How to Send a Meeting Request on Microsoft Outlook

By David Weedmark

Because Microsoft Outlook integrates your email, calendar and contacts, sending a meeting request can be a pretty straightforward task. Simply entering the names of the people you're inviting, the time and the location, and pressing the Send button will get the job done. However, Microsoft has packed a lot of additional features into this task, which can enhance your meeting request, especially if your office uses Microsoft Exchange.

Step 1

Launch Outlook and click the **Calendar** icon at the bottom of the left menu. From the Calendar Home tab, click the **New Meeting** icon. To create a new meeting from wherever you are in Outlook, you can also press **Ctrl-Shift-Q**.

Step 2

Enter the meeting particulars in the appropriate fields. Place your cursor in the **Subject** field and type a name for the meeting. Select the **Location** field and type an address, building or room. Click in the **Start time** and **End tim**" fields and specify the start and end times of the meeting. Alternately, select the **All Day** check box for events that last 24-hours, from midnight to midnight of the specified dates. Select the **Message** field at the bottom of the dialog box if you need to type an appropriate message for the invitees. If your office uses Microsoft Exchange, you may also have a **Rooms** option, so you can see if a specific room is available and reserve it for your meeting.

Step 3

To enter the names of the people you want to invite, select the **To** field. If anyone is not already in your Outlook Contacts, you can simply enter their email addresses. To open your address book, click the **Meeting** tab, select **Attendees** and click **Address Book**. The Attendees menu also gives you the option to cancel a scheduled meeting and specify response options for recipients, which includes giving recipients the ability to propose a different time for the meeting.

Step 4

Click the **Schedule** icon just below the Meeting icon under the Home tab if you want to verify that the meeting suits your schedule. The calendars of the recipients may also appear if you are on the same Exchange network and if you have permission to view their calendars.If you are an Exchange user, click **Scheduling Assistant** to find the best time and place to meet based on the recipients' schedules and room availability.

Step 5

Click the **Options** icon under the Meeting tab to select how you want the meeting time to appear on your calendar. The additional options here also let you set a meeting reminder and specify if the meeting will be recurring or not, such as for setting weekly or monthly meetings.

Step 6

Click the **Review** tab to check spelling and grammar in your meeting request. Note that the additional options here give you the ability to translate the request into other languages, as well as to check time zones and even to access a thesaurus.