This document provides instructions for scheduling calendar meetings in Outlook Desktop and Outlook 365. It outlines how to locate the calendar, add calendar items, identify optimal meeting times using the Scheduling Assistant, fill out a meeting template with details, and track participant responses. The steps are similar between Outlook Desktop and Outlook 365, including locating the calendar, adding items, using the Scheduling Assistant to find times, providing meeting details, and viewing responses.

1. How to schedule a
Calendar Meeting
Organizing a meeting in Outlook and
Outlook office 365

2. 22
Agenda
Learn how to schedule a meeting in Outlook Desktop
•How to locate your calendar
•Navigating your Outlook calendar
•Adding a Calendar Item
•Identifying optimal times
•Filling out a meeting template
•Tracking responses
Learn how to schedule a meeting in Outlook Office 365
•Locating your calendar
•Navigating your calendar
•Adding calendar items
•Identifying optimal times
•Filling out a meeting template
•Tracking responses
•Scheduling a SKYPE meeting

3. 3
Outlook Desktop

4. 44
Locating your
calendar in
Outlook
Click the “Calendar”
Icon in the menu
screen on the left.

5. 55
Adding a Calendar Item
Choose a time by highlighting the appropriate time on the day selected and right clicking on the area. Note
you may also utilize the arrows next to the date in the top left to move to a different week.

6. 66
Choose “New
Meeting
Request” Choose the
appropriate option.
Most often, it will be
“New Meeting
Request”. This will
open a new window

7. 77
Meeting Template
1. Detail who you want to
attend the meeting
1a. “check names” button
allows you to verify each
participant’s email
2. Detail a subject line for
your meeting
3. Specify a location for your
meeting
Include room location,
building, conference
number, or skype
information.
4. Specify date and time
5. Detail the information
about your meeting Ex.
Explanation of meeting,
documents, details to join
session or location, etc…
6. Set reminders or
reoccurrence if necessary
6
5
4
32 1a1

8. 88
6a. Reoccurring meetings

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Scheduling
Assistant
Utilize the Scheduling Assistant to identify
optimal times for all meeting participants.

10. 1010
Scheduling Assistant
Note you can move the red and green bars in the image above to change the
duration or time of your meeting. White spaces show where participants are
available. Purple shows where they are in a meeting, and the striped boxes show
where they are tentative to another meeting or event.

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Tracking Responses
To track or view meeting
responses, double click the
calendar item once it has
been sent.

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Tracking Responses
Click on tracking…
View Responses

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Questions?

14. 14
Outlook Office 365

15. 1515
Locating your
calendar in
Outlook
Click the window’s icon
In the top right
corner…

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Locating your
calendar in
Outlook Click on the “Calendar”
Item…

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Choose a date/time and Schedule a meeting…
1.
2.
1. Identify a date and time you would like to meet
* Highlight the time and right click
2. Click on “more details”

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1. Add a Title
2. Add a Location
3. Add participants
4. Specify date and time
5. Set a repeating event if
necessary.
6. Set reminders or
reoccurrence if necessary
7. Detail information in the text
box (Explanation, documents,
details to join meeting, etc)
8. Click “Save” to send the
invite to participants.
8
7
6
5
4
3
2
1
Meeting Template

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Scheduling
Assistant
Use Scheduling Assistant to
identify optimal times for all
participants…

20. 2020
Scheduling Assistant

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Tracking Responses
To track or view meeting
responses, double click the
calendar item once it has
been sent.

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Tracking
Responses
Note the responses under
each name on the right…

23. 2323
Questions?

24. How to schedule a
Calendar Meeting
Organizing a meeting in Outlook and
Outlook office 365