How to Fix Teams “Setting Up Your Meeting” Error? [Easy Steps]
Microsoft Teams relies heavily on background services, cached data, and real-time communication with Microsoft servers. If any of these components fail to respond properly, Teams may freeze at the meeting setup screen, and you may see the “Setting Up your meeting. You’ll be able to join it shortly”. Common causes include damaged cache files, unstable internet connection, conflicting background apps, outdated Teams client, or temporary server-side issues.
In this post, I will explain the step-by-step solutions to resolve this issue!
How to Fix “Teams stuck on Setting up your meeting” Error?
The “Setting Up your meeting. You’ll be able to join it shortly” error usually occurs due to corrupted cache files, network connectivity issues, outdated Microsoft Teams versions, or account authentication problems. You can fix it by restarting Teams, clearing the Teams cache, checking your internet connection, updating the app, signing out and signing back in, or reinstalling Microsoft Teams completely.
Step 1: Restart Microsoft Teams Completely
The first and simplest fix is to restart Microsoft Teams properly. Many users close the Teams window but do not fully exit the app, which means background processes keep running.
To do this, close Microsoft Teams from the system tray by right-clicking the Teams icon and selecting Quit. Make sure Teams is no longer running in the background by opening Task Manager and checking for any active Microsoft Teams processes. Once confirmed, reopen Teams and try joining or creating the meeting again. This step refreshes temporary processes and often resolves minor glitches, causing the setup screen to freeze.
Step 2: Check Your Internet Connection Stability
A weak or unstable internet connection is one of the most common reasons why Teams gets stuck on setting up a meeting. Teams requires a steady connection to authenticate your account and connect you to meeting servers.
Make sure your internet is working properly by opening a few websites or running a speed test. If you are using Wi Fi, try switching to a wired Ethernet connection for better stability. Restarting your router can also help refresh the network. If you are on a corporate network or VPN, temporarily disconnecting the VPN may resolve connection conflicts. Once the internet connection is stable, restart Teams and try again.
Step 3: Clear Microsoft Teams Cache Files
Corrupted cache data is a major cause of persistent Teams errors. Clearing the Teams cache forces the app to rebuild fresh files and often fixes issues related to meetings and sign-in.
On Windows, close Teams completely and press Windows key plus R to open the Run dialog. Type %appdata%\Microsoft\Teams and press Enter. Delete all files and folders inside this directory. Do not worry, this will not delete your chats or account data. After clearing the cache, reopen Microsoft Teams and sign in again. Try starting or joining a meeting to see if the error is gone.
On Mac, quit Teams and open Finder. Press Command plus Shift plus G and enter ~/Library/Application Support/Microsoft/Teams. Delete the contents of this folder, then restart Teams.
Step 4: Update Microsoft Teams to the Latest Version
Running an outdated version of Microsoft Teams can lead to compatibility issues and bugs, including the meeting setup error. Microsoft frequently releases updates to fix known problems and improve performance.
Open Teams, click on your profile picture, and select check for updates. Teams will automatically download and install the latest version if available. After the update completes, restart the app. Using the latest version ensures better stability and reduces the chances of encountering errors during meetings.
Step 5: Sign Out and Sign Back Into Your Teams Account
Sometimes the issue is related to account authentication rather than the app itself. Signing out and signing back in refreshes your session and re-establishes communication with Microsoft servers.
To do this, open Teams and click your profile picture. Select Sign Out and wait for the app to return to the sign-in screen. Close Teams completely, reopen it, and sign in using your credentials. Once logged in, try setting up or joining a meeting again.
Step 6: Disable Conflicting Background Applications
Certain background applications, such as antivirus software, firewall tools, or other communication apps, can interfere with Microsoft Teams. These conflicts may prevent Teams from completing the meeting setup process.
Temporarily disable third-party antivirus or firewall software and check if the issue is resolved. Also, close other apps that use the microphone or camera, such as Zoom or Skype. If Teams works fine after disabling a specific app, you may need to add Teams as an exception in that software.
Step 7: Try Using Microsoft Teams Web Version
If the desktop app continues to get stuck, using the Microsoft Teams web version can help you join the meeting without delay. Open a browser like Chrome or Edge and go to the official Teams website. Sign in with your account and try joining the meeting from there.
If the web version works without issues, it confirms that the problem is related to the desktop app rather than your account or network. You can continue using the web version temporarily while fixing the app issue.
Step 8: Reinstall Microsoft Teams Completely
When none of the above solutions work, reinstalling Teams is often the most effective fix. A clean installation removes corrupted files and resets all settings.
On Windows, uninstall Microsoft Teams from Apps and Features. Also, uninstall the Teams Machine-Wide Installer if it appears in the list. Restart your computer and download the latest version of Teams from the official Microsoft website. Install it, sign in, and test the meeting setup again.
On Mac, drag Microsoft Teams to the Trash, restart your system, and install a fresh copy of the app. Reinstallation usually resolves stubborn errors that do not respond to basic troubleshooting.
Step 9: Check Microsoft Teams Server Status
Occasionally, the issue may not be on your side at all. Microsoft Teams servers sometimes experience outages or service disruptions that affect meeting functionality.
You can check the official Microsoft service status page to see if Teams is experiencing any ongoing issues. If there is a known outage, the only solution is to wait until Microsoft resolves it. During such times, using alternative communication tools may be necessary.
Faqs
Why does Microsoft Teams freeze when setting up your meeting?
Microsoft Teams may freeze due to corrupted cache files, unstable internet connection, outdated app versions, account authentication problems, or server-side issues.
Will clearing the Teams cache delete my chats or files?
No, clearing the Teams cache only removes temporary files. Your chats, files, and account data remain safe and will sync again once you sign in.
Can VPN cause Teams meeting setup issues?
Yes, VPN connections can sometimes block or slow down Teams communication with servers. Disabling the VPN temporarily can fix the issue.
Does reinstalling Teams fix most errors?
In many cases, yes. Reinstalling Microsoft Teams removes corrupted files and resets settings, which often resolves persistent errors.
Is the Teams web version reliable for meetings?
The Teams web version is reliable for most meeting features and can be used as a temporary workaround if the desktop app is not working properly.
Ending lines…
The “Teams stuck on Setting up your meeting” error is a common but fixable problem that can disrupt online meetings. This guide explained the main causes of the issue and provided detailed, step-by-step solutions, including restarting Teams, checking internet stability, clearing cache files, updating the app, signing out and back in, disabling conflicting apps, using the web version, reinstalling Teams, and checking server status. By following these steps in order, most users can resolve the problem quickly and restore smooth meeting functionality.