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Scheduling a Meeting

Learn how to create meeting requests while finding people to invite to meetings.

About Meetings in Outlook Calendar

A meeting is an appointment that includes other people and can include resources such as meeting rooms.

The people you invite to the meeting have the option of accepting, declining or tentatively accepting your meeting request. When others reply to your meeting requests, their responses appear in your Outlook Inbox.

Creating Meeting Requests

To create a meeting request with:

  • Microsoft Outlook 2007
    1. Select Calendar in the Navigation Pane.
    2. Select File > New > Meeting Request.
    3. Enter a description for Subject.
    4. Enter a description for Location. If you use a Microsoft Exchange account, to choose from rooms available for automatic scheduling, click Rooms. 
    5. Select a start and end date / time for the meeting for Start time and End time.  Select the All day event check box if this is an event lasting from midnight to midnight.
    6. Enter any information and attach any files you want to share with the recipients.
    7. Select Meeting tab. Click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting.
    8. Select Add Attendees. Click Add from Address Book.
    9. Enter the name of a person you want to invite to your meeting for Search. Click Go if you are searching with the More Columns option.
    10. Select the name from the results list. Select RequiredOptional or Resources. Click OK.
      • The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.
      • The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.
    11. To make the meeting recur, select Meeting tab and click Recurrence. Select the recurrence pattern. Click OK. When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.
    12. Select Meeting tab. Click Appointment. Click Send.
  •  Microsoft Outlook 2010 and 2013
    1. Select Calendar in the Navigation Pane.
    2. Select Home tab > New Meeting.
    3. Enter a description for Subject.
    4. Enter a description for Location. If you use a Microsoft Exchange account, to choose from rooms available for automatic scheduling, click Rooms. 
    5. Select a start and end date / time for the meeting for Start time and End time.  Select All day event if this is an event lasting from midnight to midnight.
    6. Enter any information and attach any files you want to share with the recipients.
    7. Select Meeting tab. Click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting.
    8. Click Add Others. Click Add from Address Book.
    9. Enter the name of a person you want to invite to your meeting for Search. Click Go if you are searching with the More Columns option. Click the name from the results list, then click RequiredOptional, or Resources, and then click OK.
    10. Select the name from the results list. Select RequiredOptional or Resources. Click OK.
      • The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.
      • The Room Finder pane contains suggested times for the best time for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane or choose a time on the free/busy grid. If the Room Finder pane is not visible, select Meeting tab > Room Finder. In the Scheduling Assistant, click Add Rooms. Select a room from the list to populate into the Room Finder, click Add room and click OK. Free times for the room will appear in the Room Finder and Scheduling Assistant.
    11. To set up a recurring meeting, select Meeting tab > Recurrence. Choose the options for the recurrence pattern you want.
    12. Click OK.
  •  Microsoft Outlook 2011
    1. Select Calendar in the View switcher.
    2. Select File > New > Meeting.
    3. Click on the Scheduling icon in the toolbar.
    4. Enter name of a person you want to invite to the meeting. The schedule of this person appears in the Scheduling Assistant.
    5. Select a time when all invitees are available.
    6. Enter a description for Subject.
    7. If you did not schedule a room, enter a location for Location.
    8. Click Recurrence to make the meeting recurring. Select the recurrence pattern.
    9. Click Send.
  • Microsoft Outlook Web Access (OWA)
    1. Select Calendar > New Meeting Request.
    2. Enter the names of the meeting invitees. Specify a conference room or necessary special equipment for Resources.
    3. Select a date and time for the meeting. If the meeting needs to occur regularly, select Recurrence.
    4. Select how you want your schedule to appear for the duration of the meeting for Show time as.
    5. Enter a message to accompany your meeting request.
    6. Click Send. A meeting request is sent to each attendee and the new meeting is added to your schedule.

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