How to Schedule Group Meetings in Outlook

In the versions of Outlook 2000 and up, you can schedule group meetings, send out notices to all participants, and keep track of who is coming.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Email addresses of all participants

How to Schedule Group Meetings in Outlook

1. 

   In Outlook, click on "Calendar" and then on "New." In the drop-down menu, click on "Meeting Request." This will open up a new window.

2. In the To: line, fill in the email address of those you want to attend.
   In Subject: A brief description of the meeting. In Location: where the meeting will be held. Below will be drop-down menus for the date and time, select these. Below will be where you enter the body of the message, giving more details on the meeting.

3. If you have shared calenders with all those on your invite list for the meetings, you can schedule the meeting by looking at their available times. In the same box in which you are giving a description of the meeting, there will be an option to press "scheduling". Opening up this will allow you to view the calendars of all your invitees. Their names/emails must be entered into the left-hand side bar. Alternatively, you can select a time and day for the meeting from here according to the free time available.

4. You are ready to send your invitation. People will receive a message which will allow them to confirm, reject or suggest another time for the meeting.

Tips & Warnings

• It is likely, that even if you have access to other's calendars and have scheduled a meeting in their free time, they will suggest a different time. Calendars aren't always updated frequently. Have some alternative times ready.