Frequently Asked Question

The Outlook for Windows app has MS Teams integration. This allows for the creation of online meeting links when scheduling appointments or sending out meeting invitations. All attendees will be provided with the same link so that they may attend virtually. This allows for meetings and appointments to be either hybrid (in-person + online) or online only.

NOTE: MS Teams integration is only available for the Outlook for Windows app, and not the web-based version which is accessible at https://mail.cuesd.com (called Outlook for Web). If you want to leverage Teams integration then you must use the more feature-rich Windows application which is only available on computers running Microsoft Windows.

Step 01) From a Windows computer, launch the Outlook for Windows program. An icon for Outlook is typically located along the taskbar located at the bottom of the screen. If for some reason you don't have this icon in the taskbar, click the [Start] button in the bottom-left corner (or bottom-center if using Windows 11) and find and click the Outlook for Windows icon within the list of programs. Click the icon to start the program.

NOTE: This would also be a good time to "pin" the Outlook icon to your taskbar if it's not already there. After Outlook for Windows has started, the program's icon will appear in the taskbar at the bottom of the screen. Simply right-click this icon and select the [Pin to taskbar] option.

Step 02) Within Outlook for Windows, select Calendar mode by clicking the calendar icon in the bottom-left corner of the program.

Step 03) Once in Calendar mode, in the upper-left corner you will find a Teams Meeting section with two icons: [Meet Now] and [Teams Meeting].

Most people will simply use the [Teams Meeting] drop-down to create a calendar entry with an associated Teams meeting ID and link.

For example, when selecting the [Schedule Meeting] option above, the calendar entry below will be created. This calendar entry automatically includes a meeting link (URL), meeting ID, and a session passcode.

You would fill out this calendar entry just like any other--so add a Title, add Required Attendees, add Optional Attendees, set Start and End times, and select a Location (note that for hybrid meetings you would select something other than "Microsoft Teams Meeting").

Once you click the [Send] button, all attendees will receive your invitation and inside of it will be a copy of all Teams information that is required to join the meeting virtually. This will pop-up as a reminder within their calendars so they may quickly join when it becomes necessary to do so.

Additional Details

When creating a new calendar entry, the icons in the Teams Meeting section at the top of the window will be different--these new available options are [Join Teams Meeting], [Meeting Options], and [Don't Host Online].

The [Join Teams Meeting] icon allows you to immediately join the Teams meeting that was created for this calendar entry. This option will likely have limited utility, but might be useful for invitations that are sent out 30-60 minutes in advance of the actual meeting. This would allow the host to start the session, begin preparing the meeting, view people waiting in the lobby, and perform other tasks as needed before the scheduled start time.

The [Meeting Options] icon can be very useful and will allow you to customize the parameters of your meeting. The screenshot below shows some of the available options. The top setting, "Who can bypass the lobby?", is a powerful control that will allow certain invitees to join the meeting early (perhaps to help prepare and/or set up).

When the drop-down menu button is clicked, the options in the picture below appear. One example of how this might be used is to select the "People who were invited" option. This would allow all people who received an invitation from you directly to join the meeting without having to wait in the lobby. Anyone else accessing the meeting by alternate means--via a code or general link/URL and not via direct invitation--would have to wait in the lobby until the official start of the meeting.

The [Don't Host Online] icon simply removes any Teams meeting information that was generated for the current appointment or meeting invitation.