Microsoft Outlook - Scheduling & Organising Meetings

You can send a meeting request to one or more people. Outlook reserves time on your calendar for the meeting and tracks who accepts the invitation.

When you create a meeting request, you can add attachments, set a location, request in-person attendance, set the recurrence, and use the Scheduling Assistant to choose the best time for your meeting.

Schedule a meeting

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.

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

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• From an email message in the Inbox, select the Reply with Meeting button.

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 a Microsoft 365 or an Exchange account, use the Scheduling Assistant to see attendee schedules.

3. 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.

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

In Outlook 2016 (or newer) and Outlook for Microsoft 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.

Tip: If you use a Microsoft Exchange account or Microsoft 365 email account, click Scheduling Assistant, then click Room Finder to check availability and reserve rooms. For more information, see Use the Scheduling Assistant and Room Finder for meetings in Outlook.

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

3. If you don't want to make this a recurring meeting, click Send. Otherwise, see Make a meeting recurring.

Outlook on the Web

Schedule a meeting or event

1. From the Outlook on the web  calendar, select New Event.

2. Add a title for your meeting or event.

3. Select  Invite attendees, then enter names of individuals to invite to the meeting or event.

4. Select a suggested time slot, or manually enter a date and start and end times.

5. Enter a meeting location, and slide the Teams meeting toggle left or right as appropriate:

6. Select Send to deliver the invitation.

Schedule a recurring meeting or event

1. From the  calendar, select New Event, and add a title for your meeting or event.

2. If you need to invite others to this event or meeting, select  Invite attendees, then enter names of individuals to invite to the meeting.

3. Select a suggested time slot for the meeting, or manually enter a date and start and end times.

4. Select  Don't repeat dropdown, then choose the recurrence interval you want for the event.

5. Enter a meeting location, and slide the Teams meeting toggle left or right as appropriate:

6. Select Send to deliver the invitation.