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Propose Meetings (Outlook on the Web)

A meeting is a calendar item that involves at least two people and/or rooms or resources.

This article applies to: Outlook on the Web


Microsoft frequently updates the design of Outlook on the Web, so your version may not match exactly the description given here.

A quick terminology guide

  • An appointment is an item you create for yourself.
  • A meeting is just like an appointment, except that it includes more than one person.
  • An event is an all-day appointment or meeting, or a note about that date.

You'll follow very similar steps to create and work with appointments, meetings, and events.

The steps you take to create a meeting are nearly the same as creating an appointment. The only differences are:

  • Checking other people's availability and inviting them
  • Scheduling the location resource (if necessary)

Create a Meeting

Steps 1- 7 below are the same as the steps for creating an appointment.

  1. In the red, Cornell-branded Office 365 nav bar, click the app launcher icon (the nine dots at the left end of the red bar), then click Calendar in the app launcher.
  2. Click new event (at the upper left, just under the red nav bar). An event form will open.
  3. Fill in the Event title (required) and Location (optional).
    Typing a room name into the Location field does not reserve that room for your event. You can add a room using either of methods (thorough and less thorough) listed below.
  4. Enter the Start date and time
  5. Select the Duration. If the duration you need isn't listed, select Custom. You'll then see End date and time fields.
  6. (optional) Set a Reminder.
  7. (optional) Enter notes in the large text area.

Now continue with either of the two methods below for inviting people and reserving a location.

Thorough Method, Includes Checking Availability

  1. Click SCHEDULING ASSISTANT.
  2. On the left, under Attendees, type the beginning of a person's name or NetID. Outlook will look for and display matches as you type. Select the desired entry. Repeat as needed for additional attendees.
  3. To add a location, click add room (at the bottom of the left column). You'll be shown a list of rooms for your college, department, or unit. Select the desired room. If you want to schedule a room "owned" by another unit, click Choose new room list, then select the desired unit's list.
  4. As you add people (or rooms), each calendar will appear. You will see when they are free and when they are busy. (You may see more details, if they have granted you some level of access to their account.)
  5. Just above the list of attendees (in the left column) you'll see whether there are any conflicts with your proposed date and time. You can modify the meeting time using the When and Duration fields on this form.
  6. Click OK when finished. You'll be taken back to the meeting proposal form.
  7. Click SEND when finished.

Less Thorough - But Quicker - Method

With this method, you will not be alerted to possible scheduling conflicts.

  1. To add people or a meeting location, on the Attendees line, either
  • click the plus sign then select people from your contacts or the directory, or
  • type the beginning of a person's name or NetID or the name of a room. Outlook will look for and display matches as you type. Select the desired entry. Repeat as needed for additional attendees.
  1. To add a location, click add room (at the bottom of the left column). You'll be shown a list of rooms for your college, department, or unit. Select the desired room. If you want to schedule a room "owned" by another unit, click Choose new room list, then select the desired unit's list.
  2. Click SEND when finished.

Your appointment will now appear on your calendar. You can return to the detailed view of any appointment, meeting, or event by double-clicking it in any calendar view.

Recurring Meetings

To set up a recurring, regularly scheduled appointment, click Repeat in the event form while you're creating or editing that item. The drop-down list shows several common patterns. When you select a repeat pattern, two new fields allow you to set the From (start) and To (end) dates for the appointment.

To change a recurring item back to a one-time item, set Repeat to Never.

We've found that making changes to recurring events can cause calendars to become out of sync. It's often better to delete the recurring event and start over with a fresh one, rather than edit an existing one. See our Maintaining Calendar Harmony page for more information about avoiding calendar confusion.

Cancel a Meeting

Do not delete meetings

Deleting causes calendars to get out of sync and may cause the Calendar Repair Assistant to put the meeting back on your (and other) calendars.

If you are the meeting creator

In any calendar view, click once on the item, then select CANCEL.

If you are NOT the meeting creator

Click once on the item, then change your response to "decline" by clicking the red X.

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