The Outlook application, which is part of the Microsoft Office suite, is best known for being an email client. However, the software also includes a full calendar tool that allows users to manage their own schedule and list of appointments. If your company uses a Microsoft Exchange server or the Office 365 platform, you have the ability to coordinate meetings with other colleagues and track whether the plan to attend the event or not. Follow the steps below to learn how to organize a new meeting and invite other Outlook users.
Step 1: Launch the Microsoft Outlook 2016 application on your PC.
Step 2: Click on the calendar icon in the lower-left corner of the window to view a grid of your upcoming meetings and appointments.
Step 3: Click on the day and time for when you want to schedule a new meeting.
Step 4: Go to the “Home” tab at the top of the Outlook window and click the “New Meeting” button. A blank window will open to allow you to enter the details of the meeting.
Step 5: Fill in the “To” field with the list of users or email addresses that you want to invite to the meeting. When you start typing a person’s name or email address, Outlook will automatically fill in any matches in your address book or recent email history. If you cannot find a user from your organization, try clicking the “To” button to look up a person based on name, phone number, or other contact information.
Step 6: Enter the name of the meeting in the “Subject” field.
Step 7: Fill in the “Location” field with the details of where the meeting will occur. If your organization has meeting room data stored in Exchange or Office 365, you can click the “Rooms” button to find a list of available meeting rooms for the date and time you’ve specified.
Step 8: Enter the agenda or any additional details about the meeting in the body of the invitation message.
Step 9: Click the “Send” button to book the meeting in your calendar and deliver invitations to all users in the “To” field.
More information regarding the scheduling of meetings in Outlook 2016 can be found in the Microsoft knowledge base.
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