University Systems help centre

Initiate a meeting: Outlook 2011 for Mac

A meeting occurs at a scheduled time and location. Unlike appointments, it includes notifying and inviting other people. A meeting in your calendar could be one set up by you, or it could be one you've been invited to by someone else. Meetings appear both in your calendar and in the calendars of the other people who are involved.

  1. At the bottom of the Outlook navigation pane, click Calendar.

  2. On the Home tab, click Meeting. You can also double click on a desired date and time to open a New Appointment window. Then, to change the appointment to a meeting, click Invite on the Appointment tab.

  3. In the To field, enter the names of people that you would like to invite to the meeting. To search for contacts, click on the Global Address List icon on the right side of the To field.

  4. In the Subject field, type a brief description of the meeting.
  5. In the Location field, type the meeting room or location. Some campus resources (i.e. certain labs, meeting rooms, and offices) can be booked through Microsoft Exchange. To search for these resources, click in the Location field, then click on the Global Address List icon to the right of the Location field. Type the name of the resource in the search field. Once you have found and selected the desired resource, click Add to Meeting.

    For more information about resource accounts, please see Resource email and calendaring.
  6. Change the Start and End times for the meeting.
  7. Click on the Scheduling Assistant tab to check the availability of the people and resources you've selected for the meeting. If necessary, you can change the meeting time by clicking on a new place on the calendar or by changing the start and end times.

  8. If desired, you can also set the meeting to repeat on a regular basis (i.e. every Tuesday). Click on the Recurrence button and select when you would like the meeting to repeat.

  9. When you complete your invitation, click Send on the Meeting tab. Your invitation will be sent to the people and resources you've specified.