Outlook: Create and Schedule a Meeting

Before you start...

In Microsoft Outlook, you can create and schedule meetings with other people. A meeting is a calendar appointment that is shared by multiple people. Meetings appear on your calendar like other events, and you can put them in folders or search for them as you would for messages.

Create a new meeting

  1. Go to Calendar in the navigation pane.
  2. In the ribbon, select "New Meeting." A new window will open.
  3. Enter the email addresses of the people you want to invite in the "To" field.
  4. Enter the meeting title in the "Subject" field.
  5. Enter the location of the meeting in the "Location" field.
  6. Enter a start and end time in the appropriate fields. If the appointment is an all day event, check the box next to "All day event."
  7. Enter any additional details or notes in the message area below.
  8. Click [Send].

Schedule a meeting using the Scheduling feature

In Outlook, you can use the Scheduling feature to look for times that are available for everyone participating in a meeting. Scheduling shows the times when each of the attendees of a meeting are busy or available according to their Outlook calendars. You can use this information to find a time that others are available to meet.

  1. Go to Calendar in the navigation pane.
  2. In the ribbon, select "New Meeting." A new window will open.
  3. Enter the email address of the people you want to invite in the "To" field.
  4. In the "Show" group in the "Meeting" tab, click "Scheduling." This will take you to the scheduling view .
  5. Add any additional attendees to the meeting by selecting "Add Others" > "Add from Address Book" at the bottom of the scheduling area. The scheduling view will show the times when each of the attendees are busy or available.
  6. Click the [AutoPick Next] button at the bottom of the scheduling area to jump to the next time slot that is available for all attendees.
  7. Once you have selected a time, click [Send] or click on "Appointment" in the "Show" group in the ribbon to go back to editing the meeting information.

For more information on using the scheduling features, visit the Scheduling feature help page (coming soon).

Create a meeting by replying to an email

You can create an appointment directly from an email by responding to an email as a meeting. Responding as a meeting creates a calendar appointment and sends that appointment to other people you wish to invite.

  1. Open the email you want to create a meeting from.
  2. In the "Message" tab in the "Respond" group, select "Meeting." A new window will open.
  3. Enter the email addresses of the people you want to invite in the "To" field.
  4. Enter the location of the meeting in the "Location" field.
  5. Enter a start and end time in the appropriate fields. If the appointment is an all day event, check the box next to "All day event."
  6. Enter any additional details or notes in the message area below. The text of the original email will be copied into this area.
  7. Click [Send].


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