Calendar > Request a Meeting

You can use Outlook Web App to plan meetings by sending meeting requests. Meeting requests invite other users to an appointment.

How do I request a meeting?

  1. On the Calendar toolbar, click meeting requestNew Meeting Request.

  2. In the To and Optional boxes, type the names of the people you want to receive the meeting request. For additional options, click check namesCheck Names.

  3. To specify a conference room or a piece of equipment you want to use during the meeting, type the resources or the conference room in the Resources box.

  4. To check the availability of potential attendees and resources, click Scheduling Assistant on the toolbar. A list of possible times and the availability of potential attendees will be displayed. Click the time that you want to select.

    The possible times are adjusted based on each attendee’s working hours. If one or more of the attendees are in a remote time zone, you might not see any available times.

  5. By default, the Request a response to this invitation check box is selected. If you don't want your meeting request recipients to send you their responses, clear the check box.

  6. In the Subject box, type the meeting topic.

  7. In the Location box, type the location where the meeting will be held. If you've selected a Resource, it will be entered in the location field automatically.

  8. In the Start time and End time lists, select the appropriate dates and times.

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

  10. In the message body, type any message you want to accompany your meeting request, and then click sendSend.

Each person you invite is sent a meeting request. And the new meeting is added to your schedule. Every person who receives your meeting request can accept or decline it.

What else do I need to know?

  • The following table lists additional toolbar options you can use when you request a meeting.


    Button Description


    Sends the meeting request.


    Saves the meeting request.


    Cancels the meeting request and closes the meeting form view without saving changes.

    attachment icon

    Attaches a file to the meeting request. For more information about attaching a file to a meeting request, see Mail > Working with Attachments.


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

    check names

    Resolves an e-mail alias that you typed in the To or Optional boxes with an e-mail address. If Outlook Web App doesn't recognize a recipient, a list of possible matches appears in the Navigation Pane.

    high importance

    Assigns a High importance to the meeting.

    low importance

    Assigns a Low importance to the meeting.

What if I want to know more?

Related help topics
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