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.
- In the lower-left corner, click the Calendar icon.
- Click (at the upper left, just under the red nav bar). An event form will open.
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.
- Enter the Start date and time.
- Select the End time.
- (optional) Set a Reminder.
- (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
- Click .
- On the left are sections for Required attendees, Optional attendees, and Rooms. In the relevant section, click Add, 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.
- To add a location, click . 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 , then select the desired unit's list.
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.)
If there is a time conflict for an attendee (or room), a red X will appear next to their listing.
- Click when finished. You'll be taken back to the meeting proposal form.
- Click when finished.
Less Thorough - But Quicker - Method
With this method, you will not be alerted to possible scheduling conflicts.
- To add people, click Invite attendees, then 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.
- To add a location, click Search for a room or location. 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 , then select the desired unit's list.
- Click 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.
To set up a recurring, regularly scheduled appointment, clickin the event form while you're creating or editing that item. The dropdown list shows several common patterns.
To change a recurring item back to a one-time item, set Repeat to .
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 article 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.
If you are NOT the meeting creator
Click once on the item, then click your previous response (probably "Yes, I'll attend"). Select the appropriate new response.