How do I set up a Microsoft Teams meeting for a conference call for three or more people using my Outlook calendar?

Issue:

I need to set up a free conference call.

Environment:

Outlook calendaring, Microsoft Teams application, on or off campus

Cause: 

Segra (telecommunications vendor) will charge a fee to enable a conference call feature. The College of Charleston has an alternative that is free for use.

Resolution:

Using a PC with Windows operating system:

1. Open Outlook
2. Click New Items
3. Click Teams Meeting
4. Add a subject in the subject field - Suggested - Conference Call
5. Set Start time and date
6. Set End time and date
7. Add email addresses of attendees in the To field

Determine how you want to manage the meeting. You have the ability to force the call attendees to wait in the lobby before being admitted into the call. If the attendees wait in the lobby, the organizer will need to admit each attendee using Microsoft Teams but this will allow the organizer the ability to see who is attending the call. You are not required to change these options, but you have the ability to manage the call in this manner.

Change the options to bypass the lobby. 

1. Click Meeting Options
2. Click the chevron next to People in my Organization to see all the options and choose one of the following

• Everyone - all members bypass the lobby (join the call using the information provided in the email without being admitted)
• People in my organization - only CofC members have the ability to bypass the lobby (join the call using the information provided in the email without being admitted)
• People in my organization and trusted organizations - some attendees will be required to be admitted into the meeting

3. Close the meeting options tab
4. Click Send

Sending the email will notify others that there is a scheduled meeting, (conference call) and will provide the attendees the information needed to attend the meeting, the phone number to dial in and the conference ID number.  Unless they are required to wait in the lobby, the caller can join the meeting, (conference call) without being admitted. If they are required to wait in the lobby, the meeting organizer will need to admit the caller before they can join in on the meeting (conference call).

Do you still need help?  Create a support ticket and someone will contact you.