How To Schedule a Meeting in Outlook?

Last Updated on August 15, 2023 by Amit Bansal

Scheduling a meeting in Microsoft Outlook is a convenient way to organize events and notify attendees.

This user-friendly feature allows users to schedule meetings with just a few clicks, select dates and times that suit participants, and manage the meeting requests efficiently.

Outlook not only helps in creating new meetings but also assists in sending meeting invitations to participants and keeping track of acceptances, tentative, and declines.

The Schedule Assistant feature is particularly useful for finding available time slots for attendees.

Furthermore, Outlook seamlessly integrates with Microsoft Teams, providing an excellent platform for online meetings and conference calls.

In this article, we will cover all topics

  • How to schedule meetings in Outlook?“,
  • How to decline meeting request in Outlook
  • How to accept a meeting request in Outlook“.

Keeping the introduction short, let’s dive into the step-by-step process.

Creating a New Meeting

Defining the Meeting Details

To create a new meeting in Outlook, we can simply go to the calendar and select New Meeting. This will open a new window where we can enter the necessary information for our meeting.

First, we need to provide a clear and concise Subject for the meeting. Next, we should include a Location where the meeting will take place, either a physical location or an online platform like Microsoft Teams.

Additionally, we can input a descriptive Body to help attendees understand the purpose and agenda of the meeting.

Adding Participants

Once we have defined the meeting details, the next step is to invite attendees. In Outlook, we have the option to include both Required Attendees and Optional Attendees.

To add participants, simply type their names or email addresses into the respective fields. We can also use the search functionality within Microsoft 365 to find specific contacts or distribution groups.

Setting Meeting Time

Selecting a suitable Start Time and End Time for our meeting is essential, as this determines the duration of our event.

In Outlook, we can easily adjust the meeting times by clicking on the calendar icons next to each field. When scheduling a meeting, it’s important to ensure that all attendees are available during the chosen time slot.

To aid in this process, we can utilize the Scheduling Assistant in Outlook, which provides an overview of everyone’s calendar, making it easier to identify a time when all participants are free.

How to schedule a meeting via email?

Schedule a meeting in Outlook with your employee, they receive an invitation email with the meeting details.

Participants can accept or decline your meeting invitation.

Outlook adds the meeting to your Outlook calendar, keeps track of your attendees’ responses, and sends a reminder before the meeting starts.

This basic step-by-step guide walks you through the process of scheduling a meeting.

  • Open Microsoft Outlook >> Click Home Tab >> New Items
How to schedule a meeting from an email
  • Click Metting, [Use Keyboard Shortcut Alt H+I+E], or [press Ctrl+Shift+Q], and you will get an email generation page with a specific function.
accept meeting request outlook

It’s time to put up the input data.

  • Enter the email address of each attendee according to your list attending the meeting, here we are talking about multiple people, it is recommended to click the To button and select the contents or group in a single click or you can enter manually.
  • Enter the Subject, For instance – “Review meeting regarding progress“.
  • Location/Venue is important, for instance – “Meeting Hall ‘3’ O/o Managing Director”.
  • Choose the date, Start Time, and End time for the meeting.
  • If your meeting is designed for the entire day, you can select “All day event“, outlook will not allow you to enter the time now.
  • Create your content or message, you can add an attachment with the meeting invitation.
  • Click Send.
outlook send meeting reminder to participants who haven't responded

The meeting invitation by default also includes the right to members in the form of response options, in which they can submit their responses and apply for new time proposals.

response options outlook

If you like to withdraw the new time proposal for the member you can uncheck the option before sending the mail.

Sending Meeting Invitations

Manage the Invites

When scheduling a meeting in Outlook, it’s essential to manage the invites effectively. First, create a new meeting by selecting “New Meeting” from the calendar or using the keyboard shortcut Ctrl + Shift + Q.

In the meeting window, add attendees to the To line of the meeting request, ensuring that your invitees are informed about the event.

When we are satisfied with the details such as date, time, location, and agenda, we can simply hit the Send button to dispatch the invitations to our guests.

Furthermore, utilizing Outlook’s integrated scheduling feature can help us find a suitable time when all attendees are available, making it much easier to coordinate schedules.

Inviting External Participants

Outlook allows us to invite external participants, such as clients or partners from outside our organization. In this case, their email addresses should be added to the list of invitees just like any other participant.

Once they receive the invitation, they will have the option to accept, tentatively accept, or decline the invite.

To ensure that our guests have all necessary resources, it’s critical to include attachments or links to any relevant materials in the email.

Additionally, we can use the Response Options feature to request a response from our invitees or allow them to propose new meeting times if needed.

By following these steps and paying attention to the discussed details, we can confidently and effectively send out meeting invitations in Outlook, both internally and externally.

How to accept declined meetings in Outlook?

Attendees accept or decline an invitation on outlook by clicking the response button, the result will be transmitted to the sender, and the attendees are also allowed to propose a new schedule.

How the attendee’s email looks like refers to the snapshot.

The Receiver can Accept, Decline, and click tentative vote in (accept decline invitation option) and propose a new time. You can see the date time and venue of the meeting mentioned in the mail.

How to accept decline meeting in Outlook

Cancel Meeting in Outlook?

Due to unavoidable circumstances, the scheduled meeting is required canceled, Microsoft Outlook allows you to cancel the meeting and send a cancelation mail to the attendees.

Please look at the following tutorial.

  • Once you scheduled a meeting and send the invitation mail to your attendees, the meeting is saved in your calendar. cancel meeting in outlook
  • The first step is to open your send box to cancel the meeting in outlook.
  • Click the calendar on the meeting tab.
  • Your calendar opens and finds the meeting on the calendar and double-click the meeting.
how to cancel an appointment in outlook
  • Double click takes you back to that mail you created, but this time you must cancel the meeting appointment.
  • Go to the Meeting tab and click Cancel Meeting. The meeting invitation changes to a meeting cancellation.
future date calendar
  • Enter the matter of why the meeting is canceled and click send cancellation.
  • All your participants/Attendees received cancellation mail, and the meeting is removed from the calendar.

You can check your send box meeting canceled mail sent to all the participants.

Using Schedule Assistant

How to Access the Schedule Assistant

To schedule a meeting in Outlook and make sure everyone is available, we can use the Scheduling Assistant.

The first step is accessing the Scheduling Assistant through the Outlook Calendar. Create a new meeting or appointment by selecting an open time on our calendar and filling in the necessary details.

If we want to invite others and ensure they are available, click on “More options” or “Scheduling Assistant” to access this helpful tool.

Interacting with the Scheduling Assistant

Once we access the Scheduling Assistant, we can add attendees to the meeting by either typing their names or email addresses in the boxes provided or selecting “Add Attendees” to search for them in our address book.

The Scheduling Assistant will show a list of all attendees and their availability. We can easily identify the best time for the meeting by looking for green blocks, which indicate that everyone is available.

The Scheduling Assistant also comes with a Room Finder feature, making it easy to find and book a suitable room for our meeting.

We can add desired resources to the meeting by selecting them from a list or searching for them using keywords.

To summarize, using the Scheduling Assistant in Outlook allows us to:

  • Efficiently schedule meetings with multiple attendees
  • Check attendees’ availability in real-time
  • Find and book suitable rooms for meetings

By utilizing this feature, we can streamline our scheduling process, ensuring that our meetings are set at convenient times for all participants.

Incorporating Teams Meetings

Creating a Teams Meeting

To create a Microsoft Teams meeting in Outlook, first, ensure that you have the Teams client installed on your computer.

This will enable the Teams add-in for Outlook and make scheduling meetings a seamless process.

Once the add-in is enabled, switch to the calendar view in Outlook and select “New Items” > “Teams Meeting” at the top of the page, under the home tab.

Choose the account you want to schedule the Teams meeting with, and then click on “Schedule Meeting” or select a meeting template, if available.

This will create an online meeting space for your conference call and send out invitations to participants with a link to access the Microsoft Teams meeting1.

It’s also possible to schedule a Teams meeting directly from Microsoft Teams itself. To do this, go to the Calendar on the left side of the app and select “New Meeting” in the top right corner.

Simply pick a time slot, invite attendees, and your meeting will be scheduled and synchronized with your Outlook calendar.

Adding Skype Meetings to Outlook

Scheduling an online meeting using either Skype for Business or Microsoft Teams in Outlook is equally as easy as creating a Teams meeting.

First, open Outlook and make sure you have the required application installed on your computer.

When using Outlook for Windows or Outlook on the web, you can schedule an online meeting with Skype for Business or Microsoft Teams, depending on what’s supported in your organization.

If your account is configured for dial-in conferencing, the online meeting request will automatically include the phone number and conference ID.

To start scheduling a Skype meeting, head over to the same path as creating a Teams meeting, but instead select “New Items” > “Skype Meeting”.

This will create a conference call with a unique link for participants to join the meeting through Skype for Business.

In summary, both Microsoft Teams and Skype for Business can be integrated with Outlook to schedule and manage online meetings, making it easier for teams to connect and collaborate in real-time.

Managing Meeting Requests

Responding to a Meeting

When we receive a meeting request in Outlook, it’s important to respond promptly.

To do this, open the meeting request and select one of the following options: “Accept,” “Tentative,” “Decline,” or “Propose New Time.”

By responding, we ensure that the meeting organizer is aware of our availability and can plan accordingly.

Additionally, our calendar will be updated with the meeting date and time, helping us stay organized.

Updating a Meeting

Sometimes, we may need to make changes to a scheduled meeting. To update a meeting in Outlook, locate the event in your calendar, double-click on it, and make the necessary adjustments.

Possible modifications include editing the invitees list, changing the meeting date or time, or updating the meeting details.

After making the changes, click “Send Update” to notify all attendees of the alterations made to the meeting.

Cancelling a Meeting

There might be instances where we need to cancel a meeting altogether. To do this in Outlook, open the scheduled event in your calendar and select “Cancel Meeting” from the ribbon at the top.

A cancellation message will appear, allowing you to add comments or explain the reason for the cancellation if desired.

Once you’re ready, click “Send Cancellation” to notify all attendees that the meeting has been cancelled.

Remember to remove the event from our calendar to avoid confusion in the future.

Additional Features

Adding Mail and Calendar Accounts

In Microsoft Outlook, you can easily add multiple mail and calendar accounts to manage your digital life efficiently.

Both Outlook for Microsoft 365 and Outlook for Windows provide various supported account types, making it convenient to sync data from different email service providers.

Adding an account is a simple process; head to the ‘File’ menu, click ‘Account Settings,’ and follow the prompts to enter your account details.

Once set up, you can manage your email messages, calendar appointments, meetings, and attachments seamlessly across multiple accounts.

Using Outlook on Different Platforms

Outlook offers a variety of options for accessing your mails and calendar events across different platforms.

The most popular one is Outlook for Microsoft 365, which is available as a desktop application or as part of the Office 365 suite.

Outlook for Windows offers a comprehensive set of features, suitable for business and personal use.

Microsoft hasn’t forgotten about mobile users, either. With Outlook on the web, you can access your emails, calendars, and files from any device with internet access.

The Outlook mobile app, available for Android and iOS devices, offers a more user-friendly experience, allowing you to manage mails, meetings, and attachments on-the-go.

File management is a crucial aspect of Outlook, and its compatibility with various platforms ensures you can easily attach files to your meetings or emails.

Uploading and downloading attachments is a simple process, whether you’re using Outlook for Microsoft 365, Outlook for Windows, or Outlook on the web.

Overall, these additional features within Outlook make it a versatile and powerful tool for managing your digital communications and calendar events.

The ease of adding multiple accounts and the availability of Outlook on different platforms helps anyone stay organized and connected, whether for business or personal use.

Frequently Asked Questions (FAQs)

How do I send a meeting invite in Outlook?

To send a meeting invite in Outlook, first, open your calendar and select an open time slot. Add the details of the event and invite attendees to turn it into a meeting.

If you want to add more information, select “More options.” Use the calendar to find a free time when everyone is available.

Once you’ve finalized the details, click “Send.” For more guidance, visit this Microsoft Support page.

What is the process to schedule a meeting in Outlook Web?

Scheduling a meeting in Outlook Web is quite simple. Click on “Calendar” and then select a time slot on your calendar.

Add the event details and invite attendees. If you want to add more options or find a convenient time for everyone, select “Scheduling Assistant.”

Once the meeting details are set, click “Send” to invite participants. Learn more on this Microsoft Support page.

How can I add attendees to an already scheduled meeting in Outlook?

To add attendees to an existing meeting, double-click the meeting in your calendar to open it. You can then click on “Invite Attendees” and add the new attendees’ email addresses to the “To” field.

After adding the new attendees, click “Send Update” to notify them about the meeting. Explore more details at Microsoft Support.

What are the steps to reschedule a meeting in Outlook?

To reschedule a meeting in Outlook, double-click on the existing meeting in your calendar, and adjust the start and end times as needed.

You can also use the “Scheduling Assistant” to find the best available time for all attendees.

Once you’ve updated the meeting time, click “Send Update” to notify the participants of the changes. Check this Microsoft Support page for more information.

Where can I find the schedule meeting menu in Outlook?

You can find the schedule meeting menu in Outlook by clicking on the “Calendar” tab, which is usually located at the bottom of the Outlook interface.

Once you’re in the calendar view, you can access the “New Meeting” button on the toolbar at the top.

You can also use the keyboard shortcut “Ctrl + Shift + Q” to quickly create a new meeting. Visit this Microsoft Support page for more details.

How do I arrange a meeting and send invitations in Outlook?

To arrange a meeting and send invitations in Outlook, go to your calendar and select a time slot.

Enter the event details such as the title, location, and duration. Add attendees by entering their email addresses in the “To” field.

You can use the “Scheduling Assistant” to find a time that works for everyone. Once the meeting is set, click “Send” to send the invitations. For a more detailed walkthrough, check out this Microsoft Support page.

Also Read:

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

View all posts

Leave a Comment