Video: Schedule and organize meetings

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Use Outlook to view the calendar, check people's schedules, find a room, and send a meeting invite.

Create a Meeting

  1. In Outlook, select your Calendar.

  2. On the Home tab, select New Meeting New Meeting .

  3. To invite a contact to your meeting:

    • Enter an e-mail address or name in the To field.

    • Select Toto add contacts from the address book.

      1. In the Select Attendees and Resources box, select a contact.

      2. Select whether the contact is a Required or Optional attendee.

      3. Select OK.

  4. Type in the meeting's subject in the Subject field.

  5. For a meeting location, type one in the Location field.

  6. To select a conference room:

    1. Select Rooms….

    2. In the Select Rooms:All Rooms box, select an available room.

    3. SelectRooms.

    4. Select OK.

  7. Select the meeting Start time and End time.

  8. In the Meeting tab, select additional options:

    1. Show your availability and select an option in the Show As drop-down.

    2. Set a meeting reminder and select a time in the Reminder drop-down.

    3. Choose Time Zones to select a time zone for the meeting.

    4. Choose Recurrence to set how often the meeting should occur.

  9. In the Meeting tab and under the Show group, select Scheduling Assistant to check everyone's availability.

  10. Move the slider to an available time slot if the current time slot is busy.

  11. Choose Appointment in the Meeting tab to add text to the email meeting invite.

  12. Select Send to send the meeting request.

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Schedule a meeting with other people

Let's create a meeting, which is really just an appointment that contains more people from my organization.

There are a few more things that we can do in meetings that we can do in appointments, however.

To create a meeting, from the Home ribbon tab in the calendar click New Meeting.

The first thing I need to do is invite people to my meeting.

It looks a little bit like an email message and a calendar appointment mixed up into one thing.

To start, you can put the name of your contact in here or click To.

It's going to default to opening up the company address book.

I'll select Leslie's name because that's who I want to have the meeting with.

I can certainly invite more than one person if I want to for my meeting.

Now I need to decide whether Leslie is required to come to this meeting or optional.

I'll select required because it's just a meeting with her and then I'll click OK.

Now I'll type a Subject for my meeting, so Leslie knows what we're meeting about.

In the Location field, I can type up a location such as a meeting house, coffee shop, or a conference room.

However, I can also pick a conference room from the company directory. I'll click Rooms on the right hand side.

The IT department has already set these up ahead of time. I can't set up a room myself.

I can look at the rooms and on the right hand side I can see the capacity.

In this case, it's just me and Leslie meeting, so I don't need a large room.

I'll choose the smallest room, select it, click Rooms on the bottom left hand side of the screen, and then I'll click OK.

Now I can choose a start, an end, date and time, just like we did for an appointment.

I'll choose November 24th, at 11:30.

There's a few more things I can do.

Similarly, to creating an appointment, on the top right hand side, I can choose whether or not to show myself as busy.

I don't want anybody else scheduling me for a meeting while I'm in a meeting, so I'll keep that as busy.

I can put a reminder on this meeting so I don't forget to attend it.

I can put a time zone on it, which is useful if this is a video meeting that involves people from all over the world.

And I can make it recurring, just like I showed you how to with the appointment in the last video.

Now I've invited Leslie, and I've scheduled a conference room, but I don't exactly know if any of these people are available.

The conference room might be booked, and Leslie may be busy.

To find out whether or not everybody can come to my Meeting, click Scheduling Assistant from the Meeting ribbon tab.

This is going to open up a dialogue where I can see everybody's name who's involved in the meeting and whether or not they're available.

In this case, I can see that Leslie has something going on at 11:30. So this is a bad time to meet.

I can use this slider and move it over to a different time slot.

From 1:00 to 1:30, it looks like everybody's available, so I'll select it.

I can either click the Send button right from here to send my invitations to the Meeting, or I can further edit it by clicking Appointment from the Meeting ribbon tab, and adding some more notes.

From here, I'll click Send.

The conference room will be booked, and Leslie will get an invitation in her email box inviting her to this meeting.

She can then accept or reject my meeting.

In a few moments, I'll hear back from the conference room whether or not it's been booked successfully. And there it is.

In the top right hand side of the screen, I can see that the conference room has accepted my meeting.

And we knew it would because it was available.

If you want to check and see at any time who has accepted your meeting invitation, double click on the meeting, and you can see the attendee responses.

Very quickly I can see that one person has accepted it, nobody's tentatively accepted it yet, and nobody's declined it.

If I want to know who those people are, I can click tracking in the Meeting ribbon tab.

It's going to tell me on the right hand side whose responses have been given already.

As you can see, Leslie hasn't quite responded yet, but we just created it, so I'll give her some more time.

To close out of this, click the X in the top right hand side, and that's how easy it is to create a meeting in Microsoft outlook.

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