When scheduling a meeting in Outlook, always include a topic for the meeting.

  1. In Outlook, on the Home tab, in the Newgroup, do one of the following:
    • From the inbox, choose New Items and click on New Meeting.

To schedule a meeting, on the Home tab, in the New group, choose New Items, and then Meeting.

    • In Calendar, click New Meeting. Outlook will create a meeting invitation.

New Meeting command on the ribbon

  1. In the To box of the meeting invitation, add attendees. Attendees can also be added through Address Book.
    • Click Add Attendees, and then type the recipients' names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.
    • In the Search box, type the name of a potential attendees, click Go, choose a name in the results list, and then click Required, Optional, or Resources.
  2. In the Subject box put the title or topic of the meeting.
  3. In the Location box, click Rooms to access the list of conference room and select an available conference room where the meeting will take place. Use Room Finder to see potential scheduling conflicts for a location.
  4. Use Scheduling Assistant and the Scheduling Assistant for Exchange accounts to help find the best time to schedule the meeting by analyzing when recipients and meeting resources, such as rooms, are available.
  5. Specify the date in the Start time and End time,then select the meeting start and end times.
    • For an all-day event, select the All day event check box. The event will automatically show as a full 24-hour event, lasting from midnight to midnight.
    • When scheduling a recurring meeting, on the meeting invitation, in the Meeting tab, in the Options group, click Recurrence.
    • When scheduling meetings with different time zones, on the meeting invitation, in the Meeting tab, in the Options group, click Time Zones.
  6. In the meeting request message box, type any information that needs to be shared with the recipients.

NOTE:  To attach a file: on the Insert tab, choose Attach File, and then choose the file to attach to the meeting request.

  1. Once all necessary information is provided, press Send. Responses to meeting invitation from the attendees will appear in the inbox of the person who scheduled the meeting.



For Companywide meetings and trainings, please send the invite from the "Toole Design Group Admin" Calendar.  Reach out to Helpdesk if you do not have permissions to invite from this calendar.