How Do I - Create a meeting

Who can use this feature?

  • Full Access Members, Partners, and State Owners: can create and/or change meetings.

Full Access Members, Partners, and State Owners

Always invite people using their GovTEAMS account if they have one. This ensures that both their agency email and their GovTEAMS calendar receive the invitation. As the organiser you will need to invite your agency email to ensure you receive a calendar invite.

  1. Open Microsoft Teams desktop or Teams on the web and log in with your GovTEAMS account.
  2. Select the calendar icon from the left hand rail.
  3. Select New Meeting.
  4. Enter a Title.
  5. Begin typing the name of the individual you wish to invite. Teams will display a drop-down menu containing all GovTEAMS members matching the entered name. Select their name from the provided options. If there are no matches, please enter their full email address.
  6. Set the meeting schedule by specifying a date and time or use the scheduling assistant.
  7. Fill in the remaining details and save your changes.

 


Video:

 

Video: Create a Meeting (no audio)

 

Downloadable Resources:

 

Frequently Asked Questions (FAQ)

 

I do not see my calendar in Microsoft Teams

You must be a Full Access member, Partner, or State owner to create meetings. If you are a GovTEAMS guest and want to be able to create your own meetings, you can apply for a Partner membership. Please visit our Partner membership page for more information.  

 

Once a meeting is created in Teams, who has the ability to modify it if I’m unavailable?

When a meeting is created in Microsoft Teams, only the meeting creator/organiser is able to reschedule the meeting. 

Co-organisers can update meeting details but cannot reschedule a meeting.

What settings can be changed in meetings?

Meeting options can be changed to add structure to your meetings and to control the level of interactivity attendees have. They can be changed before, during or after the meeting.

The following options can be changed: 

  • Who can bypass the lobby. 
  • Join and leave announcements. 
  • Co-organisers (note: co-organisers cannot reschedule meetings). 
  • Who can present. 
  • Allow Camera and microphone. 
  • Record automatically. 
  • Meeting chat availability. 
  • Reactions. 
  • Language interpretation. 
  • Attendance reports.

 

meeting options

What is the difference between meetings, webinars, and town halls?

Meeting:

Use when: You need real-time collaboration and interaction among a small group of team members or stakeholders.

Ideal for: Daily stand-ups, project meetings, brainstorming sessions, team collaboration, client consultations, and small group discussions where immediate feedback and collaboration are required.

Webinar:

Use when: You need to deliver a presentation or training to a large audience with limited interaction.

Ideal for: Educational seminars, product demonstrations, marketing presentations, and training sessions where one or more presenters share information with a large audience, and participants mainly listen or watch without active participation.

Town Hall:

Use when: your need to produce an event for a large audience.

Ideal for: Auditorium style events.

How many people can join a meeting?

Meetings: up to 300

Webinars: up to 1,000 interactive participants

Town Halls: up to 10,000

Who can be invited to meetings?

Anyone can be invited to a GovTEAMS meeting regardless of whether they have a GovTEAMS membership. 

Note: When inviting meeting attendees, it is recommended to use their GovTEAMS username, if available. Inviting a person's GovTEAMS username will automatically include their agency or work email address as well.

I am the meeting organiser; how do I ensure the meeting displays in my work/agency calendar?

As the meeting organiser you should always make sure you invite your agency/work email address. This ensures that the meeting will be added to your work calendar. 

Note: When inviting meeting attendees, it is recommended to use their GovTEAMS username, if available. Inviting a person's GovTEAMS username will automatically include their agency or work email address as well.

Can I create a meeting that can be rescheduled by others?

Yes. You need to create a group/community meeting using Outlook Online.  Group meetings can be rescheduled and administered by all members of your community. They are similar to channel meetings in Microsoft Teams, but you have the flexibility to choose whether to invite community members. 

Please see the Outlook online section of the Meetings - Guide.

Can I add a calendar delegate?

Yes. Outlook Online can be used by delegates, such as Executive Assistants, to manage your  GovTEAMS meetings and calendar. Adding someone as a delegate will allow them to view your GovTEAMS calendar and create, respond to, and modify meetings on your behalf. The delegate must be a registered GovTEAMS member. 

Please see the Outlook online section of the Meetings - Guide.

Can I set the meeting classification?

Yes, when you create a meeting using Outlook Online you will be prompted to set the security classification. Once set, the meeting classification cannot be changed. 

If you create a meeting in Microsoft teams, the security classification will default to OFFICIAL: Sensitive and cannot be changed.

Please see the Outlook online section of the Meetings - Guide.

Can I use Creately in a meeting?

Yes, you will need to share your Creately workspace with meeting attendees prior to the meeting. If they don’t have a GovTEAMS account (Member, Partner or Guest) they will need to create one at least one hour before the workspace can be shared with them. GovTEAMS guests will also need to create a Creately account at least one hour after they have created their GovTEAMS guest account. 

For more information on using Creately please see our Creately guide.