How to Start a New Meeting in Teams in 2026: 5 Methods Explained

Why You Should Understand the Different Ways to Start a Teams Meeting

When most people first use Microsoft Teams, they look for the "New Meeting" button. But they soon discover that there's more than one way to create a meeting: from the calendar, directly from a chat, from Outlook, or even by starting an instant meeting without scheduling.

If you only know one method, you might get stuck in situations like "I need to meet right now," "I need to invite external participants," or "I need to sync my calendar with Outlook."

This article covers the five most common ways to start a new meeting in Teams and explains when each method is most suitable.

Before You Start a New Teams Meeting, Understand These 4 Key Points

1. Are You Using the Desktop App, Web Version, or Outlook?

The Teams desktop app and web version offer largely the same features, but the interface layout may differ slightly. If you prefer managing your calendar in Outlook, adding a Teams meeting directly from Outlook will feel more natural.

2. Are the Meeting Participants Inside or Outside Your Organization?

To invite internal team members, you can usually just type their names. For external participants, you'll need to enter their full email addresses, and they may join as guests.

3. The Difference Between Scheduled and Instant Meetings

Scheduled meetings are ideal for setting up a time in advance; they automatically appear on the calendar and send out invitations. Instant meetings are perfect for impromptu discussions—no need to set a time beforehand, but you'll have to share the link with participants on the spot.

4. Does the Meeting Need to Recur?

If it's a weekly check-in or a project sync, consider creating a recurring meeting to avoid sending invitations every time. You can set the recurrence frequency in the Teams calendar.

Method 1: Adding a Meeting from the Teams Calendar

This is the most standard way to create a meeting and works well for meetings scheduled in advance.

Here's how:

1. Open Teams and select "Calendar" on the left side.
2. Click "+ New meeting" in the top-right corner.
3. Enter the meeting title, start time, and end time.
4. In the "Add required attendees" field, type participant names or email addresses.
5. Optionally, add a channel or include meeting details.
6. Click "Send" to send out the meeting invitation.

Once created, the meeting will appear in your Teams calendar. If you also use Outlook, the two calendars usually sync automatically.

Method 2: Adding a Teams Meeting from Outlook

If Outlook is your primary work hub, this method will feel more familiar.

Before you start, make sure the Teams app is installed on your computer and that you've opened it at least once. After that, restart Outlook, and the Teams add-in should appear in the calendar view.

Here's how:

1. Open Outlook and go to "Calendar."
2. Click "New Teams Meeting."
3. Enter the meeting name, time, and attendees.
4. The meeting body will automatically include the Teams meeting link.
5. Click "Send" to complete the invitation.

The advantage of this method is that the invitation goes out as a regular Outlook email, so attendees can simply click the link in the email to join.

Method 3: Creating a Meeting Using the Teams Web Version

If you don't have Teams installed on your computer, or if your company restricts software installations, you can use the web version instead.

Here's how:

1. Go to https://www.office.com and sign in.
2. Click "Teams."
3. If prompted, select "Use the web app instead."
4. In the Teams web version, click "Calendar" on the left.
5. Click "+ New meeting," fill in the meeting details, and send.

The web version has slightly fewer features than the desktop app, but you can still create meetings, join meetings, and make calls. It's handy for temporary use or when you're on the go.

Method 4: Starting an Instant Meeting from a Group Chat

If you're already chatting with a group and want to switch to a voice or video call without scheduling, this is the way to go.

Here's how:

1. Open a group chat.
2. Click the "Video call" or "Audio call" button in the top-right corner of the chat window.
3. The meeting starts immediately, and group members receive a notification.
4. Others can see the meeting has started in the chat list and click "Join" to enter.

This method is perfect for impromptu discussions. When the last person leaves the meeting, group members will get a notification that the meeting has ended.

Method 5: Using "Meet Now" to Start an Instant Meeting

If the people you want to meet with aren't in the same group chat, but you need to start a meeting right away, use "Meet Now."

Here's how:

1. Open Teams and select "Calendar" on the left.
2. Click "Meet now" in the top-right corner.
3. On the pre-meeting screen, click "Start meeting."
4. Once the meeting starts, click "People" or "Share invitation."
5. Notify others via the link or email to join.

This feature is ideal for situations where you need to bring multiple people together on the fly without scheduling in advance. You can add participants at any time after the meeting begins.

4 Common Issues When Starting a New Meeting

1. The "New Teams Meeting" Button Is Missing in Outlook

This usually happens when the Teams app isn't installed, or you haven't restarted Outlook after installing it. First, make sure Teams is installed on your computer, then fully close Outlook and reopen it.

2. External Participants Can't Join the Meeting

External participants need to join as guests. When inviting them, enter their full email addresses, and they'll receive a guest invitation. Some organizations may restrict external guests; if you can't resolve it, contact your IT admin for help.

3. The Teams Web Version Lacks Some Features

The web version lets you create meetings, join meetings, and use basic calling features, but some advanced settings may only be available in the desktop app. If you need the full feature set, consider installing the desktop version.

4. The Meeting You Created Doesn't Show Up on the Calendar

First, double-check that you clicked "Send" or "Save." If you created it from Outlook, also verify that Outlook and Teams are using the same account. Meetings won't sync across different accounts.

Summary: Which Method Is Best for You

• For scheduled, formal meetings: Use the Teams calendar or Outlook.
• For impromptu discussions with an existing group: Start a video call directly from the group chat.
• For instant meetings without a group: Use "Meet Now."
• If you don't have Teams installed: Use the web version.

We recommend getting comfortable with at least two methods: "Adding a meeting from the Teams calendar" and "Starting a meeting from a group chat." That way, you'll be prepared for most everyday work scenarios.

References

• — Desktop Version User Guide — Teams Meetings
• Start an Instant Meeting in Microsoft Teams | Microsoft Support
• How to Start an Online Meeting in Teams – Webleader International KS010S Microsoft Cloud Knowledge Base
• Join a Teams Meeting - Microsoft Support
• Schedule a Meeting in Microsoft Teams - Microsoft Support