How to schedule a meeting from Google Calendar or Outlook: one click, the link is already inside (2026)

If you searched "how to schedule a meeting" with a calendar invite in mind, the short answer for InterMIND is: connect your calendar once, then click the calendar half of New meeting — the room is created without entering it, and your calendar opens with the event already filled in: the title, the join link, the recap link. Add the people and the date, send. This guide is the full version: the one-time setup, the two ways a meeting gets onto the calendar, what "the link is permanent" changes, what someone outside the team does with the invite, and — quoted from Google's and Microsoft's help pages, checked September 2026 — how Meet and Teams schedule the same meeting.

Once: connect the calendar

1. Open Settings from the sidebar.
2. In the Calendar Integration card, click Connect next to Google Calendar or Microsoft Outlook Calendar, and sign in with that account.
3. The card shows the connected account's email. With both calendars connected, click Make default on the one you want scheduled meetings to use.

There is no provider picker on the Meetings page itself — the default set here is the calendar that opens.

Schedule a new meeting

1. On the Meetings page, the New meeting button is a split button. The main half creates a meeting and takes you straight into it. Click the calendar half — the meeting is created without entering it, and your calendar opens in a new tab with the event pre-filled: the title, the join link, and the link to the meeting's recap.
2. Add the people, pick the date — and, for a regular meeting, the recurrence — right there in the calendar.
3. Send. Everyone gets the link in the invite.

The meeting row on the Meetings page picks up the date from your calendar and follows any later change: move the event, and the row moves. Once the event is observed, the same calendar button opens it for editing. A scheduled meeting shows a live countdown for thirty minutes before it starts, and Now while it is in its window.

Put a meeting that already met on the calendar

Any meeting can be added to the calendar — including one that has already happened. Click the calendar button on the meeting's row: the calendar opens with the event pre-filled the same way, and you pick the date and the recurrence.

This is what the permanent link is for. A one-off room can become the weekly one without losing anything: the chat and every recap stay with the meeting, week after week, because it is the same room, not a new meeting each time. Rename the row if you want your own title; by default the list names the meeting after its participants.

Who gets what from the invite

• Members of your team click the link in the invite and land on the pre-join screen.
• Someone outside the team joins by the same link as a guest — no account needed. They type their name, and the host admits them. The step-by-step, and what a guest gets, is in the guide to joining a meeting.
• Everyone hears the meeting in their own language, in the speaker's own voice, and the signed-in participants get the recap in theirs afterwards — the recap link in the calendar event points at it.

Need the room right now rather than next week? The field next to New meeting accepts a contact's name or email; pick one or more people and the button becomes Meet now — it creates the meeting, sends the invites by email (plus a push notification on mobile) and puts you in the room. Capacity follows the host's plan: 50 participants on Basic, 100 on Pro, 300 on Business, 1,500 on Enterprise.

How Google Meet and Microsoft Teams schedule the same meeting

Two documented maps, quoted, with the check date. Nothing here is an evaluation.

The rows are drawn from the two help pages listed in the footer. "Not stated" means the page did not state it at check time, not that the product lacks it.

FAQ

How do I schedule an InterMIND meeting in Google Calendar or Outlook? Connect the calendar once in Settings → Calendar Integration. Then click the calendar half of New meeting: the room is created and your calendar opens with the event pre-filled — title, join link, recap link. Add the people and the date, send.

Can I make a meeting that already happened a recurring one? Yes. Click the calendar button on the meeting's row, pick the date and the recurrence. The link is permanent, so the room keeps its chat and every recap.

What happens if I move the event in my calendar? The meeting row on the Meetings page follows the calendar's date. If the calendar is disconnected, rows keep the date from the last sync until you reconnect.

Can I use both Google Calendar and Outlook? Yes. Connect both in Settings and click Make default on the one scheduled meetings should use.

Does someone outside my team need an account to join a scheduled meeting? No. They join by the same link as a guest, type their name, and the host admits them. An account is needed for the recap and the meeting's history afterwards.

Try it

• How to hand over a meeting or a channel to another host — mid-call, or when the creator leaves the company.
• Try the live demo — a real InterMIND meeting in the browser, no signup needed.
• Starting a meeting — the split button, Meet now, scheduling, the Meetings list.
• Calendar settings — connecting Google Calendar and Outlook, the default calendar.
• Calendar sync — what two-way sync gives you day to day.

Sources: Google Meet Help — Start or schedule a Google Meet video meeting, Microsoft Support — Schedule a meeting in Microsoft Teams. Vendors change their apps and documentation over time; check their pages for the current state. All facts checked September 2026.