The StarLeaf Scheduler for Office 365 (‘O365’) allows all O365 users in an organization to schedule video meetings directly from their O365 client and Outlook web version.

For instructions on how to install the StarLeaf Scheduler and connect it to your calendar, go to Install the Scheduler for Office 365.

How to schedule a meeting

If you do not have the StarLeaf Scheduler installed, see Install the StarLeaf Scheduler.

You can schedule a meeting directly from your O365 calendar:

  1. Click New event.

  2. Click the StarLeaf Scheduler icon in the top right-hand corner of the event window.

  3. Complete the details of your meeting as you normally would.

  4. Click Send. Invitees receive an invite by email.

Additional meeting options

When you create a StarLeaf meeting, there are some additional options for your meeting.

Record meeting: If your organization has purchased the recording solution, you can choose to record the meeting. For more information about the recording solution, go to StarLeaf recording.

Video layout: This determines the layout of the video panes for the meeting participants and shared content. For a full description of the different layouts available, go to Meeting layouts.

Spotlight: This feature is useful for large meetings where only one or a few people will be talking or presenting, but where there are many participants who want to view and listen. For more information, go to Spotlight meetings.

Keep people on hold until: Choose to have your meeting start when a second person joins, or only when the meeting organizer joins.

Live stream to external platform: You can choose to live stream the meeting on a third-party platform such as YouTube or Vimeo. For more information, go to Live streaming.

About meeting invites

When a meeting is scheduled, each person receives a meeting invite by email which provides instructions for all the different ways of joining a StarLeaf video meeting:

  • Using StarLeaf app
  • From a web browser
  • Using phone audio and browser video
  • From a meeting room system (StarLeaf, Cisco, Polycom, etc.)
  • From Skype for Business

Disable auto-creation of Teams meetings

Your Outlook event settings may have a default set which causes all meetings to be created as Teams meetings. If you are using StarLeaf to create and join meetings, you can disable this default in your Office 365 browser version, your Office 365 on Windows desktop, or macOS.

Office 365 browser version

  1. In your O365 calendar, go to Settings.
  2. Select View all Outlook settings.
  3. Go to the Calendar tab > Events and invitations.
  4. Untick Add online meeting to all meetings.
  5. Select Save.

Your calendar events will no longer become Teams meetings by default.

Office 365 on desktop

  1. In your O365 client on Windows, go to File > Options
  2. Go to Calendar
  3. Untick Add online meeting to all meetings
  4. Click OK

Your calendar events will no longer become Teams meetings by default.

Office 365 on macOS

On macOS:

  1. Go to Preferences > Calendar
  2. Untick Add online meeting to all meetings

Your calendar events will no longer become Teams meetings by default.

For admins only:

Admins can update the global default using the commands below.

Install the Microsoft Exchange online powershell

Install-Module -Name ExchangeOnlineManagement

Then connect to Exchange and turn off OnlineMeetingsByDefaultEnabled:

Import-Module ExchangeOnlineManagement
Connect-ExchangeOnline -UserPrincipalName <username>
Set-OrganizationConfig -OnlineMeetingsByDefaultEnabled $False

About delegated calendars

The StarLeaf Scheduler for O365 supports delegated calendar functionality. If you have permissions to edit another person’s calendar, you can schedule a StarLeaf meeting on their behalf.

To use delegation, both people must have the StarLeaf Scheduler connected to their StarLeaf accounts, and have accepted the necessary permissions in O365 (for Microsoft instructions on delegation permissions, go to:  Delegate Access for O365 ).

Invitees who use StarLeaf for desktop and mobile, will see the scheduled meeting in the Today or Meetings tab, and can join using the green button.

When you schedule a meeting for someone else, this person becomes the meeting organizer. If you want the meeting to appear in your own calendar, you must include yourself in the invite list.