You can invite entire groups of people by using a contact group or distribution list. You can inform noncritical attendees of the meeting by marking their attendance as Optional. By default, the attendance of each attendee is indicated as Required. People you invite to meetings are referred to as attendees. (Scheduling suggestions are not provided for past or nonworking days.) Clicking a meeting time in the Suggested Times list updates the calendar and the meeting request. Selecting a date in the calendar displays the suggested meeting times for just that day.

At the bottom of the Room Finder pane, the Suggested Times list displays attendee availability for appointments of the length of time you have specified for the meeting. Managed conference rooms that are available at the indicated meeting time are shown in the center of the Room Finder. You can display or hide the Room Finder pane by clicking the Room Finder button in the Options group on the Meeting tab. You can enter all the required information directly on the Appointment page, or use the additional features available on the Scheduling Assistant page to find the best time for the meeting.Īll the capabilities of the Room Finder are available for Exchange accounts, but functionality is limited for other types of accounts. The Appointment page is visible by default. The meeting window has two pages: the Appointment page and the Scheduling Assistant page. You can send a meeting request from any type of email account (such as an Exchange account or an Internet email account). You can send an Outlook meeting invitation (referred to as a meeting request) to anyone who has an email account-even to a person who doesn’t use Outlook. You can review attendees’ schedules to locate a time when everyone is available, or have Outlook find a convenient time for you. Outlook displays the individual and collective schedules of people within your own organization, and of people outside of your organization who have published their calendars to the Internet. Scheduling meetings through Outlook is significantly simpler than other methods of scheduling meetings, particularly when you need to accommodate the schedules of several people.

A primary difficulty when scheduling a meeting is finding a time that works for all the people who need to attend it.

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