When Scheduling a Meeting

Create a meeting request in one of the following ways:

  • From the Inbox, select New Items> Meeting (or use the keyboard shortcut Ctrl + Shift + Q.)

  • From the calendar, select New Meeting (or use the keyboard shortcut Ctrl + Shift + Q.)

  • From an email message in the Inbox, select the Reply with Meeting (or use the keyboard shortcut Ctrl + Alt + R.)

Add attendees in one of two ways:

  • Add your attendees to the “To” line of the meeting request and skip to step 4.
  • Use the Scheduling Assistant to see attendee schedules.
    • In the Scheduling Assistant, either click the box under your name and type an attendee’s name or email address or click the “Add Attendees” button to bring up your address book.
    • Click the icon next to the attendee’s name in the Scheduling Assistant to mark a specific attendee as a Required Attendee ,Optional Attendee, or a Resource. When you start typing a attendee’s name, Outlook will provide suggestions for you based on the people you’ve met with or emailed recently. Choose a name from the list to add an attendee.
      • Note – The availability of anyone with a TAMHSC or a TAMU email address (@tamhsc or @tamu) can now be seen by highlighting a person’s name. The availability of that person will be shown to the right next to their name in the scheduling assistant.

    • Add a meeting subject, start time and end time, and location.
    • To attach a file to a meeting request, on the Insert menu, select Attach File, then choose the file you want to add.
    • If you don’t want to make this a recurring meeting, click Send. If you’d like to make it recurring, you can visit the Microsoft page for making a meeting recurring.

Add a person to an existing meeting

If you’re the meeting owner:

  1. Double-click to open the meeting, then use the “To” line or the Scheduling Assistant to add one or more people to the meeting.

  2. Click Send and then select one of the following:

    1. Send updates only to added or deleted attendees.

    2. Send updates to all attendees.

If you’re not the meeting owner

  1. Open the meeting request. In the “Respond” group on the ribbon at the top of the window, select “Respond”, then “Forward”. Add one or more recipients to the meeting request.

  2. Click Send. The meeting owner will receive notification that you’ve forwarded the meeting request to another person. For more information, visit the Microsoft page for forwarding a meeting.