How to Schedule a Meeting in Microsoft Outlook
Impress your boss and/or coworkers
Whether you’re new to Microsoft Outlook or the meeting scene, you can schedule meetings in just minutes. Select or add your participants, keep track of who’s attending, and make changes before the meeting date.
For your next conference, kick-off, or update, here’s how to schedule a meeting in Outlook.
How to Schedule a Meeting in Outlook
When you want toschedule a meetingusing Microsoft Outlook, you have a few different ways to display the new event window. Open Outlook and head to a spot below.
When viewing your inbox, go to theHometab, open theNew Itemsdrop-down menu, and chooseMeeting. You can also use the keyboard shortcutCtrl+Shift+Q.
Want to create a meeting from a specific email in Outlook? Select theOther Actionsbutton (three dots) on the message and chooseMeeting.
Alternatively, select the email, go to theHometab, and chooseReply with Meetingin the ribbon or useCtrl+Alt+R.
If you’re viewing your Outlook Calendar, go to theHometab and selectNew Meetingin the ribbon. You can also use the keyboard shortcutCtrl+Shift+Q.
Alternatively, choose the date you want to use and right-click the time. SelectNew Meeting RequestorNew Recurring Meetingper your preference.
Note: If you double-click the time in a calendar view, this creates an Appointment rather than a Meeting by default.
Enter the Meeting Details
Once the new meeting window opens using one of the above methods, you can add the details in any order.
How to Add Attendees
Similar to creating the meeting in Outlook, you have more than one way to add attendees. You can include the participants at any point during the meeting setup. To invite attendees after you schedule the meeting, head to the following section.
You can quickly add attendees to your meeting by entering their names or email addresses next toRequired(those who must attend) orOptional(those who may attend) at the top of the window.
Another way to add meeting attendees is to use the Scheduling Assistant. This feature is available toMicrosoft 365and Exchange account users.
Go to theScheduling Assistanttab and do one of the following:
When you finish using the Scheduling Assistant, select theMeetingtab to return to your meeting setup.
How to Track Attendees
To see who has accepted, declined, might join (tentative), or has not responded to your meeting request, head to the Calendar in Outlook.
Double-click the meeting to open it and go to theTrackingtab. You’ll see each invitee, if they are Required or Optional, andtheir Response to your meeting invitationon the right.
How to Edit Existing Meetings
Things come up all the time that may require you to change a meeting you’ve scheduled. As examples, you may want to add or remove attendees, change the date or time, or include a file.
If you’re not the meeting owner but want to update the event by adding more participants, this is an option.
Note: If the meeting organizer disabled forwarding, you cannot send the meeting request to another participant.
How to Start Late or End Early
Outlook for Microsoft 365 provides a convenient feature for automatically starting meetings late or ending them early. This is helpful for giving everyone a few extra minutes between meetings.
Get Ready to Meet
Setting up a meeting in Outlook is easy to do. You can add multiple attendees, attach items, and make changes before the meeting if needed.
Now that you know how to schedule a meeting in Outlook, check outhow to add Zoom to Microsoft Outlookfor video calls.
Sandy Writtenhouse is a freelance technology writer and former Project, Department, and Program Manager. She turned her education, job experience, and love of technology into a full-time writing career. With all sorts of gadgets in her home and her hands, she seeks to help others make life easier through technology.Read Sandy’s Full Bio
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