How to Schedule a Meeting with Microsoft Outlook

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Outlook's Calendar makes it easy to schedule meetings with colleagues. The steps below walk you through the process of scheduling a meeting through Outlook.

This feature works the same in all modern versions of Microsoft Outlook: 2010, 2013, and 2016.

  1. In Calendar view, from the Calendar Ribbon, on the Home tab, in the New group, select New Meeting.
  2. In the To field, enter the invitees' email addresses.
  3. Press Tab to move to the Subject field.
  4. Enter a meeting subject, then press Tab to move to the Location field.
  5. Enter a location for the meeting. If you are using Outlook associated with Exchange server, you can use the Room Finder feature to locate a room by selecting Room Finder in the Options group of the Meeting tab.
  6. Set a start time using the Start time day and time drop-down arrows.
  7. Set a meeting end time using the End time day and time drop-down arrows.
  8. If desired, enter a message in the body of the invitation.
  9. If the meeting is a recurring meeting, from the Meeting tab of the meeting, select Recurrence in the Options group.
  10. Configure the options in the Appointment Recurrence dialog box and click OK.
  11. To send the invitation, click Send.

You can use the Scheduling Assistant to view your invitees' calendars while scheduling a meeting. In the Show group of the Meeting tab, select Scheduling.


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