Create and Send a Meeting Request in Outlook
You can specify the date, time, duration, and the agenda for the meeting. Outlook helps you organize your meeting requests.
Create and Send Meeting Request
- Open Outlook.
- Click on the arrow next to NEW icon in toolbar. Select Meeting Request
- In the Untitled - Meeting window, enter the subject and location information. Your meeting is no longer "untitled."
- Add members in the To: prompt and select from Address Book. Make sure that Global Address Book is selected in the "Show Names from."
- Select the meeting date and start and end time.
- Click the Scheduling Assistant icon in the Toolbar (ribbon)
- You'll be able to see if the person is available for that time frame. The explanation of colors or patterns is at the bottom of the window.
- Another option is to look at the Suggested Times in the right-hand portion of the window.
- In the notes portion, type the agenda or anything you need to say regarding the meeting.
- The meeting appears in your schedule.
- The attendees will receive an email message about the meeting. They have the choice to Accept, Decline or make the meeting Tentative. They can also add a note back to you. As the meeting initiator, your meeting request will update how many participants have responded.
Respond to the Meeting Request
When you receive a meeting request in your email, you can either accept, decline, or decide later (make the meeting tentative).
- To read a meeting request, double-click on the message in your Inbox.
- You should check your availability by clicking on Calendar button in the toolbar.
- Depending on your schedule, click Accept, Tentative (you'll decide later), Decline, or (see below).
- If you click Accept, Tentative, or Propose New Time, Outlook will enter the meeting item in your Calendar.
- If you click Decline, the meeting will not be added to your Calendar.
- You will receive a response window asking if you want to add comments to a response, send a response now, or don't send a response. If you choose "don't send a response, the meeting organizer doesn't receive a message that you accepted.Make your decision and click OK.
Propose New Time
If the meeting time doesn't suit your schedule you can propose a new time.
- Open the Meeting Request message.
- Click Propose New Time.
- Enter the new date and time for the meeting.
- You can only change the date and time; not the attendee list.
- Click Send.
The attendees receive a new message in their Inbox. They can again accept, decide later, or decline, or even propose a new meeting time again.
Cancel a Meeting
Sometimes it is necessary to cancel a meeting. Outlook removes the meeting from your schedule. You have an option to send a cancellation notice to the attendees.
- Open the meeting you want to cancel.
- Click the Delete button in the toolbar (X).
- You will receive a response window asking if you want to send a cancellation notice to the attendees or not to send a notice. Make your decision and click OK.
- If you choose to send a cancellation notice, click Send.