Schedule Microsoft Teams Meetings from the Navigation Menu in Canvas

Important Notice: After September 15th, the Microsoft Teams Meeting option in the Course Navigation menu will be retired and a new version will be released. For this reason, we do not recommend using the following option for Summer 2025/Fall 2025 Courses

The Microsoft Teams Meetings app provides two methods to incorporate meetings into a Canvas course; The Navigation Menu and the Rich Content Editor (RCE). Each has its own conveniences. This guide will cover the Microsoft Teams Meetings app in the Navigation Menu. For steps on using Microsoft Teams in the RCE, view our written guide on the subject. The MS Teams Meetings app is a great addition to any online, hybrid course. Without leaving Canvas, course participants can:

View past and upcoming course meetings.
Schedule individual, group, or class-wide meetings for the course.
Manage settings and options for their scheduled course meetings.
Join MS Teams meetings related to the course all from within Canvas.

Follow the steps in this guide to learn how to incorporate MS Teams meetings in Canvas through the Navigation menu:

If you are an instructor, before you begin: Sync your Canvas course with Microsoft.
Open your Canvas course.
Select Microsoft Teams meetings from the Navigation menu.
Select + New meeting.
Fill in your meeting details.
- IMPORTANT: Only invited participants will be able to see the meeting information and join.
- Make sure to invite attendees so they can view and join the meeting. Instructors can use the Add entire class option to conveniently add all course participants.
Select Save.

In-Depth Walkthrough

Instructors - Before you begin, as an instructor, make sure you've synced your Canvas course with Microsoft. This process should take around a minute and is pivotal to maximizing the Microsoft Teams meetings integration in Canvas.

Step 1: Open Canvas

Within the Canvas course:

Select Microsoft Teams meetings from Course Navigation. You may be asked to sign in with your Microsoft account.
Click Sign in and you will then be redirected to the Cardinal Apps login.

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Step 2: Schedule a New Meeting

To schedule a new MS Teams meeting in Canvas, select + New Meeting.

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Note: The Microsoft Teams meetings menu in Canvas will not display any MS Teams Meetings scheduled outside of Canvas. It only displays meetings scheduled from within Canvas using the proceeding steps. Your menu may be blank at first.

Step 3: Scheduling a Meeting

In the New meeting window complete the details of your course meeting.

Give your meeting a name.
Select meeting attendees. These individuals will receive an invite and will see the meeting in their Microsoft Teams meetings area.
- Only invited participants will be able to see the meeting information and join.
- Instructors can use the 'Add entire class' option to conveniently add all course participants to the invite. To use this feature, make sure the course is synced with Microsoft.
Assign a date, time, and length to your meeting.
If your meeting repeats, change to the appropriate occurrence.
Optional: Add your meeting to an existing channel in MS Teams (not recommended)
Optional: Add a location to your meeting. By default, your meeting will be virtual and will create a link so this can be left blank.
Optional: Add details for the meeting, such as the purpose, review items, or things participants should consider before joining.

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Step 4: Saving and Viewing the Meeting

Select Save when you're ready to save and create your meeting. Your meeting will now appear for yourself and all invited course participants within the Microsoft Teams meetings tab in Canvas.

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When it's time to join the meeting, open the "Microsoft Teams meetings" tab in Canvas and select the "Join" option next to the meeting.

FAQ

Will meetings scheduled in Canvas show on my Outlook calendar?

If the meeting was scheduled from the Microsoft Teams meetings tab in Canvas, it will appear in both your and the invitees' Outlook calendars.
If the meeting was scheduled using the Microsoft Teams Meetings app in the Rich Content Editor, it will not appear in calendars outside of Canvas.

What will course participants see when they open the Microsoft Teams meetings tab?

All course participants—including instructors and students—will see a list of MS Teams meetings scheduled in Canvas that they were added to. If a participant was not invited to a meeting, it will not appear in their list. To ensure full visibility, instructors should use the Add entire class option when scheduling course-wide meetings. For small groups or individual meetings, only invited participants will see the meeting.

How can I share a link or edit meeting options?

In the Microsoft Teams meetings tab, click the three dots next to a meeting to access options like Meeting options and Copy link.

Meeting options menu

Why are course participants unable to see a meeting I scheduled?

Participants will only see meetings they were specifically invited to. Confirm that those unable to see the meeting were added during the scheduling process. Learn how to troubleshoot missing Teams meetings in the Canvas menu.

How can course participants view recordings from these meetings?

Recordings are not accessible through the Microsoft Teams meetings tab in Canvas. Instead, participants can view recordings in two ways:

The instructor can share the recording link in the Canvas course.
Participants can access recordings via the MS Teams app:
- Open the MS Teams app (desktop, browser, or mobile).
- Go to the Chat tab.
- Find the meeting in Recent and locate the recording in the chat log.

Can participants share a course recording with people outside of the course?

No. When participants open a meeting recording, the only available sharing option is Only people with existing access. This means the link will only work for course participants who were invited to the meeting.

Teams sharing restriction