Create Meetings

When you create a meeting, Outlook sends out an e-mail to the other parties involved so that they will know the details about the meeting

 

Create a New Meeting

1.   Click on the Calendar icon on the View Switcher

2.   From the Ribbon, go to Home tab > click on Meeting

3.   In the Meeting dialog box, do the following:

  • In the To box, enter invitees’ e-mail address you wish to invite
  • Enter in the Subject, Location, and Start and End dates and times
  • Under Message tab, type the message you wish to send those invited to the meeting in the blank field

 

Edit a Meeting Using Scheduling Assistant

1.   In the Meeting dialog box, do the following:

  • From the Ribbon, under Meeting tab, click the Scheduling button
  • Click the Scheduling Assistant tab next to the Message tab

2.   All of your invitees will be displayed, and if they are a part of your calendar network you will be able to see if they are free during the meeting time

3.   Click on the round purple button to the left of the person’s name to specify their attendance

  • Required
  • Optional
  • Resource (such as a meeting room)
  • Remove

4.   The green bar on the calendar represents the start time and the red bar is the end time. If you see that one of the attendees is busy during the time selected, you can grab the grey handle at the top and drag the meeting time to a free slot

 

5.   Click on the Request Responses button on the Meeting tab in the ribbon to request that the invitees respond as to whether or not they will attend

6.   When you are finished click Send to send the invitation

7.   The e-mail responses from invitees will be send to the Inbox to notify the result

 

 

Change or Cancel the Time of the Meeting

1.   On the Outlook Calendar, double click on the meeting schedule

2.   In the meeting dialog box, do one of the following:

  • Change the time of the meeting in Start time and End time
  • Click Scheduling Assistant tab > drag the meeting to a new time
  • From the Ribbon, go to Meeting tab > click Cancel Meeting

3.   Click Send Update to send the update e-mail regarding to the meeting

 

 

Respond to a Meeting Invitation

1.   Double click on the meeting invitation e-mail to open it

 

2.   Click any of the options such as Accept, Tentative or Decline button > choose on any of these options

  • Respond With Comments – opens an e-mail message that allows you to type a response regarding your choice
  • Respond Without Comments – responds by simply saying you either Accept  or Decline the event
  • Do Not Send a Response – ignores the invitation