A Step-by-Step Guide: How to Create and Send Meeting Invites from Outlook

Imagine this: You’re in the middle of a busy workday, multitasking between countless tabs on your computer screen. Suddenly, you realize that you’ve forgotten to schedule an important meeting for tomorrow. The clock is ticking, your mind is racing, and you’re scrambling to figure out how to send a meeting invite that looks professional and organized. Don’t fret! If you’re an Outlook user, you’re in luck. This blog post will guide you through creating and sending these meeting invites from Outlook – a lifesaver in times of urgency.

Why Use Outlook for Meeting Invites?

Long before virtual meetings became the norm, meeting invites had already shifted online. It’s no surprise, given the popularity of digital planners and online calendars. The advantage? Most online events provide a simple link you can share with potential participants, making the entire process easy and efficient. But how does Outlook fit into this picture?

Meeting invites

Meeting Invites in Outlook

In Outlook, you can send a calendar invitation for an event, be it online or offline. This feature is less about the type of event and more about the kind of invitation you want to send. You can send an Outlook meeting invitation to multiple people, and the recipients can accept or decline it. As the organizer, you can even track who is attending and who isn’t. The cherry on top? When a recipient accepts an invite, the event gets added to their calendar automatically.

How to Create the Meeting Invites in Outlook

Time needed: 10 minutes

Now let’s jump into the practical part. Here’s how to create a meeting invite in Outlook for Microsoft 365:

  1. Open Outlook

    Launch the Microsoft Outlook application on your device. You’ll find it in your applications menu or on your desktop.

  2. Initiating a New Meeting

    Navigate your cursor toward the top of your Outlook window. Click the dropdown arrow next to “New Message”, and from the dropdown list that appears, select “Meeting” or “Event”. A new window will pop up – this is where you’ll fill out all the details for your meeting.

  3. Define the Meeting

    In the new window, you’ll notice a field for the meeting name or title. Here, you can input a brief yet informative title that effectively describes the purpose of the meeting.

  4. Add Participants

    You’ll find two fields labeled “Required” and “Optional”. In the “Required” field, enter the email addresses of participants who must be present at the meeting. In the “Optional” field, input the email addresses of participants who can choose whether or not to attend.

  5. Schedule the Meeting

    Next, set the start and end times for the meeting. You’ll also need to specify the date. If the meeting spans multiple time zones, click on “Time zones” and select the time zone in which the invite is being created.

  6. Set Recurrence

    Does this meeting recur? If it does, such as in the case of a weekly or daily staff meeting, click on “Make Recurring”.

  7. Compose Your Message

    In the main text box, write a message explaining the meeting’s agenda, objectives, or any preparatory tasks that attendees need to complete beforehand.

  8. Send the Invite

    Just click on “Send”, and your invite will be on its way to your attendees’ inboxes!

Responding to a Meeting Invite

Received a meeting invite? No problem! Meeting invites can be accepted by most email clients and on the web interface of an email service. If you’re using Outlook, here’s how to accept (or decline) a meeting invite:

  1. Open the Invite: Double-click the invite, which will appear as an email in your inbox.
  2. Respond to the Invite: Click the “Accept” button, and select “Send response now”. To decline the meeting, click the “Decline” button.

Viewing Meeting Responses

Once you’ve sent out the invites, you might be curious to see who’s coming and who isn’t. Here’s how to view the responses:

  1. Open Outlook: Launch the application on your device.
  2. Go to Calendar: Click the Calendar icon at the bottom of the column on the left.
  3. Find the Meeting: Look for the meeting in your calendar.
  4. Open the Meeting: Double-click the meeting to open it.
  5. Check Responses: Go to the “Tracking” tab. Here, you will see a list of attendees who have accepted, declined, or tentatively accepted the invite.
    Meeting invites

    What About Gmail Users?

    Here’s some good news for Gmail users. An Outlook meeting invite can be added to Gmail. Gmail cleverly parses the message received when an invite is sent and converts it into a Google Calendar event. It retains most of the information in the invite, ensuring that you don’t miss out on any crucial details.

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    Wrapping Up

    In today’s digitally connected world, managing meetings and invitations can seem like a daunting task. However, with the right tools, it doesn’t have to be. Microsoft Outlook is one such tool that simplifies this process, making meeting invites a breeze. With this step-by-step guide, you’re now equipped to create, send, respond to, and even track responses to meeting invites with ease. So, here’s to more organized meetings and fewer scheduling headaches!

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