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Propose Meetings in Outlook 2013 for Windows

A meeting is a calendar item involving at least two people and/or resources.

This article applies to: Outlook 2013 for Windows

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, meeting, or 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)
  1. In any calendar view, on the Home ribbon, click New Meeting.
  2. In the Untitled - Meeting window, fill in the Subject (required) and Location (optional).
  3. You can either select the start and end dates and times here, or later, in the Scheduling Assistant.
  4. Click Scheduling Assistant in the Meeting ribbon. The appointment window will change to show a side-scrolling calendar. You can jump quickly to any date by clicking that date on the mini-calendar at the upper right.
  5. Add people to the invitation by clicking Add Attendees near the bottom of the window, which opens the Select Attendees dialog box. Make sure Global Address List is selected in the Address Book drop-down list.
  6. After you've added one or more people, the color of the time block in the All Attendees row shows you if anyone has a scheduling conflict at that time. (Blue means busy, purple is "out of the office.") The Suggested Times box at the right shows the best times for the day you've selected.
  7. If you need to schedule a location, click Add Rooms while viewing the Scheduling Assistant. Select the desired room, click Rooms, then click OK. This will also fill in the Location field on the Appointment view.
    Note that typing a room name into the Location field does not reserve that room for your event. You must "invite" the room to your event as described in step 7.
    Local procedures for reserving a room vary from unit to unit, so check with your building or facilities coordinator before assuming that choosing a room in Outlook guarantees you use of the room at that time.
  8. If you specified the dates and times in step 3 above, skip down to step 10.
  9. Either click on a time in the Suggested Times box or click (or drag) on a column in the main display to select a time.
  10. Click Appointment in the ribbon to return to the scheduling view. The Date, Start time, End time, and To fields will show what you selected in the Scheduling Assistant.
  11. Be sure to include appropriate explanatory text in the large text field. This is where the agenda for the meeting should appear. It is also the default text for the meeting invitation email that gets sent to your invitees.
  12. Click Send to invite everyone to your proposed meeting.

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

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