Create a meeting

- [Narrator] Let's create a meeting instead of an appointment, as now we want to start involving other people. From the home ribbon tab in the calendar, I can click new meeting, or I can also double-click inside the calendar in the time slot that I want to create the meeting for. It defaults to the regular appointment screen, but to convert an appointment to a meeting, I can click invite attendees. Just like an appointment, the first thing we'll do is fill out the subject line. This way everybody knows what's it's about. I can also fill in a location for the meeting, however, I get a new button on the right hand side called rooms.

If my system administrator has set up conference room scheduling on exchange, I can choose a conference room. I can look at my location and even choose the room based on the capacity of how many attendees I want from my meeting. Select the room, click the rooms button, and then OK. The room gets added as an actual conference attendee. You'll notice I haven't added any other attendees yet, we'll do that. The next thing that we need to do is choose the start date and time for the meeting. Because I selected it in the view, it's already populating the correct start time.

But I'm going to change the end. I can click inside the body of the meeting and add some details, this is useful for the attendees to know what the meeting's about, and just like before, I can also format the text. I can even change to the insert ribbon tab, and attach a file, if I want my attendees to go over it before the meeting. I'm going to go back to the meeting ribbon tab however. Clicking response options at the top will allow you to decide how attendees can respond to the meeting request. I can ask for responses by making sure that the request responses button is selected.

I can also decide to allow them to create a new time proposal, that is, if they can't make the meeting, they can suggest a new time for it. And just like before, I can set a reminder, I can make this meeting a recurring meeting and I can toggle on and off the time zone button. This is useful if my meeting attendees are in a different time zone, 'cause that way they'll be no question what time the meeting starts. And it will get populated on everybody's calendar with the right time. Let's start adding attendees and make sure they can all make it.

Click scheduling assistant. This is a view to help me decide when everybody's available. I'll start by clicking add attendees. I'm going to select Devon. I need to decide whether he's a required member of this meeting or just optional, that is, it would be nice to have him there, but he doesn't have to be there. I'll make him optional. Jenny's part of the project, so I'll select her and choose required and I'll do the same for Sharon. Let's click OK and they get added on the left-hand side along with the conference room.

The long bar of blue is when my meeting is currently scheduled. As I can see, Jenny is busy and so is Sharon. I can tell by looking down at the key on the bottom of the screen. A long blue horizontal bar means they're busy, but they have tentative plans, those would be in stripes. If they're out of the office, you'd see magenta and so on. The goal is to try and find a time that everybody is free. I can see that this is a good time slot. So I'll click it with my mouse.

I can also click to expand the length of the meeting by clicking and dragging with my mouse. The new time that I've selected is going to be shown at the bottom of the screen. If I'm happy with that time, I can click send or I can change back by clicking appointment, make any further revisions, and click send from here. The appointment's on my calendar, and everybody else has gotten an email invitation asking if they can come.