How to Schedule a Meeting in Microsoft Outlook


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Scheduling a meeting can be hard if you need to find a time when everyone can attend. Here’s how Microsoft Outlook can help.

Man using a Microsoft Surface laptop

Microsoft Outlook offers a whole lot more than just an email service. It’s got a calendar feature, which you can use to schedule meetings with coworkers or clients.

In Outlook, you can see all invitees’ available times and pick a time that works for everyone. Below, we’ll explain how to use this scheduling feature in Outlook.

How to Create a New Event in Outlook

Add event in Outlook

1. To set up a meeting or event, hover over New Message > select New Event from the dropdown menu, or select the calendar icon and then New Event.

New Event details in Outlook

2. With the pop-up window, you can title your event, invite people using email addresses, pick a date and time, choose a location, and describe your event.

How to Use the Scheduling Assistant in Outlook

1. As soon as you add invitees, Outlook will suggest a time when everyone is available. However, if you want to choose your own time, you can click on Scheduling Assistant in the topmost horizontal column of tabs.

Outlook's Scheduling Assistant

2. You can now see the exact times you and your attendees are available for a meeting. Unavailable times will appear in blue, and the available times will remain blank.

3. The blue rectangle selector will appear at a time when all parties are available. Drag that rectangle to a convenient time, and then click Done in the top-left corner of the window.

Related: How to Schedule an Email in Outlook

How to Choose a Meeting Location in Outlook

Choose Teams or Skype from Online Meeting option

Outlook will redirect you back to your event’s details, where you can finish setting up your meeting by selecting a location.

If your team works remotely, you can use Zoom or Skype instead of online meetings by pasting the URL into the location bar opposite the dropdown menu.

Browse more rooms option

But if your team is in-office, you can select a meeting room. To do this, click on Add a location > Browse more rooms.

Rooms (set by your Office 365 administrator) will appear under the Room Finder on the right column, indicating whether they are available or unavailable for the meeting, which you select in the Scheduling Assistant.

Use the Room Finder to select an available room

After you select a location, your meeting is all set up! Simply click Send, and you will email your invitees a notification of your meeting, from where they can either accept or decline.

Related: You Can Now Schedule Meetings in Microsoft Teams

Should You Schedule Meetings in Outlook?

Setting up meetings in Outlook can reduce unnecessary back-and-forth communication regarding a meeting date. However, you can only schedule meetings in Outlook if the invitees are also Outlook users.

So, if you schedule many meetings outside your company with clients who aren’t using Outlook, you’d be better off using a different scheduling assistant tool.

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