Are you teaching a class that will be in multiple campuses at once? If so, this guide will help you set up recurring meetings in Teams throughout the semester, so you and your techs never have to search far to get connected! 


Here are the general steps below:


  1. Launch Microsoft Teams: Log in to your work account if needed.
  2. Access the 'Meet' App: On the left-hand side of Teams, you will see various tabs (such as Activity, Chat, Teams, Calendar, etc.). Click on the ellipses ('...') to open the search for apps. Scroll down or search for the 'Meet' app, then click on it. This will open the meeting management interface within Teams.

  3. Create a New Meeting: In the top right corner of the screen, you should see a purple/blue '+ New Meeting' button. Click that button.
  4. Customize Meeting Settings: A 'New Meeting' pop-up will appear. Make sure you are in the correct time zone (UTC-05:00 Eastern Time).
    • Add Title: I recommend creating a title that uses the class name and section code (e.g., MAT-***-SST*).
    • Add Required Attendees: If you received this link via an announcement email, please add the people listed in the email as required attendees. This ensures that we receive emails with the meeting link, and our calendars will automatically reflect the meeting times. IMPORTANT NOTE: We must be attendees before you can add us as co-organizers.
  5. Add Students as Attendees (Optional): You may also add your students as required or optional attendees if you want them to receive the meeting link to join remotely. If you wish for them to attend in person only, and not through Teams, do NOT add them to the meeting. You can share the link with them later if necessary (e.g., snow days, shutdowns, etc.).
  6. Set Date and Time: For the date, choose the first day of your course and set the meeting time accordingly. If your course meets at very different times on different days, it is best to set up separate meetings for each time.
    • For instance, if you meet on Mondays and Wednesdays from 11 AM to 11:50 AM, and on Tuesdays and Thursdays from 1:00 PM to 2:15 PM, you would create two separate Teams meetings—one for the Mon/Wed schedule and another for the Tues/Thurs schedule.
    • However, say you meet on Mondays and Wednesdays from 11 AM to 11:50 AM, and on Tuesdays and Thursdays from 11 AM to 12:15 PM. Since the times are close enough, you can schedule one meeting from 11 AM to 12:15 PM on all four days and end the call earlier on days when it's needed.
  7. Set Recurrence: Set the meeting to repeat weekly on the days your course meets. The end date should correspond to the final day of your course. Then click 'Save.'
  8. Additional Settings: You do not need to add a channel, but you can add a location and description if you wish; however, only the attendees you have added will see this information.
  9. Lobby Bypass: On the right-hand side of the screen, there are some additional options. One is "Who can bypass the lobby?" The lobby is a holding area where those who join are forced to wait for manual admission into the call if they do not have permission to bypass it. 
    • Allowing people in your org and guests to bypass the lobby means anyone joining with a @mitchellcc.edu email joins the call automatically without needing manual admission. However, they must sign in to Microsoft Teams using their .edu email address. You can change this to your preferences.
    • Keep in mind that you will want Assistant Techs and probably most students to enter automatically. The organization in question is "Mitchell Community College."
  10. Session Recording: If you want to record and automatically transcribe the meeting, that option is available. As soon as the call starts, it will start recording.
  11. Select Co-Organizers: IMPORTANT!
    • Click the 'More Options' link under the recording toggle as seen in the previous picture above.
    • Scroll down to "Roles," and in the "Choose Co-Organizers" box, add those you would like to make organizers. The email sent to you will have the names/emails you would need to make Co-Organizers for your class this semester. Being given Co-Organizer rights grants us the same permissions as you during the meeting, allowing us to use the same settings and features that you would.
    • Please then click 'Apply.'
  12. Save the Meeting: In the top-right corner of the New Meeting pop-up, click the purple 'Save/Send' button to create the meeting.

When it’s time for your class, log into your Teams account on the desktop computer in the classroom (and on your tablet/laptop if you are streaming from that device). 

You will find the meeting on your Teams calendar, and the person assisting remotely will do the same, as it will also be on their calendar (if you added them as an attendee). 

Both the student tech and you will need to join the meeting on the room desktops in order to use the room technology. Please ensure that the audio outputs and microphones are set up correctly in Teams.


If you wish to stream from another device, you will then rejoin the call (Do not leave the classroom desktop call! Yes, Teams will allow this) from that new device, mute the mic and camera on that new device, and share 
that device's screen. You must still use the desktop so both classrooms can see and hear each other through the classroom technology, as your personal device is not connected to the room's microphones and cameras. 


Attached below are two files: the printable instructions found in the rooms themselves and a PDF with a more visual walkthrough. These are additional resources for your convenience. Please utilize them to best smooth out the usage of the rooms.


If you have any questions or would like a personal demo before classes start, please reach out to:


Austin Fetzer at [email protected] or by phone at 704-878-3300. 

Please leave a voicemail if I do not pick up, as I might be in a meeting.