Jan 19, 2011

Outlook 2007: Scheduling a meeting request

A meeting is an appointment to which you invite people in outlook

You can create and send meeting requests for face-to-face meetings or for online meetings. When you create a meeting, you identify the people to invite and you pick a meeting time. Responses to your meeting request appear in your Inbox. You can also add people to an existing meeting or reschedule a meeting.


How to schedule a meeting in Outlook 2007

  1. On the File menu, point to New, and then click Meeting Request.
          Keyboard shortcut: To create a new meeting request, press CTRL+SHIFT+Q.
  1. In the Subject box, type a description.
  1. In the Location box, type a description or click Rooms to choose from rooms available for automatic scheduling by using Microsoft Exchange.
  1. In the Start time and End time lists, select the start and end time for the meeting. If this is an all day event, select the All day event  check box. An all day event is a full 24 hour event lasting from midnight to midnight.  
    Note:  By default, the current time zone setting on your computer system is used to schedule meetings. If you want to schedule meetings based upon an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.
  1. Type any information that you want to share with the recipients, attach any files, or create a Meeting Workspace.
  3. On the Meeting tab, in the Show group, click Scheduling Assistant. The Scheduling Assistant helps to find the best time for your meeting.
  1. Click Add Others, and then click Add from Address Book.
  1. In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource that you want to invite to the meeting. If you are searching with the More Columns option, then click Go.
  1. Select the name from the results list, and click Required, Optional, or Resources, and then clicks OK. Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.
    The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.
  1. If you want to make the meeting recur, on the Meeting tab, in the Options group, click Recurrence, select the recurrence pattern, and then click OK. When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.
  1. On the Meeting tab, in the Show group, click Appointment.
  1. Click Send.

You can follow same steps on Windows 7 and Windows XP


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