How to schedule a Teams meeting from Outlook and share your screen

You don’t need to open Teams to set up a Teams meeting. Create it from your Outlook calendar and the join link is added to the invitation automatically.

New Outlook for Windows and Outlook on the web

1. Select Calendar, then New event.
2. Turn on the Teams meeting toggle.
3. Add a title, the people you’re inviting, and the date and time.
4. Select Send. The Teams join details are added to the invitation.

Classic Outlook for Windows

1. In your calendar, select New Teams Meeting on the Home tab. Or start a regular meeting and select Teams Meeting at the top of the form.
2. Add attendees, a subject and the time, then select Send.

Outlook for Mac and phones

• Mac: In Calendar, select New Event and turn on the Teams meeting toggle at the end of the Location field.
• iPhone and Android: In the Outlook app, tap Calendar, then New Event, and turn on Teams Meeting.

Changed your mind? Turn the toggle off before you send. You can’t remove Teams from a meeting after the invitation goes out, so cancel and send a new one instead.

Make every meeting a Teams meeting

In new Outlook or on the web, open Settings, then Calendar > Events and invitations. Turn on Make every meeting online and make sure Microsoft Teams is selected as the meeting provider.

Share your screen in a Teams meeting

1. In the meeting, select Share at the top of the window. On Windows you can also press Ctrl + Shift + E.
2. Choose what to show:
   • Screen shows everything on your display.
   • Window shows just one app. This is the safer choice, so nobody sees your email or other notifications.
3. Playing a video? Turn on Include computer sound so others can hear it.
4. When you’re done, select Stop sharing.

On a Mac, the first time you share, macOS asks you to let Teams record your screen. Allow it in System Settings > Privacy & Security > Screen & System Audio Recording (called Screen Recording on older macOS), then restart Teams.

Share button greyed out? The meeting organizer may need to make you a presenter.

Matter of Technology clients: Teams meeting button missing in Outlook? Submit a request and we’ll fix it.