Schedule a Meeting in Outlook

This guide provides instructions on how to use Outlook's calendar feature to schedule a meeting, check colleagues' availability, and book a meeting room.

Step 1: Create a New Meeting

1. Open Outlook and navigate to the Calendar view.
2. Click the "New event" button at the top-left of the ribbon.

Step 2: Add Attendees and a Meeting Title

1. In the "Title" line, enter a clear title for your meeting.
2. In the "Invite attendees" field, enter the names or email addresses of the people you want to invite.

Step 3: Check Availability and Set Time

1. Click the "Scheduling Assistant" button in the ribbon. This will open a view that shows the calendars of all invited attendees.
2. The colored blocks or lines will indicate when each person is busy, unavailable, or free.
3. Find a time slot when all required attendees are available.
4. Once you have found a time, click back to the "Event" tab.

Step 4: Book a Meeting Room (Optional)

1. In the "Location" field, start typing the name of the meeting room you want to book.
2. Outlook will show a list of available rooms. Select the one you want.
3. The Scheduling Assistant will update to show whether the room is available at your chosen time.

Step 5: Send the Invitation

1. Once you have added all the details (time, attendees, and location), click the "Save" button to send the meeting invitation.
2. All invited attendees will receive an email and the meeting will automatically be added to their calendars.