Office Hours in Microsoft Teams allow faculty and staff to create dedicated time slots where students or colleagues can drop in for questions and support. This guide covers two primary methods for setting up Office Hours: recurring meetings and appointment-based scheduling.

Method 1: Set up a Recurring Office Hours Meeting

Using Microsoft Teams or Outlook Calendar

1. Open Microsoft Teams or Outlook Calendar.
2. Click "New Meeting" (Teams) or "New Event" (Outlook).
3. Fill in the meeting details:
   • Title: "Office Hours – [Your Name or Course Name]"
   • Date and Time: Choose your recurring time slot
   • Click "Does not repeat" and change it to "Custom" to select specific weekdays and times
   • Leave the attendees field blank (or add specific students if needed)
4. If using Outlook, click "Add online meeting" to generate a Teams meeting link.
5. Add a description such as: "Drop in for any questions or help. No appointment needed. Waiting Room is enabled – I'll admit you when I'm free."
6. Click "Save" to create the meeting.
7. Copy the meeting link and place it in course announcements or share with students.

Method 2: Use Microsoft Bookings for Appointment Scheduling

This option is ideal when you want students to book specific time slots during your office hours.

1. Go to Microsoft Bookings in your browser.
2. Click "Create a booking page".
3. Set your availability (e.g., Monday/Wednesday 1–3 PM).
4. Configure meeting duration (e.g., 15 or 30 minutes).
5. Customize required fields such as "Course" or "Topic".
6. Share the booking link with students so they can schedule appointments. Each meeting will be a private Teams meeting.

Recommended Meeting Settings for Office Hours

To ensure smooth operation and privacy, configure these settings for your Office Hours meetings:

Configuring Meeting Options

1. Open the meeting in Teams or Outlook after creation.
2. Click "Meeting options" (link near the meeting join information).
3. In the browser tab that opens, configure:
   • "Who can bypass the lobby?" → Select "Only me"
   • "Allow mic for attendees?" → Select "Yes"
   • "Allow camera for attendees?" → Select "Yes"
   • "Record automatically?" → Configure based on your privacy requirements
4. Click "Save" to apply the settings.

Sample Calendar Invite Template

Use this template when creating your Office Hours meeting:

Title: Office Hours – Dr. Smith (ENG 101)
Location: Microsoft Teams Meeting
Occurs: Every Tuesday & Thursday, 2:00–3:00 PM
Meeting Link: [Insert Teams link]

Description: Drop in any time during the hour with questions or concerns about the course. Waiting Room is enabled. I'll admit students one at a time to ensure individual attention. No appointment necessary.

Frequently Asked Questions

Students are stuck in the lobby. What should they do?

Students should wait patiently as instructors typically admit one person at a time to ensure individual attention. They have not been forgotten.

Students can't find the meeting link. Where should they look?

Direct students to check course announcements, calendar invites, or the course management system. If the link is still unavailable, they should email the instructor directly.

Can students join from mobile devices?

Yes, students can download the Microsoft Teams app and use the meeting link to join from their mobile devices.

Will other students see or hear individual questions?

No, when using the lobby feature and admitting students individually, this creates a one-on-one consultation format where other students cannot see or hear the conversation.

Best Practices

• Enable the lobby/waiting room feature to control access and ensure privacy
• Post clear instructions about your Office Hours format in course announcements
• Consider setting specific time limits for individual consultations if demand is high
• Test your meeting settings before the first Office Hours session
• Provide alternative contact methods for technical issues

Need Additional Support?

This guide aims to provide useful information, but as technology changes, interfaces or steps might vary. Please use the Comment button to let us know if anything differs from your experience. Your feedback helps us keep this information accurate. Thank you!