Office 365 (Outlook 2013 / 2016 / 2019 for Win) - Schedule a meeting with other people using Scheduling Assistant and Room Finder
Send a meeting request to set up a time to meet with others and to track who accepts the request.
1. In Calendar, click New Meeting.
Hint Keyboard shortcut: To create a meeting request regardless of where you are in Outlook, press Ctrl+Shift+Q!
2. In the Subject box, tell your recipients what the meeting is about.
3. In the Location box, tell your recipients where this meeting will be held. Click Rooms (located just to the right of the Location field) to check availability and reserve rooms. NOTE: If you already know which room you would like to use and know that it is available you can instead add the room number to the list of recipients.
The conference rooms available in Outlook are as follows: B129, C123, D187, D210, D270, J109, L159, M123, R226, T104, U114, U229, U236, U239, U244, U261, U268, U295, and U344. Please note that rooms can only be scheduled 180 days in advance. If you need to book meetings farther out, please contact Sara Stone at firstname.lastname@example.org.
4. In the Start time and End time lists, click the meeting start and end times. If you check the All day event box, the event shows as a full 24-hour event, lasting from midnight to midnight.
5. In the meeting request, type any information you want to share with the recipients. You can also attach files.
6. Click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.
7. Click Add Attendees, and then type the recipients names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.
8. You can click and drag the lines to a new start and end time. The free/busy grid shows the availability of attendees.
9. The Room Finder pane off to the right contains the suggested best times for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.
10. After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.
11. Unless you want to make this a recurring meeting, click Send.
Creating a recurring meeting
1. Click Meeting > Recurrence
Hint Keyboard shortcut: To schedule the meeting to repeat regularly, click Ctrl+G.
2. Choose the options for the recurrence pattern you want, and then Click OK. NOTE: Outlook defaults to No end date for the range of the recurrence. This is not recommended. Please select End after or End by instead.
When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.
3. To send the meeting request, click Send.
For additional and the most current information on scheduling meetings in Outlook, please see the following Microsoft support article: https://support.office.com/en-us/article/schedule-a-meeting-with-other-people-5c9877bc-ab91-4a7c-99fb-b0b68d7ea94f.
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