Frequently Asked Question
How to schedule a meeting in outlook
1. Open your Outlook calendar view.
2. Click on Home in the menu across the top of outlook. Then in the outlook ribbon click on New Meeting.
3. In that window, click the Scheduling Assistant menu option. You will see the Scheduling Assistant option in the menu across the top of outlook.
4. Look for a box labeled Start Time. Set the start date and start time for the meeting. That can be typed in manually or use the calendar icon and time dropdown box. Then pick an end date and an end time in the same way. Attendees will be added in the next step. If schedule conflicts arise, then the time for the meeting can be adjusted.
5. In the ribbon across the top click on Add Attendees. A list of names will be shown based on what address book you select. Click the address book dropdown to change address books.
Select Attendees and Resources view:
6. Enter the name of a person you want to attend the meeting in the box directly under “SEARCH:” hit enter or the arrow to the right to of the search box to start the search. Scroll through the results and highlight the desired attendee.
7. For each name that you highlight, click "Required ->" or "Optional ->" to add the attendee. Repeat for all attendees.
8. If you need to add a Resource (meeting room):
a. Click the box “Add Rooms” to bring up the select rooms view.
b. In the Search bar type ULS and hit enter or the arrow to the right to start the search.
c. Click the "Rooms" button to select the room you want, and then click OK to add the room as a resource. It will show up in the text box to the right of rooms.
9. When you are finished adding attendees/resources, click on the meeting option in the menu bar across the top of outlook to exit the scheduling assistant. (The Required and Optional attendees should now show under required and optional, and Resources now appear in the Location box.)
10. Additional comments describing the meeting can be added in the composition area.
11. In the Title field, give your meeting a name. (Note: The text here will be the name of the meeting that appears on all the attendees' calendars.)
12. If you have not scheduled a room, enter the location in the Location box. (Note: If you scheduled a room/resource, this will be entered automatically in the email message and meeting record.)
13. If you want to make the meeting recurring, click the Recurrence button either in the ribbon across the top or the option make recurring to the right of the end time box.
14. Select any other options you want.
15. Click Send.
A detailed interactive tutorial from Microsoft about how to schedule a meeting is available here:
https://support.microsoft.com/en-us/office/create-appointments-and-meetings-6e6ddec6-5983-4c42-9652-b99e120206fb