Use Outlook to set up and coordinate a meeting by viewing calendars, checking schedule availability, and sending a meeting invite.
Create a Meeting
Select Home > Meeting.
In the To field, type the email addresses of the participants you want to invite to the meeting or select Address Book to select the names.
Enter the Subject of the meeting in the subject field.
Enter a Location in the location field or select Address Book .
In the Search box, type a part of the name of the location.
Choose a room and select Add to Meeting.
Select X to close the dialogue box.
Note: The selected Location has been added to the meeting in the To and Location fields.
If you don’t want anyone else to ask you for a meeting at the same time, for Show As select Busy and for Reminder select a time.
Note: If you do not want the invited participants to send RSVP and Proposal for new time, unselect Request Responses and Allow Proposal.
Type the details of the meeting in the email message body.
Select Scheduling to see the free and busy time of the invitees:
Out of Office: Represented in red color
Tentative: Represented with strips pointing to the right
No Information: Represented with strips pointing to the left
Busy: Represented in blue color
Select Add New if you want to add additional attendees.
Select the cursor on the slider and drag it to select the time for the meeting.
Drag the slider either further or inward to make the duration shorter and longer.
If you're using Outlook for your business, the chances are pretty good that sooner or later it'll be your turn to call a meeting with your office mates.
When you create a meeting, you'll get some more options that aren't available to you when you created a regular appointment, because now we're involving more people.
To create a meeting, in the Calendar, click Meeting from the Home ribbon tab.
The first thing we're going to do is select who's invited to the meeting.
I can start typing their names or I can look it up in the address book by clicking the telephone icon on the right hand side just like did when we were addressing an email.
I can invite multiple people to my meeting.
I need to give my meeting a Subject line.
I can also choose a Location for my meeting.
If I'm using Exchange or Office 365, the system administrators may have set up conference rooms for you to choose.
I'm gonna choose the icon on the right hand side.
It gives me a choice to search for some meeting rooms.
So I'm gonna start typing some titles of our meeting rooms.
I'll choose one and select Add to Meeting.
From there, I can close out of this dialogue box, and I can see that my conference room has been added to the meeting.
The next thing I need to choose is a date and time for my meeting. I could choose it right here.
But I'm not sure if anybody else is available to meet at this time.
So let's set up a few more things and then we'll pick a time and date for it.
On my Calendar, I want my time to show as busy.
Because if I'm having this meeting I don't want anybody else to book me for an appointment.
I'm going to choose a reminder for it.
This is not a recurring meeting.
I do wanna leave these two items on by default.
Request Responses means I'm requiring an RSVP from everybody that I'm inviting to the event.
Allow Proposal means somebody else can propose a new time if for some reason they can't make it to the meeting.
The last thing I'm going to set before I see if people can attend the meeting, is some details about it.
So everybody who's attending the meeting knows what the meeting's about. At last we're ready to see when we can set the meeting time.
Click the Scheduling tab at the top of the screen.
It's going to bring up a dialogue box so that I can see what people's free and busy times are.
At the bottom of the screen, I can see the legend for this display.
If somebody's out of office, they'll show up as this red color. If they're tentative, they'll show us with the stripes pointing to the right.
And if for some reason, I can't look up their free and busy time, I'll get stripes pointing to the left.
If they're busy, it'll show up as blue.
And certain people I can see the details of their calendar.
I can see all my attendees on the left hand side.
I can add additional attendees from here if I want to, also.
I can use this slider, by hovering my mouse over it until it changes to a hand.
From here, I can click and drag with the mouse and that changes the time and date of the event.
I can change the duration of the event by hovering my mouse over either end of the appointment and dragging it out either further or inward to make the duration shorter.
Once I've settled on a time for my event, I'm ready to send it. I'll click the Send button on the top left hand side.
And my invitations have been sent to all recipients. So now we can wait for their RSVP.
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