Microsoft Outlook allows creating/scheduling meeting requests for face-to-face meetings or online meetings. Microsoft Outlook allows to create, re-schedule, or cancel the meeting requests. This article explains all these.
This article applies to:
- Microsoft Office 2010
Step (1). Open Microsoft Outlook application.
Step (2). Click on the Home tab and click on the New Items button. It will display a pull-down menu.
Step (3). Now click on the Meeting menu item. It will open an untitled Meeting window.
Step (4). Add members you want to invite to the meeting in the To field.
Step (5). Provide proper subject in Subject field.
Step (6). Provide location details in Location: field. If it is a face-to-face meeting provide the meeting room details. If it is an online meeting provide call details.
Step (7). Schedule the meeting using Start time: and End time: fields.
Step (8). Provide the agenda of the meeting in the message body. You can provide any other details related to the meeting here.
Step (9). Set the reminder in the Reminder: field. So this will help you to remind the meeting. It will display the alert message before Meeting begins. If you don’t want to set the reminder, select the value None from the Reminder: field.
Step (10). To schedule recurring meeting requests, click on the Recurrence button. It will display the “Appointment Recurrence” window.
Step (10.1). Provide the appointment time in Start, End, and Duration fields.
Step (10.2). Based on the requirement, select Daily, Weekly, Monthly, or Yearly recurrence patterns. Once you click on the recurrence pattern the available options will be displayed on the right-hand side. For example the Weekly recurrence pattern, it will display checkboxes for Sunday to Saturday.
Step (10.3). Provide the range of occurrence in the Range of recurrence section. Here you can set how long the recurrence meeting is valid.
Step (11). Click on the High Importance button, if your meeting is an important meeting. The High Importance button is under the Tags group.
Step (12). To mark an attendee as an optional attendee, click on the Scheduling Assistant button. It will open the Scheduling Assistant window.
Step (12.1). Left of Scheduling Assistant window, you can see all attendees’ information under the All Attendees box.
Step (12.2). Click on the icon next to the check box of the attendee from All Attendees and it will display a pop-up menu. Click on the Optional Attendee item. So the attendee will be marked as an optional attendee.
Step (13). Go back to the meeting request window by clicking on the Appointment button.
Step (14). Once you prepare the Meeting request, click on the Send button to send the meeting request. So it will be saved into your calendar.
Microsoft Outlook allows to re-schedule or cancels the meeting requests. To re-schedule, the meeting, open the Meeting request and update the Start time: or End time: fields with the new schedule. If you have scheduled for recurrence meeting request, update the values in the “Appointment Recurrence” window.
To cancel the meeting request, open the meeting request and click on the Cancel Invitation button.