How to Schedule Meetings in Microsoft Outlook on Windows 11

Posted on 20th June 2023

The ability to schedule meetings and events is one of the most important features in Microsoft Outlook. The process is simple and straightforward, and can be done entirely within the app. In this article, we’ll walk you through the steps necessary to schedule a meeting in Microsoft Outlook on Windows 11.

First, open Outlook and click on the “Calendar” tab. Then, click on the “New Meeting” button in the top-left corner of the screen.

In the “To” field, enter the email addresses of the people you’d like to invite to the meeting. You can also add their names in the “Subject” field.

Next, select a date and time for the meeting. You can also add a location. Then, click on the “Send” button.

Outlook will send an email to the attendees with all the details of the meeting. They can then click on the “Accept” or “Decline” button to indicate their response.

If you need to cancel or reschedule the meeting, click on the “Cancel Meeting” button in the top-left corner of the screen.

That’s all there is to scheduling a meeting in Microsoft Outlook on Windows 11!

Assuming you have Outlook open:

1. Click “New Items” in the top menu and select “Meeting” from the drop-down menu.

2. A “New Meeting” window will open. In the “To” field, start typing the name or email address of the person (or people) you want to invite to the meeting. As you type, Outlook will suggest matching contacts from your address book. Click the name of the person you want to invite when it appears. Repeat this step for each person you want to invite.

3. In the “Subject” field, type a brief description of the meeting.

4. In the “Location” field, type the meeting location.

5. In the “Start” and “End” fields, select the date and time of the meeting.

6. In the “Body” field, type any additional details about the meeting.

7. To add an attachment, such as a document or spreadsheet, click the “Attach File” button.

8. When you’re finished, click the “Send” button.

Outlook will send an email to each person you invited, with a link to the meeting. They can click the link to add the meeting to their own calendar and set a reminder.

In the “Scheduling assistant” tab, you can view the days and times that work best for all attendees by clicking and dragging over the desired time slot. If there are any time conflicts, they will be highlighted in red. You can also view the attendees’ free/busy time by clicking the “Show schedule” button in the “Suggested times” section.

To add attendees to your meeting, click the “To” button in the “Invite attendees” section. In the “Select Attendees” window that opens, search for the person or people you want to invite by entering their name or email address in the search bar. As you type, matching results will appear below the search bar. When you’ve found the person you want to invite, click their name to add them to the “To” field. Repeat this process for each person you want to invite, then click the “OK” button when you’re done.

If you want to invite someone who isn’t in your address book, click the “Address Book” button in the “Select Attendees” window, then click the “New Contact” button in the “Address Book” window that opens. Enter the person’s name and email address in the “Name” and “Email” fields, then click the “Save & Close” button. The person you just added will now appear in the “To” field.

Once you’ve added all the attendees you want to invite, you can add an optional message in the “What do you want to say about this meeting?” field. When you’re ready, click the “Send” button.

Your meeting will now appear on your calendar. To make any changes to the meeting, click the meeting on your calendar, then click the “Edit” button in the “Meeting” window that opens. Make your changes, then click the “Save” button.

When you’re trying to schedule a meeting with someone, it can be difficult to find a time that works for both of you. Microsoft Outlook can help you schedule a meeting by finding a time that works for everyone involved. Here’s how:

1. Open Microsoft Outlook and click on the “Calendar” tab.

2. Click on the “New Meeting” button.

3. Enter the email addresses of the people you want to invite to the meeting. You can also add their names and phone numbers if you have them.

4. Click on the “Scheduling Assistant” tab. This will show you a list of the people you’ve invited to the meeting and their availability.

5. Select the time that works for everyone and click on the “Send” button.

You can also use Microsoft Outlook to schedule a meeting with yourself. This can be useful if you need to set aside time to work on a project or take care of a task. Here’s how:

1. Open Microsoft Outlook and click on the “Calendar” tab.

2. Click on the “New Meeting” button.

3. Enter your own email address in the “To” field.

4. Click on the “Scheduling Assistant” tab. This will show you your own availability.

5. Select the time that works for you and click on the “Send” button.

You can also use Microsoft Outlook to schedule a meeting with someone who isn’t using Microsoft Outlook. Here’s how:

1. Open Microsoft Outlook and click on the “Calendar” tab.

2. Click on the “New Meeting” button.

3. Enter the email address of the person you want to invite to the meeting in the “To” field.

4. Click on the “Scheduling Assistant” tab. This will show you the availability of the person you’ve invited to the meeting.

5. Select the time that works for both of you and click on the “Send” button.

If you need to schedule a meeting with someone in your organization, Outlook makes it easy to set up a meeting and invite others. Here’s how:

1. Open Outlook and click on “Calendar” in the navigation pane.

2. Click the “New Meeting” button in the Ribbon.

3. In the “To” field, start typing the name of the person or persons you want to invite to the meeting. Outlook will autocomplete the name for you.

4. When you’re done adding people to the “To” field, click the “Subject” field and enter a brief description of the meeting.

5. Click the “Location” field and enter the meeting location.

6. In the “Start time” and “End time” fields, enter the date and time for the meeting.

7. If you want to add more details about the meeting, click the “Body” field.

8. When you’re done, click the “Send” button.

Outlook will send an invitation to the people you invited, and they can click the “Accept” or “Decline” button to let you know whether they can attend.