This article will show you how to use Outlook desktop, Outlook web application, and Teams calendar to send a Teams meeting to an external guest. External users will be able to join the meeting through a link sent to their email address. Guests can participate, share, and even present. Read the description for each path and choose the one that meets your needs.
Outlook desktop application
Use this option if you are more familiar with Outlook desktop applications rather than the web version. This option will create a separate chat group in Teams. The group will have any notes, files, participants, and recordings of the meetings accessible in the chat group.
This chat group is only accessible to the participants in the meeting invite and is not affiliated with any Team you are a member of. This option is great for meetings that do not apply to an entire Team.
External guests will not be able to access the notes, files, and recordings after the meeting. If they need this information, they will have to be sent a copy of the information to their email address.
The steps below use Microsoft Outlook for Office 365 desktop application. If you are using another version of Office, the layout may be slightly different.
Open Outlook desktop application and go to the Calendar screen.
Double click on any date to open the Event window.
Click on the Event tab in the ribbon and click the Teams Meeting button.
Type in your meeting Title and add the Required and Optional participants. You will add any internal SSD employees or external email addresses here.
Pick you Start and End date and time and type in any details for the meeting in the body above the Join Microsoft Teams Meeting link.
All participants added will receive an email with a calendar invitation. In the email and invitation is the Join Microsoft Teams Meeting link. All users will click on this link to access the meeting.
Outlook web application
Use this option if you are more familiar with Outlook web application rather than the desktop version. This option will create a separate chat group in Teams. The group will have any notes, files, participants, and recordings of the meetings accessible in the chat group.
This chat group is only accessible to the participants in the meeting invite and is not affiliated with any Team you are a member of. This option is great for meetings that do not apply to an entire Team.
External guests will not be able to access the notes, files, and recordings after the meeting. If they need this information, they will have to be sent a copy of the information to their email address.
Open Outlook web application in your browser and go to the Calendar screen.
Double click on any date to open the Event window.
Click on the Add online meeting drop down and select the Teams meeting option.
Be careful not to select the Skype meeting option. Skype is Microsoft's previous meeting application before Teams. SSD does not use Skype, but Microsoft has yet to remove the application from the drop down. If you accidently choose Skype, you must delete your meeting and create a new meeting.
Type in your meeting Title and add the Required and Optional participants. You will add any internal SSD employees or external email addresses here.
Pick you Start and End date and time and type in any details for the meeting in the body.
The Join Microsoft Teams Meeting link does not appear in the body until after you send the invitation.
All participants added will receive an email with a calendar invitation. In the email and invitation is the Join Microsoft Teams Meeting link. All users will click on this link to access the meeting.
Teams calendar desktop or web
Use this option if you want your Team to have access to the notes, files, participants, and recordings of the meetings. Using the Teams calendar allows you to choose a Team and channel to post this meeting to.
This meeting will be posted in the channel you select and be available for everyone in the Team to join, even if you did not add them as required attendees. This option is great for when the meeting can be for everyone one the team and you want all the content saved in your Team.
External guests will not be able to access the notes, files, and recordings after the meeting. If they need this information, they will have to be sent a copy of the information to their email address.
Open Teams desktop or web application in your browser and go to the Calendar app.
Double click on any date to open the New meeting window.
Type in your meeting Title and add the Required attendees. You will add any internal SSD employees you want to get an Outlook invitation or external email addresses here.
Pick you Start and End date and time and type in any details for the meeting in the body.
If you want to add the meeting to a Team channel, you may select the Add channel box. Browse through the Teams you have available to you and select a channel within the appropriate Team.
If you add a channel to a New meeting, then everyone in the Team will receive an email notification that an event has been added. Only use this option if you want everyone in the Team to know there is a meeting.