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Propose Meetings in Outlook 2011 for Mac

Meetings are calendar items that involve you and other people (and maybe a room).

This article applies to: Outlook 2011 for Mac


Outlook 2011 for Mac is an older email and calendar application used by Cornell faculty, staff, and graduate and professional students. Microsoft no longer distributes Outlook 2011 and has announced that support will end in 2017. The IT Service Desk will support Outlook 2011 through March 2017.

We recommend that you upgrade to Outlook 2016 for Mac, part of Office 2016 for Mac, which is free for faculty, staff, and students.

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

  • Inviting people and checking their availability
  • Scheduling the location or equipment resource(s) (if necessary)

There several ways to add names and pick times. Here we'll describe one way.

  1. In any calendar view, in the Home ribbon, click Meeting. A message window will open.
  2. Fill out the To field the way you would an email message. You can include the "name" of resources such as rooms and equipment.
  3. When you're done adding names, click Scheduling in the ribbon.
  4. You'll see a scrollable calendar showing the Free/Busy status of everyone you're inviting. (If they have shared their calendar with you, you'll see the subject of their meetings as well.) To set or change the date and/or time for your proposed meeting, use the Start and End fields in the top part of the window. The times entered in those fields will show as a shaded rectangle in the scrollable calendar.
  5. Finish filling out the Subject and Location fields, and include appropriate explanatory text in the large text field on the Message tab. This is where the agenda for the meeting might appear. It is also the text for the meeting invitation email that will be sent to the invitees.
  6. Click Send in the toolbar.

Note that filling in the Location field in step 5 does not reserve that room for your event. You must "invite" the room to your event as described in step 2 above.

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