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If you're using Outlook for your business, the chances are pretty good that sooner or later, it will be your turn to call a meeting with your officemates. When you create a meeting, you'll get some more options that aren't available to you when you created an appointment, because now we are involving more people than just yourself. To create a meeting, in your Calendar, in the HOME ribbon tab, select New Meeting. So this looks pretty much like an appointment which we just went over. I can include a Subject and start typing things in the body of the appointment itself.
Also, just like an appointment, I can change the Start time and the End time of my meeting. It's important that I do this because this is what the scheduler is going to use to make sure everybody we want to invite to our meeting, is available. Again, just like an appointment, we can set whether we want a reminder for this or whether it's going to be a recurring meeting. Something else I can do that I didn't show you how you can do in an appointment, is click Time Zones to show the Time Zone dialog. This is if the meeting is going to occur in a different Time Zone or if I want to send along that information.
This is useful if I've got people coming from multiple time zones who were dialing into my meeting. Instead of Location, I now have the ability to choose a Room, for example, a Conference Room. If I click the Room button, this is going to pull up any sort of resource reservation form that my company has set up on their Exchange Server. I would see a list of all the Conference Rooms I have and if I have multiple sites, where those rooms are. Also, I can put in if they include a Business Phone or how many people actually can fit in this conference room.
These are things that have to be set up ahead of time before I can use them for scheduling. So I can select a room, click Rooms to add it and then OK. It's now added as part of my meeting and Scheduler will also look to see if that room is available in addition to all my meeting participants. So let's start inviting people. I'm going to come up here to Scheduling Assistant on the ribbon, and click Add Attendees down at the bottom. Now right now, it defaults to my Exchange address book, but I can also pull people in from any contact list I have.
So I can select a name, and now I can specify whether they're required for my meeting or optional. This looks like it would be just for your reference, but actually scheduler uses this information. For example, if you have a bunch of people who are required to come to your meeting and one optional person, and that optional person can't come at a time that's good for everybody else, scheduler is going to suggest that that's still a good time to have the meeting anyway, because that person isn't necessarily critical to the meeting. So I can select a name and click on Required or Optional depending on whether I want them to be required or optional in my meeting. I click OK.
Now I can actually start scheduling when this meeting is going to happen. Here's where I can sees everybody's calendar and see whether they're Free or Busy during the time I suggested. As you can see, this is a bad time to have the meeting because several people are busy. I can look down here at the legend and see that a solid blue bar means that the current person is busy for that time slot. I'm looking for a time when everybody is available. So I can adjust these sliders by clicking on the Start time and End time and moving them around to anytime when everybody is free, including the Conference Room.
You'll notice that as I adjust these times, the times for my meeting also change down here at the bottom. When I find a time that everybody can meet, I can use also use the suggested times down here at the bottom right. To have scheduler just pick a time for me instead of moving the slider around on my own. When I am happy with the time I picked, I can come back here to Appointment, I could start typing more things if I wanted to, I don't have to. Now I'm ready to send. All I have to do is hit the Send button, and all the participants are going to get this meeting invitation in their inbox.
This is just reminding me that I've set this meeting in the past, which I didn't realize I was doing at the time. But I'm going to say Send Anyway because this is just for an example. There's one more way I can create a meeting. I can actually do it right from a mail message. So I'm going to go back to my inbox by clicking Mail in the Navigation bar, finding an email that I want to create a meeting for, and up here on the HOME ribbon tab in the Respond category, I'm going to select Meeting. This actually creates a meeting request from the contents of the email.
It's taken the contents of the email and put them right in the body of the meeting invitation. It's also already put the meeting participants as all the people that were involved in that email. Now it works the exact same way. I can come up to the Scheduling Assistant and plan my meeting in the exact same way that I could when I did it manually. When I'm all done, I go back to the Appointment button and hit Send. So those are several ways to create a meeting with Microsoft Outlook.
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