In this video, staff author Jess Stratton shows users how to create a meeting, invite others, choose a conference room, and make sure everyone is available.
- [Instructor] Let's create a meeting instead of an appointment, as now we want to start involving other people. In the calendar, I can click New Meeting from the Home ribbon tab, or double-click inside the calendar in the time slot I want to create the meeting for. It defaults to a regular appointment but to convert it 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, everyone knows what it's about.
I can also fill in the location of the meeting. Because I'm using an Office 365 environment, there's a new button on the right that says Rooms. Because my system administrator has set up conference room scheduling, I can look up room schedules to see what's available, I can even see the capacity for each room. I'll select a room, click Rooms, and then click OK. The room gets added as an actual conference attendee, in addition to the location.
The next thing we need to do is choose the start date and time of the meeting. If I haven't already done so, I can click these values from the pull-down options. I'm going to set the duration of this to one hour. I can also click inside the body of this and add some details, which is useful to the attendees so they know what it's about, and just like before, I can format the text. I can highlight the text, make it bulleted, and change all the styles.
I can also change to the Insert ribbon tab and click Attach File if I want to put a doc in there to have my attendees go over before the meeting. Let's change back to the Meeting tab. In the Attendees area, clicking the Response Options button will allow me to set how attendees can tell me if they're coming or not. I can also decide to allow them to create a new time proposal if they can't make the meeting. I can set a reminder or make this a recurring meeting, and I can toggle on and off the Time Zone button, this is useful if any attendee is a different time zone, as that way, there will be no confusion as to what time the meeting starts and it will get populated on everyone's calendar with the right time, no matter where they are.
Let's start adding attendees and make sure they can all make it. Click Scheduling Assistant, this is a special view to help me decide when everybody is available. At the very bottom on the screen I'll click Add Attendees, I'll select Devon, I'll type in Devon's name to search for him, select his name, and then at the bottom, I need to decide if he's a required member for this meeting or just optional, that is, it would be nice to have him there but we won't cancel the meeting if he can't make it.
Jenny is also part of the meeting so I'll click her name and set her as required. I'll do the same thing for Sharon. I'll click OK, and they're added on the left-hand side, along with the conference room. This long bar of blue is when my meeting is currently scheduled. I can look down at the key and see what these colored bars mean. It looks like several people are busy during this time.
If I scroll down, the key is telling me that this is outside of their working hours. If they're busy, it's going to be a light blue, out of the office is magenta, and so on. The goal is to try to find a time that everybody is free. I can see that this is a good time slot, so I'll select it with my mouse and I can click and expand to make it the full hour. The new time is shown at the bottom of the screen, if I'm happy with that, I can click Send.
The appointment is on my calendar, and everyone else has an email invitation asking if they can come to my meeting.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.