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Online Support Email Exchange

How to Create New Meeting

Meetings can be exhausting as is. Things beforehand should be your less worry – meeting request, response tracking, etc. – if not less a problem.

Focus on what lies ahead for the meeting, and let Email Exchange do the job from sending meeting requests to tracking responses. There’s just a few things you had to cover though before Email Exchange does the wonder.

Important Note: This applies to Outlook - Versions 2016, 2013, 2010. Slight difference on the steps may apply for other versions of Outlook and Outlook Web Access.

Before you get started there is one important matter you have to consider. Aside from the basic scheduling of meetings, Outlook has extended its feature to Scheduling Assistant. This feature allows you to know if recipients and meeting sources, such as rooms, are available on the given schedule. Both ways are provided below for your reference.

Basic Scheduling of Meetings

This is the fastest and simplest way to create a new meeting. However, this is not recommended for larger meetings or audience. By chance you are confident with the attendance and resources, follow these steps:

  1. Log in to Outlook – 2016, 2013 and 2010 – or Outlook Web Access.
  2. From here, you can choose between the following options:
    1. From your Inbox, click on New Items from the upper-right corner. Then, select Meeting from the drop-down menu.
    2. Go to Calendar, then click New Meeting from the upper-right corner.
    3. Use keyboard shortcut, Ctrl + Shift + Q, to immediately prompt new meeting request.
  3. Enter the following details on the specified field:
    To The attendees for the meeting
    Subject Purpose of the meeting
    Location Place for the meeting
    Start Time Date and time the meeting starts

    Ticking All day event box shows a full 24-hour event from midnight to midgnight.

    Start Time Date and time the meeting ends

    To cater recipients of different time zones, click Time Zones on Option group, under Meeting tab. Then, select corresponding time zone.

  4. Type in a message or information on the message request if needed.
    You may also attach a file by clicking Insert tab, choose Attach File, then select the file you wished to share.
  5. Click Send.

How to Schedule a Meeting with Scheduling Assistant

As said, Scheduling Assistant helps you find the suitable time for the meeting by showing when possible attendees and resources are available on a given time and date. This comes recommended, especially for larger meeting with larger audiences.

  1. Log in to Outlook – 2016, 2013 and 2010 – or Outlook Web Access.
  2. From here, you can choose between the following options:
    1. From your Inbox, click on New Items from the upper-right corner. Then, select Meeting from the drop-down menu.
    2. Go to Calendar, then click New Meeting from the upper-right corner.
    3. Use keyboard shortcut, Ctrl + Shift + Q, to immediately prompt new meeting request.
  3. Under Meeting tab on Show group, click Scheduling Assistant.
  4. On the lower left, click Add Attendees.
  5. In the Required, Optional or Resources boxes, type in attendees’ names, email addresses or resource names (separate with semicolons).
    Search for attendees by typing in the Search box, and then click Go. Select the name from the results list, then click on Required, Optional or Resources, whichever is applicable.
    The free/busy grid entails availability of recipients. Drag the vertical lines to adjust time and date.
  6. For suggested best times, click Room Finder on the Show group under Meeting tab.
  7. In the Suggested Times section, select a meeting suggestion or pick a time on the free grid.
  8. Switch back to the meeting request by clicking Appointment on the ribbon.
  9. Type in a message or information on the message request if needed.
    You may also attach a file by clicking Insert tab, choose Attach File, then select the file you wished to share.
  10. Click Send.

Congratulations! You just created a new meeting.

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