schedule a meeting in outlook

How to schedule a meeting in Outlook? Here are the simple steps

You can schedule a meeting in Outlook with one or more people. Outlook tracks who accepts the request and reserves time on your calendar for the meeting. When you create a meeting request, you can add attachments, set a location, and use the Scheduling Assistant to choose the best time for your meeting

How to schedule a meeting in Outlook?

1. Create a meeting request in one of the following ways:

From the Inbox, select New Items > Meeting or use the keyboard shortcut Ctrl + Shift + Q.

To schedule a meeting, on the Home tab, in the New group, choose New Items, and then Meeting.

From the calendar, select New Meeting or use the keyboard shortcut Ctrl + Shift + Q.

New Meeting command on the ribbon

Select the Reply with Meeting button, from an email message in the Inbox

From an email message, select reply wtih meeting.

2. Add attendees in one of two ways:

  • Add your attendees to the To line of the meeting request and skip to step 4.

  • If you’re using an Office 365 or an Exchange account, use the Scheduling Assistant to see attendee schedules.

3. Scheduling Assistant:

In the Scheduling Assistant, either click the box under your name and type an attendee’s name or email address or click the Add Attendees button to bring up your address book.

Click the icon next to the attendee’s name in the Scheduling Assistant to mark a specific attendee as a Required Attendee ,Optional Attendee, or a Resource. When you start typing a attendee’s name, Outlook will provide suggestions for you based on the people you’ve met with or emailed recently. Choose a name from the list to add an attendee.

You can mark attendees as required or optional.

4. Add a meeting subject, start time and end time, and location.

In Outlook 2016 and Outlook for Office 365, you can start typing a location’s name, for example, Fourth Coffee Shop or Conference Room 23, and Outlook will look for location matches. Select one of the suggestions to choose that location, or continue typing to enter another location.

5. How to attach a file in the meeting request while you schedule a meeting in Outlook?

If you want to attach a file to a meeting request, on the Insert menu, select Attach File, then choose the file you want to add.

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How to add a person to an existing meeting?

You can add another attendee to an existing meeting.

If you’re the meeting owner:

  1. Double-click to open the meeting, then use the To line or the Scheduling Assistant to add one or more people to the meeting.

  2. Click Send and then select one of the following:

    • Send updates only to added or deleted attendees.

    • Send updates to all attendees.

If you’re not the meeting owner

  1. Open the meeting request. In the Respond group on the ribbon, select Respond, then Forward. Add one or more recipients to the meeting request.

  2. Click Send. The meeting owner will receive notification that you’ve forwarded the meeting request to another person.

End meetings early:

If you’re using Outlook for Office 365, you can now have Outlook end your meetings a few minutes early. This can help you build in travel time between meetings. You can choose a different duration for meetings under one hour and meetings over one hour.

  1. Select File > Options > Calendar > Calendar options

  2. Check the End appointments and meetings early checkbox.

  3. Use the drop-downs to select the number of minutes for meetings less than one hour and one hour or longer, then click OK.

Calendar options dialog box with End appointments and meetings early check box selected

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