MS Outlook 2016 allows scheduling a meeting and sending the meeting invitation to more than one people at a time. It also tracks which attendee has accepted your meeting invitation and which not. Using scheduling assistance, you can reschedule the meeting in case any attendee seems to be busy during the meeting session. You can also set recurrences and reminders for the meeting. So let us proceed with the steps for How to Schedule a Meeting in MS Outlook 2016?
Steps to Schedule Meeting in MS Outlook 2016:
Step 1: Open the Outlook 2016 window on your screen, under Home tab, in New group, click on New items down arrow button and among the popped option click on Meeting.
You can also get this directly in Calendar view, under Home tabs, New group.
Start time and End time: It defines a finite and exact time in between 24 hours of the meeting day.
All day event: It will show meeting as a 24-hour event.
After doing all this let us select the Attendees of this meeting, for that click on, To… button. You can even directly write the email ids of the attendees separated with the semicolon.
Step 3: If you have clicked the To… button a new window Select Attendees and Resources will be opened. Here you can select the attendees, from Address Book select the list from which you want to select the attendees for the meeting. Click one of the names and click Required button if the selected named attendee is essential for the meeting, click Optional button if the presence of attendee is optional and Resource button if the selected named attendee is a resource of your meeting.
Repeat this procedure till you complete the selection of all attendees for your meeting. After you select all the attendees for the meeting, click OK.
Step 4: To check whether all the attendees you selected for the meeting are free or not free, at the scheduled time, click on Scheduling button in Show group under Meeting tab in Meeting window. It will show their status; you can reschedule the meeting time if you find any attendee busy at your scheduled time.
In the image below all the attendees, I selected for the meeting are free, so I will move on with the decided scheduled time. Now to get back to the meeting invitation page using Appointment button in Show group under Meeting tab in Meeting window.
Step 5: Type a message for the recipient attendees, of this meeting invitation and click on Send button.
Step 6: You can set your status during the meeting time, set a reminder for the meeting, set the recurrences of meeting if you want to repeat the meeting in future, using the buttons present in Options group of Meeting window. You can also manipulate attendees using buttons in Attendees group of Meeting window.Hope the content is useful. Thank you. Keep reading.