Invite Attendees to a Meeting
Outlook | Computer Training | DoIT

Outlook makes it easy to set up a meeting with others at Roosevelt. You can check attendees' availability before sending an invitation, send one invitation to multiple people, and track the responses you receive. To invite attendees to a meeting:

1. Start a new meeting request: Click New | Meeting Request (Alternatively, you can start a new calendar appointment and click the Invite Attendees button to begin a meeting request).

2. In the To: field, enter either the e-mail address or the complete name of each attendee. Separate the entries with semi-colons. Continue filling out the form, entering the Subject and location.

3. In the Start Time and End Time fields, enter the dates and times of the meeting.

4. To check the availability of attendees, click on the Scheduling tab. Like the example below, you'll see your list of attendees and their free/busy times (if available) for the date you previously entered. Busy times are denoted with blue bars. If the free/busy time cannot be determined, striped lines will appear (there's a legend at the bottom of the window that describes the colors used).

5. If someone has a conflicting appointment, you can change the time of the meeting by clicking and dragging the green line that indicates the start of the meeting, or the red line that indicates the end of the meeting. You can also change the date and time of the meeting by using the menus at the bottom of the form.

6. You can add people to the list of attendees by clicking below the last entry and entering their full name or e-mail address.

7. When you have completed the list of attendees and determined the date/times of the meeting, click Send to the send the invitation to all attendees. The meeting will be added to you calendar. Attendees will receive invitations to which they can accept or decline. You will receive an e-mail from each attendee when they accept or decline the invitation, as shown below.