How to Schedule a Meeting in Outlook

Scheduling a Meeting in Outlook

Outlook makes it easy to schedule meetings and send invitations to attendees.

Outlook Desktop

Step 1: Create New Meeting

• Open Outlook
• Click Calendar at the bottom of the screen
• Click New Meeting in the toolbar

Step 2: Add Meeting Details

• To: Add the email addresses of attendees
• Subject: Enter a clear meeting title
• Location: Add a meeting room or "Microsoft Teams Meeting"
• Start time: Select the date and time
• End time: Select when the meeting ends

Step 3: Add Teams Link (Optional)

To make it an online meeting:

• Click Teams Meeting in the toolbar
• A Teams link will be automatically added

Step 4: Write Your Agenda

In the body of the meeting, include:

• Purpose of the meeting
• Topics to discuss
• Any preparation required

Step 5: Send the Invitation

Click Send to send the invitation to all attendees.

Outlook Web

Step 1: Open Calendar

• Go to outlook.office.com
• Click the Calendar icon on the left

Step 2: Create Event

• Click New event or double-click a time slot
• Fill in the meeting details
• Add attendees in the Invite attendees field

Step 3: Add Online Meeting

Toggle Teams meeting to add a video conference link.

Step 4: Send

Click Save to send the invitation.

Checking Attendee Availability

Before scheduling:

• Click Scheduling Assistant in the meeting window
• You can see when attendees are free or busy
• Choose a time when everyone is available

Tips for Good Meeting Invitations

Include:

• A clear, specific subject line
• Start and end times
• Location or Teams link
• Brief agenda in the body

Consider:

• Check calendars before scheduling
• Give adequate notice
• Keep meetings as short as needed

Need Help?

For calendar assistance, contact helpdesk@netlumait.com.au or call 1300 521 162.