Create and Send a Meeting Request in Outlook 2007
When you create a meeting, you identify the people to invite and the resources to reserve 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.
Schedule & Send a Meeting Request
- On the File menu, click New, and choose Meeting Request, OR with the Calendar open, on the toolbar click New and choose Meeting Request
- Enter a Subject
- Enter a Location
- Edit the Start time date and time information
- Edit the End time date and time information
Let's go back to the To: line and discuss that more. You have a few options here. You can type in the attendees just like you do for an email message OR you can actually see if they are available for your meeting.
- Click the Scheduling Assistant button on the Ribbon
- Click Add Attendees at the bottom
- The Select Attendees and Resources window appears
- Depending on your settings you will see the Global Address List or your Contacts
- You could also select a date from the Suggested Times on the right
The recipients of this meeting request will receive a note in their Inbox. Once they open the meeting request, they can Accept, Decline, or decide later (tentative).
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 the message in your Inbox
- You should check your availability by clicking the Calendar button on the Ribbon
- Depending on your schedule, click Accept, Tentative (you'll decide later), Decline, or Propose New Time (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 Propose Time
- 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 Cancel Meeting button on the Ribbon
- Enter a message for the recipients if desired
- Click Send Cancellation