You can schedule meetings in Outlook to coordinate meeting times and locations with others and track meeting invitation responses. When you create a meeting request, invited users receive an email invitation to which they can respond. You will receive notification when users accept, decline or propose a new time for the meeting.
- In the Calendar view, click New Meeting in the Ribbon.
- In the new meeting window, enter the meeting Subject.
- In the text box below the subject, enter a note about your meeting, just like an email message.
- There are two ways to add attendees to the meeting.
- Click inside the To… text box and begin typing the name or address of an attendee. Auto-complete will suggest a recipient. Click Enter to accept a suggestion.
- Enter the name of an attendee in the To… field. Hit Ctrl-K on your keyboard and select the attendee you want from the list that appears. Click OK.
- Select a Start time and End time for the meeting. If you want this meeting to recur, click Recurrence in the top ribbon and complete the options in the window that appears.
- Add a meeting Location. You can either enter a unreservable space, or use Room Finder to find and reserve an available space.
- In the top ribbon in the Show section, click Scheduling Assistant to open a calendar table with all attendees and their availabilities listed.
- On the right hand side of the New Meeting window, you should see a section called Room Finder . If you do not see it, click Room Finder from the Options section of the top ribbon.
- Select the date that you want to use the resource on the calendar at the top of the Room Finder panel.
- Select an appropriate room list from the Show a room list dropdown.
- On the bottom portion of the Room Finder panel, there is a Suggested times panel that lists suggested meeting times on the date selected based on the available rooms and the meeting's attendees. Once you select a time, it will adjust the Available Rooms list to only show rooms available at the time selected.
- Select room that you want to use from the Available rooms list. This will add the room to the event and send a request to the room calendar's owner upon sending the meeting request.
- Click Send. You will be notified when attendees accept or decline. If you reserved a room or resource, you will also receive confirmation or denial via email. Some resources have restricted access, and you may be denied if you do not have proper permissions.
- To cancel your meeting, simply right-click the event in your calendar and select Cancel Meeting to send the cancellation message. This will also rescind any room/resource reservations made as part of the meeting.
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