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Creating meetings and inviting attendees

A meeting is an event that you have been invited to by someone or that you have invited other people to attend. Creating meeting invites allows you to keep track of who is attending

A meeting is created the same way as an appointment except that you invite other people and can also book rooms if these have been set up by your organisation

  1. Click Calendar in the navigation bar at the top right of the screen

click on calendar

      2.Click New event at the top left of the screen or double click a time slot in the calendar at the time you would like your meeting to occur

enter event name and location

     3.Type in the name and location in the appropriate section at the top of the page

     4.You can either type the location or click add room to select a room from the Directory if your Local Organisation Administrator has set this up

     5.Click the Attendees section, type the names of the people you want to invite and select the correct attendee from the drop down list

start typing the attendee name and then select the correct one from the drop down

Handy Hint

You can also add an attendee by clicking the plus icon to the right of the of the attendees section and searching in the directory

Handy Hint

Right click on the contact name and choose View details to check the details of the attendee to ensure you are sending the meeting invite to the correct recipient

    6.Enter the Start time, select the Duration of your meeting and set your status by selecting either Free, Working elsewhere, Tentative, Busy or Away from the Show as drop down list

    7.You can add a reminder and select the repeat pattern of your meeting as you would with an appointment

    8.Select the Request responses box so that invitees can send you a response

tick the request responses box if you require responses

   9.You can type any notes or information about your meeting in the text box at the bottom of the screen

When you have finished, click Send at the top left of the screen

Adding an attachment to a meeting invite

   10.Click the three dots at the top of the screen and select insertselect insert

You can insert an attachment or picture in the same way that you do for emails. For more information on this, refer to the Advanced email use module in the Outlook Web App Learning Series

Warning

If other people have access to your calendar, do not attach any sensitive documents as, depending on their level of access, they may be able to view these attachments

When you have finished, click Send at the top left of the screen

Categorise a calendar entry

You can categorise a calendar entry by clicking the three dots and selecting categorize. For more information on categories, refer to the Mailbox management module in the Outlook Web App Learning Series

Updated on 25/06/2019

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