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Create a Teams meeting and ensure the room is invited

Creating a meeting

A Teams meeting can be created in the Outlook calendar or the Teams calendar (if available).  If including a meeting room:

  • If using the client floor meeting rooms:  contact Guest Relations or book via Concierge to ensure the room is available then add it to your Outlook Teams meeting appointment.
  • If using internal meeting rooms: create the Outlook Teams meeting, invite the room and check the scheduler that the room is available.
Create from Teams Calendar
  1. Open Teams and select Calendar.
  2. Click either New meeting or select the date and time slot for your meeting.
    The new meeting displays:



  3. Add the meeting title and check date and time.

    Note: If you are booking Client meeting rooms, book in Concierge or check with Guest services for the available Teams meeting rooms for your meeting.

    For recurring meetings
    1. Do steps 1-3 above. 
    2. Add room/s but do not add attendees.
    3. Send the invitation. If any room/s are declined:
      1. open individual appointment
      2. invite another room
      3. send the invitation until all rooms have been accepted.
    4. Open the series and invite the participants.
    5. Do steps 9-13 below.
  4. Add attendees.
  5. Click in the Location field and select your required office eg, Sydney and the converted Teams rooms will display:



  6. Select your Teams room to add it to the Location field.  Add any additional rooms in other offices.
    Note: If this is a recurring meeting, send the meeting to the rooms only. 
  7. Send your Teams meeting.

    The prompt Do you want to update the location... displays:



  8. Click Yes
  9. Click above the Join Microsoft  Teams Meeting section and add other relevant details to the message eg, agenda
  10. Click the Meeting Options link to review meeting settings such as who remains in the lobby.



    The meeting options displays:



  11. Refer to this Microsoft article for Option details.
  12. Click Save when done.
  13. Click Send to invite your participants to the meeting.
Create in Outlook
  1. Open your Outlook Calendar.
  2. Click on the New Teams Meeting button.

  3. Complete Title (subject), Required participants, Start and End time, message content, etc.
  4. Add your rooms using the Location field

    The prompt Do you want to update the location... displays:
  5. Click Yes if internal meeting, strong>No if client meeting
    1. client meetings - allocated rooms will be added to the Required field after selecting 'No' to the above. eg BNE 26-01; SYD 28-02 will need to stay in this field and the Location field should contain the Allens office address e.g. Allens office, Level 26, 480 Queen Street, Brisbane. This will avoid an updated invite being sent if the meeting room is changed by Guest Relations.
    2. internal meetings - You may consider adding multiple rooms to view availability and remove those not required after checking the Scheduling Assistant.
  6. Click above the Join Microsoft  Teams Meeting section and add other relevant details to the message eg, agenda
  7. Click the Meeting Options link to review meeting settings such as who remains in the lobby.

    The meeting options displays:



  8. Refer to this Microsoft article for Option details.
  9. Click Save when done.
  10. Click Send to invite your participants to the meeting.