Outlook 2016 For Mac Automatically Add Meetings From Itinerary

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— In your desktop version of Outlook 2019 or 2016, click File Options Add-ins. Next, under Manage, make sure that COM Add-ins is selected, and then click Go. In the COM Add-ins dialog box that opens, make sure that OneNote Notes about Outlook Items is selected. Mar 20, 2020  After Webex Productivity Tools is installed, the Cisco Webex menu appears in the Microsoft Outlook window. The following commands are available from the Cisco Webex menu in Outlook:. Meet Now: Starts an instant meeting in your Personal Room that you can start at any time, without having to schedule the meeting in advance.

The Teams Meeting add-in lets users schedule a Teams meeting from Outlook. The add-in is available for Outlook on Windows, Mac, web, and mobile.

Teams Meeting add-in in Outlook for Windows

The Teams Meeting add-in is automatically installed for users who have Microsoft Teams and either Office 2010, Office 2013 or Office 2016 installed on their Windows PC. Users will see the Teams Meeting add-in on the Outlook Calendar ribbon.

Note

  • There are additional considerations if your organization runs both Teams and Skype for Business. Under some circumstances, the Teams add-in is not available in Outlook. See Upgrade from Skype for Business to Teams for details.
  • User permissions to execute the Regsvr32.exe file is a minimum requirement for the Teams Meeting add-in to be installed on the computer.
  • If users do not see the Teams Meeting add-in, instruct them to close Outlook and Teams, then restart the Teams client first, then sign in to Teams, and then restart the Outlook client, in that specific order.
  • If you are using an Office Outlook installation from the Microsoft Store, the Teams Meeting add-in isn't supported. Users who require this add-in are advised to install Click-to-Run version of Office, as outlined in Office on Windows 10 in S mode article.

Teams Meeting add-in in Outlook for Mac

The Teams Meeting button in Outlook for Mac will appear in the Outlook for Mac ribbon if Outlook is running production build 16.24.414.0 and later and is activated with an Office 365 client subscription.​

The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send.

Teams Meeting add-in in Outlook Web App

The Teams Meetings button in Outlook Web App will appear as part of new event creation if the user is on an early version of the new Outlook on the web. See the Outlook Blog to learn about how users can try the early version of the new Outlook on the web.

The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send.

Teams Meeting add-in in Outlook mobile (iOS and Android)

The Teams Meeting button shows up in latest builds of the Outlook iOS and Android app.

The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send.

Teams Meeting add-in in and FindTime for Outlook

FindTime is an add-in for Outlook that helps users reach a consensus on a meeting time across companies. Once the meeting invitees have provided their preferred times, FindTime sends out the meeting invite on the user's behalf. If the Online meeting option is selected in FindTime, FindTime will schedule a Skype for Business or Microsoft Teams meeting. (FindTime will use whichever has been set by your organization as the default online meeting channel.)

Note

If you saved a Skype for Business setting in your Findtime dashboard, FindTime will use that instead of Microsoft Teams. If you want to use Microsoft Teams, delete the Skype for Business setting in your dashboard.

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See Schedule meetings with FindTime for more information.

Authentication requirements

The Teams Meeting add-in requires users to sign in to Teams using Modern Authentication. If users do not use this method to sign in, they'll still be able to use the Teams client, but will be unable to schedule Teams online meetings using the Outlook add-in. You can fix this by doing one of the following:

  • If Modern Authentication is not configured for your organization, you should configure Modern Authentication.
  • If Modern Authentication is configured, but they canceled out on the dialog box, you should instruct users to sign in again using multi-factor authentication.

To learn more about how to configure authentication, see Identity models and authentication in Microsoft Teams.

Enable private meetings

Allow scheduling for private meetings must be enabled in the Microsoft Teams admin center for the add-in to get deployed. In the admin center, go to Meetings > Meeting Policies, and in the General section, toggle Allow scheduling private meetings to On.)

The Teams client installs the correct add-in by determining if users need the 32-bit or 64-bit version.

Note

Users might need to restart Outlook after an installation or upgrade of Teams to get the latest add-in.​

Teams upgrade policy and the Teams Meeting add-in for Outlook

Customers can choose their upgrade journey from Skype for Business to Teams. Tenant admins can use the Teams co-existence mode to define this journey for their users. Tenant admins have the option to enable users to use Teams alongside Skype for Business (Islands mode).

When users who are in Island mode schedule a meeting in Outlook, they typically expect to be able to choose whether to schedule a Skype for Business or a Teams meeting. In Outlook on the web, Outlook Windows, and Outlook Mac, users see both Skype for Business and Teams add-ins when in Islands mode. Due to certain limitations in the initial release, Outlook mobile can only support creating Skype for Business or Teams meetings. See the following table for details.

Coexistence mode in the Teams admin centerDefault meetings provider in Outlook mobile
IslandsSkype for Business
Skype for Business onlySkype for Business
Skype for Business with Teams collaborationSkype for Business
Skype for Business with Teams collaboration and meetingsTeams
Teams onlyTeams

Other considerations

The Teams Meeting add-in is still building functionality, so be aware of the following:

  • The add-in is for scheduled meetings with specific participants, not for meetings in a channel. Channel meetings must be scheduled from within Teams.
  • The add-in will not work if an Authentication Proxy is in the network path of the user's PC and Teams Services.
  • Users can't schedule live events from within Outlook. Go to Teams to schedule live events. For more information, see What are Microsoft Teams live events?.

Learn more about meetings and calling in Microsoft Teams.

Troubleshooting

Use the following steps to troubleshoot issues with the Teams Meeting add-in.

Teams Meeting add-in in Outlook for Windows does not show

If you cannot get the Teams Meeting add-in for Outlook to install, try these troubleshooting steps.

  • Windows 7 users must install the Update for Universal C Runtime in Windows for the Teams Meeting add-in to work.
  • Check that the user has a Teams Upgrade policy which enables scheduling meetings in Teams. See Upgrade from Skype for Business to Teams for more details.
  • Check that the user has a Teams Meeting policy that permits the Outlook Add-in. See Manage meeting policies in Teams for more details.
  • Ensure the user has the Teams desktop client installed. The meeting add-in will not be installed when only using the Teams web client.
  • Make sure the user has permission to execute regsvr32.exe. For more information review https://support.microsoft.com/help/249873/how-to-use-the-regsvr32-tool-and-troubleshoot-regsvr32-error-messages
  • Ensure that all available updates for Outlook desktop client have been applied.
  • Follow these steps:
    • Restart the Teams desktop client.
    • Sign out and then sign back in to the Teams desktop client.
    • Restart the Outlook desktop client. (Make sure Outlook isn't running in admin mode.)

If you still don't see the add-in, make sure that it isn't disabled in Outlook.

  • In Outlook, choose File and then Options.
  • Select the Add-ins tab of Outlook Options dialog box.
  • Confirm that Microsoft Teams Meeting Add-in for Microsoft Office is listed in the Active Application Add-ins list
  • If the Teams Meeting Add-in is listed in the Disabled Application Add-ins list, select COM Add-ins in Manage and then select Go…
  • Set the checkbox next to Microsoft Teams Meeting Add-in for Microsoft Office.
  • Choose OK on all dialog boxes and restart Outlook.

For general guidance about how to manage add-ins, see View, manage, and install add-ins in Office programs.

If the add-in still does not show, use the following steps to verify the registry settings.

Note

Incorrectly editing the registry may severely damage your system. Before making changes to the registry, you should back up any valued data on the computer.

  • Launch RegEdit.exe
  • Navigate to HKEY_CURRENT_USERSoftwareMicrosoftOfficeOutlookAddins
  • Verify TeamsAddin.FastConnect exists.
  • Within TeamsAddin.FastConnect, verify LoadBehavior exists and is set to 3.
    • If LoadBehavior has a value other than 3, change it to 3 and restart Outlook.

Delegate scheduling does not work

If your administrator has configured Microsoft Exchange to control access to Exchange Web Server (EWS), a delegate won't be able to schedule a Teams meeting on behalf of the boss. The solution for this configuration is under development and will be released in the future.

Home > Sample chapters

  • By Joan Lambert
  • 2/3/2016
Contents×
  1. Schedule and change meetings

Schedule and change meetings

A primary difficulty when scheduling a meeting is finding a time that works for all the people who need to attend it. Scheduling meetings through Outlook is significantly simpler than other methods of scheduling meetings, particularly when you need to accommodate the schedules of several people. Outlook displays the individual and collective schedules of people within your own organization, and of people outside of your organization who have published their calendars to the Internet. You can review attendees’ schedules to locate a time when everyone is available, or have Outlook find a convenient time for you.

You can send an Outlook meeting invitation (referred to as a meeting request) to anyone who has an email account—even to a person who doesn’t use Outlook. You can send a meeting request from any type of email account (such as an Exchange account or an Internet email account).

The meeting window has two pages: the Appointment page and the Scheduling Assistant page. The Appointment page is visible by default. You can enter all the required information directly on the Appointment page, or use the additional features available on the Scheduling Assistant page to find the best time for the meeting.

The Appointment page of a meeting window

The Room Finder is open by default on the right side of each page of the meeting window. This handy tool helps you to identify dates and times that work for the greatest number of attendees, in addition to available locations. The monthly calendar at the top of the Room Finder indicates the collective availability of the group on each day, as follows:

  • Dates that occur in the past and nonworking days are unavailable (gray).
  • Days when all attendees are available are Good (white).
  • Days when most attendees are available are Fair (light blue).
  • Days when most attendees are not available are Poor (medium blue).

Managed conference rooms that are available at the indicated meeting time are shown in the center of the Room Finder. At the bottom of the Room Finder pane, the Suggested Times list displays attendee availability for appointments of the length of time you have specified for the meeting.

Selecting a date in the calendar displays the suggested meeting times for just that day. (Scheduling suggestions are not provided for past or nonworking days.) Clicking a meeting time in the Suggested Times list updates the calendar and the meeting request.

People you invite to meetings are referred to as attendees. By default, the attendance of each attendee is indicated as Required. You can inform noncritical attendees of the meeting by marking their attendance as Optional. You can invite entire groups of people by using a contact group or distribution list. You can also invite managed resources, such as conference rooms and audio/visual equipment, that have been set up by your organization’s Exchange administrator.

A meeting request should have at least one attendee other than you, and it must have a start time and an end time. It should also include a subject and a location, but Outlook will send the meeting request without this information if you specifically allow it. The body of a meeting request can include text and web links, and you can also attach files. This is a convenient way to distribute meeting information to attendees ahead of time.

The secondary page of the meeting window is the Scheduling Assistant page, if your email account is part of an Exchange Server network. Otherwise, the secondary page is the Scheduling page, which doesn’t include the Room Finder feature.

If you’re organizing a meeting for a large number of people, you can view collective information about their schedules on the Scheduling or Scheduling Assistant page

The Scheduling and Scheduling Assistant pages include a group schedule that shows the status of each attendee’s time throughout your working day. Outlook indicates your suggested meeting time on the group schedule. If free/busy information is available for meeting attendees, the status is indicated by the standard free/busy colors and patterns that match the legend at the bottom of the page. If no information is available (either because Outlook can’t connect to an attendee’s calendar or because the proposed meeting is further out than the scheduling information stored on the server), Outlook shows the time with gray diagonal stripes. The row at the top of the schedule, to the right of the All Attendees heading, indicates the collective schedule of all the attendees.

You can change the time and duration of the meeting to work with the displayed schedules by selecting a different time in the Start Time and End Time lists, by dragging the vertical start time and end time bars in the group schedule, or by clicking the time you want in the Suggested Times list.

Outlook tracks responses from attendees and those responsible for scheduling the resources you requested, so you always have an up-to-date report of how many people will attend your meeting. The number of attendees who have accepted, tentatively accepted, and declined the meeting request appears in the meeting header section when you open a meeting in its own window.

You might find it necessary to change the date, time, or location of a meeting after you send the meeting request, or to add or remove attendees. As the meeting organizer, you can change any information in a meeting request at any time, including adding or removing attendees, or canceling the meeting. Meeting attendees receive updates. Changes to meeting details are tracked so that attendees can quickly identify them.

To open a new meeting window

  1. Do any of the following:

    • On the Home tab of the Calendar module, in the New group, click New Meeting.
    • On the Home tab of any module, in the New group, click New Items, and then click Meeting.
    • In any module, press Ctrl+Shift+Q.

To create a meeting request

  1. Open a new meeting window.
  2. In the To box, enter contact information for the attendees.
  3. In the Subject box, enter an identifying name for the meeting.
  4. In the Location box, enter the meeting location. If your organization uses Skype for Business, you can click the Skype Meeting button on the Meeting toolbar to enter Skype meeting information in the Location box and content pane.
  5. In the Start time row, enter or select a date and time. Outlook automatically sets the End Time to a half hour after the start time.

  6. In the End time row, enter or select a date and time. A meeting can span overnight or across multiple days.

  7. Verify the meeting details, and then click the Send button to add the meeting to your calendar and send the meeting request to the attendees.

To identify times that colleagues are available for meetings

  1. On the Meeting tab, in the Show group, click the Scheduling Assistant button. The All Attendees list on the Scheduling Assistant page includes you and any attendees you entered in the To box. The icon next to your name, a magnifying glass in a black circle, indicates that you are the meeting organizer. The icon next to each attendee’s name, an upward-pointing arrow in a red circle, indicates that he or she is a required attendee.

  2. If necessary, scroll to the bottom of the Room Finder to display the Suggested times list. The times shown are based on your schedule and the schedule information that is available for the attendees.
  3. To add attendees, enter their email addresses in the All Attendees list, and then press Tab to update the Suggested Times list in the Room Finder.
  4. If you need to change the meeting time or duration, you can do so by dragging the start time and end time bars on the group schedule or by entering times in the boxes below the group schedule.
  5. Click the Appointment button in the Show group to return to the Appointment page, which reflects the current attendees and meeting times.
  6. Verify the meeting details, and then click the Send button to add the meeting to your calendar and send the meeting request to the attendees.

To edit a meeting request

  1. Open the meeting window for editing.
  2. If the meeting is one of a series (a recurring meeting), Outlook prompts you to indicate whether you want to edit the meeting series or only the selected instance of the meeting. Click Just this one or The entire series.
  3. Modify the date, time, notes, options, or attendees. Then click the Send Update button.

  4. If you modified the attendees, Outlook prompts you to specify whether to send updates to all attendees or only to the changed attendees. Click one of the following to send the meeting updates:

    • Send updates only to added or deleted attendees
    • Send updates to all attendees

To cancel a meeting or a meeting occurrence

  1. Select the meeting on your calendar, or open the meeting window.

  2. Do either of the following:

    • On the Meeting tool tab, in the Actions group, click the Cancel Meeting button.
    • On the Meeting Series tool tab, in the Actions group, click the Cancel Meeting button, and then click Cancel Occurrence or Cancel Series.

    A meeting window containing cancellation information opens.

    Cancelling a meeting removes it from attendees’ calendars

  3. Do either of the following:

    • In the meeting header, click the Send Cancellation button. Outlook sends an updated meeting request to the attendees and removes the meeting from their calendars.

      If you change your mind about cancelling the meeting, click the Close button (X) at the right end of the message window title bar. Outlook reminds you that you haven’t sent the cancellation and provides options. In the message box that appears, click Don’t cancel the meeting and close, and then click OK.

      You can’t cancel a meeting without notifying the attendees

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