Outlook - How to Schedule a Meeting (web verison)

1.  With the web version of Outlook open (https://outlook.office365.com), click on the Calendar tab at the lower left of the Outlook window.

2.  At the upper left of the Outlook window, click the New Event button. This will open a new window that will allow you to plan your meeting.

3.  Click Scheduling Assistant at the top of the newly opened window. 

4.  Click Add required attendee and type the name of the person who you would like to be a required member of the meeting. As you type in a name, Outlook will show you the names matching your criteria. You will repeat this step for each required attendee.

5.  If you would like to add optional attendees to your meeting, click Add Optional attendee and type the name of the person who you would like to be an optional member of the meeting. As you type in a name, Outlook will show you the names matching your criteria. You will repeat this step for each optional attendee.

6.  If you need to book a conference room for your meeting, click Add a room, then Browse with Room Finder. The Room Finder window will open on the right side of the Scheduling Assistant window.

7.  Select the conference room you would like to book. Currently, all of our conference rooms can be found under the Suggested conference rooms list, but as more are added, you may find it useful to use the Building, Capacity, Floor, and Features drop downs to narrow down which conference rooms will be acceptable for your meeting. After you click on the conference room, it will add it to the Scheduling Assistant window. Click X at the upper right of the Room Finder window when you are done adding your conference room.

8.  Using the Scheduling Assistant interface, you can see when your attendees and conference room are available. Select a date and time that is available. If your attendees are from different time zones, click the Globe button to show the time zones drop downs. Select the time zones that you would like to use. This will add your selected time zones to the Scheduling Assistant window.

9.  With your attendees, rooms, date, and time selected, click Done to return to the meeting details window.

10.  At the meeting details window, you will see your attendees, conference room, and selected date and time added. Outlook will also suggest times for your meeting when all of your attendees and conference room are available. This is useful if you are having a hard time finding availability in the Scheduling Assistant.

11.  Give your meeting a title and add any details about the meeting in the description text box. You can also add attachments and pictures to the description text box. If you would like to make this meeting joinable via Teams, click the Teams meeting switch so it is turned on. This will send a Teams meeting link to your attendees. If this is a recurring meeting, click the Repeat drop down and set the frequency that the meeting will occur. 

12.  After you have all of the details of your meeting set, click the Send button at the top of the meeting details window.