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Last Updated · November 28, 2023

How to Set up a Microsoft Teams Meeting?

how to set up a Teams meeting

Over the past several years, almost every desk worker has participated in a Microsoft Teams meeting. But you should know how to set up teams meeting rather than just attending an existing call. If yes, then you should use this manual. You probably already know how beneficial Microsoft Teams meetings can be if you've ever needed to maintain a high level of cooperation but have yet to meet with the appropriate people in person. Teams enable individuals to communicate wherever they are, whether students, employees, or distant family members.

This manual will assist you in how to set up a Microsoft teams meeting. It should also assist you in becoming familiar with the various Microsoft Teams meeting configurations and the tools available to you before, during, and after a meeting. Here is a starting point for setting up a team meeting. If you currently use Teams, go to the area that applies to you the most below:

Prerequisites for Setting up a Teams Meeting

Microsoft Teams is available on various platforms, including Windows, Mac, iOS, and Android. To set up a Microsoft Teams meeting, you will need the following:

  • A Microsoft account or an Office 365 account
  • Microsoft Teams installed on your computer or device
  • An internet connection
  • A webcam and microphone (optional but recommended for video meetings)

Bonus Tip: The Best 4K Webcam for Microsoft Teams Meetings

Before answering how you set up a meeting on teams, care to buy a high-quality webcam, fast Internet, and a professional laptop for a seamless experience.

A high-quality webcam noted for its small size and 4K video resolution is the OBSBOT Tiny 2. It is appropriate for various applications, including online meetings, streaming, and video recording, and works with video conferencing programs like Microsoft Teams, Zoom, and Skype.

OBSBOT Tiny 2 webcam has a few essential characteristics, including:

  • 1/1.5'' CMOS: This sensor allows for superior light capture, resulting in sharper, clearer visuals even in challenging lighting conditions.

  • Up to 4K video resolution: Four times greater than Full HD, the webcam's video resolution (3840 x 2160) helps record footage. This makes it perfect for streaming and high-definition video conferencing.
  • Auto low-light correction: The camera supports automatic low-light correction, which enables it to change the exposure and white balance in dimly lit environments to provide well-lit and clear video.
  • Voice/ Gesture Control: You can easily use gesture and voice to control Tiny 2 to zoom in/out, select/cancel target, etc.
  • Wide-angle lens: The webcam's wide-angle lens enables you to take pictures with a broad field of vision. This is perfect for catching a gathering of people or tiny areas.
  • Small and lightweight: The compact webcam makes it convenient to use while on the road.

It is a fantastic option for anyone who wants a high-quality streaming or video conferencing webcam.

How to Set up a Microsoft Teams Meeting on a Desktop/Laptop?

Follow these steps to describe how to set up a Microsoft Teams meeting on a desktop/laptop in detail.

Step 1. Launch Microsoft Teams and select "Meetings"

Step 2. Schedule a new meeting

Here are the detailed steps for scheduling a new meeting in Microsoft Teams:

  1. Click on the "Calendar" icon in the left sidebar.
  2. Click on the "New Meeting" button in the top right corner of the calendar.
  3. Fill in the details of your meeting, such as the subject, date and time, and duration.
  4. Invite attendees by typing their names or email addresses in the "To" field.
  5. Click on the "Send" arrow to send out the invitation.

Your attendees will receive an email invitation with a link to enter the meeting at the designated time. When it's time for the meeting, you can start it by clicking on the "Join" button in the email invitation or by going to the "Calendar" tab in Teams and clicking on the meeting.

Step 3. Set up audio and video options

To set up audio and video options in Microsoft Teams, do as follows:

  1. Click on your ... close to the profile picture in the window's top right corner, then click on "Settings" in the drop-down menu.
  2. In the "Settings" window, click on the "Devices" tab on the left.
  3. Under the "Audio" and "Video" sections, you can select your preferred devices for audio and video input and output.

You can adjust audio and video settings by clicking on the "Advanced options" link, such as the microphone and speaker volume, under each section. Also, choose whether to use the computer's microphone and camera or an external device.

Please note that it's able to have the meeting automatically start in video mode or audio-only mode.

Step 4. Start the meeting

To start a meeting in Microsoft Teams, follow these steps:

  1. Go to the "Calendar" tab in the left sidebar.
  2. Find the meeting you want to start in the calendar and click on it.
  3. Click on the "Join" button in the top right corner of the meeting window.

Alternatively, you can start a meeting by clicking on the "Meet Now" button in the bottom right corner of the Teams window. This will create a new ad-hoc meeting that you can invite people to.

Step 5. Use meeting controls

There are various controls and features available in Microsoft Teams meetings that you can use to manage and interact with your attendees. Some of the most common ones are:

  • Mute/unmute: You can use the mute button to silence your microphone during the meeting. This is useful if you need to take a break or are in a noisy environment. You can unmute your microphone by clicking on the mute button again.
  • Video on/off: You can use the video on/off button to turn your webcam on or off during the meeting. This is useful if you want to show your face to the other attendees or if you want to focus on the screen.
  • Screen sharing: You can use the screen sharing feature to share your screen with the other attendees. This is useful if you want to show them a presentation or if you want to collaborate on a document.
  • Chat: You can use the chat feature to send messages to the other attendees during the meeting. It is useful if you want to ask a question or if you want to share a link or file.
  • Record: You can use the record button to start recording the meeting. This is a useful feature if you want to save the meeting for later or if you want to share it with others who could not attend.
  • End meeting: You can use the end meeting button to end the meeting and disconnect all the attendees. This is useful when the session is over or if you need to end it early.

Note that the meeting host has additional controls, such as admitting or removing participants and starting or stopping recordings.

How to Set up a Teams Meeting in Outlook?

Depending on your organization's support, you can use Outlook for Windows or Outlook on the Web to plan an online meeting using Microsoft Teams. You will include the phone number and conference ID in the online meeting request if your account is set up for dial-in conferencing.

Here’s how to set up a Teams meeting in Outlook.

Step 1. Go to your calendar in Outlook by opening it.

Step 2. Choose New Team Meeting under the Home tab.

Step 3. You can add online meeting details by choosing Teams Meeting. The add-in will be set up automatically if your company utilizes Microsoft Teams.

Step 4. As necessary, enter the meeting's details, including attendees.

Step 5. Choose Send.

For Outlook on the web

  • Visit the new event form, select Team Meeting, and turn it on.
  • Once the invite is sent, the meeting join details will be visible.


  • Select Scheduling Assistant from the Meeting option to pick a time that works for everyone.
  • When you create a Skype meeting, you may adjust the meeting parameters using Meeting Options.


That’s all about how to set up a Teams meeting quickly with the most manageable steps. Finally, we recommend you try and go for a high-end camera setup like that of OBSBOT Tiny 2 for a better and brighter experience.