Video: Attach a file to a meeting invitation

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If you have files related to a meeting, you can attach these items to an Outlook invitation.

Attach a file to a meeting invitation

  1. Select Calendar.

  2. Select New Meeting or New Appointment, or select a saved meeting or appointment.

  3. Select Insert.

  4. Select Attach File.

  5. Select a file from recent items or click Browse This PC… for a specific file from your computer.

  6. Select Insert.

Attach an Outlook item to a meeting invitation

  1. Select Calendar.

  2. Select New Meeting or New Appointment, or select a saved meeting or appointment.

  3. Select Insert.

  4. Select Outlook Item.

  5. In the Insert Item box, select which Outlook item you'd like to attach.

  6. Select OK.

    Note: When an Outlook item is attached, it also includes all info you've saved for that item so make sure to remove any personal notes if needed.

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When you look at your calendar, it's tempting to think of these appointments and events as simply placeholders that hang onto some time for us so we can complete work on our own or work with others.

But they're actually much more than that, because each of these appointment forms is also a container.

If you have documents, links, text, video, or other information that's related to an appointment, you can store those items directly in the appointment form.

By keeping all of the information for an appointment in one place, right here in Outlook, we save time later, 'cause we're not searching through folders or through our OneDrive, or any place else to find things that you need to have for a particular appointment or meeting.

So I'm going to open my Advisory Committee appointment, and we're going to put some things in it.

If I click Insert, look at all of these different things that I can add.

I can attach a file, including the file that I want, because one of the major conversations at this Advisory Committee meeting is this is actually about SharePoint, and what we're going to do with our SharePoint forms.

So this is about SharePoint forms development.

That's our context. And I'm going to attach a file that is SharePoint Form Tools.

Notice that if I click the drop-down, it will let me find RecentItems or go browse for the particular file that I'm looking for.

So I could, for example, attach a Contact.

I could attach a Calendar item.

And what I'd like to do is I'd like to provide some information here so people will know, Inga, who's going to be at the meeting will be able to have information about her ahead of time.

Now if I attach an Outlook item, it attaches Inga's entire Outlook item, and for me, that might mean that I have notes that say, don't forget Inga's dog name.

That kind of thing.

I don't want to, necessarily, always do that.

So what I could do is I could use, instead, Inga's business card, and if I did that, it will only include the fields that would go on in a business card field, including for her picture, which is nice.

They'll know what he looks like.

And they'll also have her email address.

So there's the contrast between attaching an Outlook item, which is everything you'd added for that person's contact, or a business card.

Notice that I also can sign this. That's not a useful thing for me in this circumstance.

I can insert a Table, I can add Pictures, pictures that I go retrieve from online, I can add Shapes, SmartArt, Charts, and Screenshots.

So if I had a screenshot that illustrated something that I wanted to show at this meeting, I can do that.

I could also insert Hyperlinks, and the hyperlink that I want is actually an existing file or webpage, but I don't want to browse to it.

I mean, I could, but perhaps I already have this open.

In that case, I could've copied the URL. Because that's the same thing that we're going to do here.

So I'm going to simply go the browser where I already identified the URL, Alt + Tab right over here to, and this is the first course I want people to look at, and I can just right-click, Copy this Shortcut.

Let's tab back now to our Advisory Committee, and I didn't ever have to open that dialog box to be able to paste this particular hyperlink in.

There we go. But if I wanted to choose a hyperlink this way, I could.

I could go to different pages that I browsed, including files.

From time-to-time it's a good idea to clean this up. Or a link to a particular file.

I can insert Quickparts, WordArt, all kinds of things I'm not going to insert in this kind of an appointment.

If you have an occasion to insert an equation in an appointment or meeting form, go for it.

But this is the information that I want to collect.

I have a document. I have a VCF file, which is a business card file, and if I remove that, it's going to leave Inga hangin' out here.

So I'm going to actually attach her Contact again, because I prefer doing that in this settings.

And anything else I want to add.

When I get ready, then, for my appointment, I can simply open up my appointment form.

When I get ready for my meeting, I can open the meeting form, and when we work with tasks, when I'm ready to do the task, open the task form.

So in summary, this appointment form is more than simply space on my calendar.

It's a container where I can collect all of the relevant information that will help me complete my work most efficiently.

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