Request a Meeting

You can use a meeting request to invite other people to a meeting or other event.

How do I create a meeting request?

  1. In Calendar, on the toolbar, click the arrow next to New, and then click Meeting Request.

  2. In the To and Optional text boxes, enter the names of the people who you want to receive this meeting request. You can specify a conference room or special equipment, such as an overhead projector, in the Resources box. For more information about how to manage attendees, see Add or Remove Attendees.

  3. In the Start time and End time lists, select the appropriate dates and times. If you want the meeting to occur regularly, click Repeat Repeat. For more information about repeating items, see Set a Repeating Item.

  4. In the Show time as list, select how you want your schedule to appear for the duration of the meeting. Your selection (Busy, Free, Tentative, or Away) is what other people see when they view your schedule and the schedules of all attendees.

  5. Select the Reminder check box to be reminded about this meeting. This also reminds all recipients of the meeting request if they have reminders enabled on their calendars.

  6. Type a message to accompany your meeting request in the message text area, and then click Send or press ALT+S. A meeting request is sent to each attendee, and the new meeting is added to your schedule. Each person who receives your meeting request can accept, decline, or accept it tentatively.

What else do I need to know?

  • You can use the Scheduling Assistant to check the availability of all attendees before you send the meeting request. For more information, see The Scheduling Assistant.

  • You can also turn an appointment into a meeting by opening it and clicking Invite Attendees meeting request on the toolbar.

  • The following options are available on the toolbar when you create a meeting request.

     

    Button Description

    Send

    Sends the meeting request to attendees.

    save

    Saves the meeting to your calendar, but doesn't send the meeting request to attendees.

    attachment icon

    Attaches a file to the meeting request. For more information about how to attach files, see Working with Attachments.

    Insert Picture

    Embeds an image in the body of the meeting request.

    Repeat

    Sets a repetition interval for the meeting. For more information about repetition, see Set a Repeating Item.

    check names

    Checks the names of the meeting request attendees in the Address Book or your Contacts folder. For more information about how to resolve names, see Add or Remove Recipients.

    check spelling

    Checks spelling in the meeting request text area.

    cancel meeting

    Cancels the meeting.

    high importance

    Sets the importance of the meeting to High.

    importance low

    Sets the importance of the meeting to Low.

    Categories

    Applies a category to the meeting. For more information about Categories, see Apply a Category.

    print

    Sends the item to a printer.

    Message Format list

    Sets the format of the item to HTML or plain text. For more information about how to format messages, see Format Messages.

  • For more information about how to use keyboard shortcuts with meeting requests, see "New Appointment and Meeting Request Forms" in Keyboard Shortcuts.

What if I want to know more?

 
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