by default, to view your team member’s schedule in Outlook, you’ll have to share your calendars with each other. You can do this in Outlook by clicking on the “Share Calendar” tab in your home calendar navigation bar. 

Watch the video 

Use the scheduling assistant to host a meeting

When you’re creating a meeting, you’ll want to choose a time that works best for all participants. There’s a couple ways to determine the best time. First, you can schedule via Outlook on your calendar by using the “Scheduling Assistant.” The ”Scheduling Assistant” provides time slots that work for all meeting participants.

Alternatively, you can also schedule a meeting through Teams. Teams will also share some suggested available times. 

Watch the video

There isn’t much difference between scheduling on Teams or Outlook apart from the aesthetic. However, there are a couple of benefits to scheduling on Teams: 

  1. You won’t have to remember to add a Teams meeting link.
  2. You can send materials to the attendees via Teams right after you create the event. 

Send materials to meeting attendees via Teams 

Once a meeting is created, make it a habit to share an agenda, documents or other useful materials with the participants. An easy way to do this is to send a message via Teams with all the necessary information.

When you go to the meeting in your Teams’ calendar, it will bring up a group chat with all of the meeting  participants. This is a useful way to centralize all the meeting information.  

Watch the video

Use Team’s App Integrations during the meeting 

Teams has many different apps to help us track to-dos, illustrate ideas, or collaborate in a more seamless way. To view a comprehensive list of the apps available in Teams, click on the three dots on the left-hand side of your Teams window. You can also see some of our recommendations in our previous Microsoft tip post here. 

Too Long; Didn’t Read

Share your calendars with your immediate team members, use the “Scheduling Assistant” and brief participants through the Teams chat prior to the meeting. Use Teams apps during the meeting to help communicate your ideas and to track action items. 

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