Microsoft Outlook: Schedule a Meeting in New Outlook for Windows

Overview

This article explains how to schedule meetings and calendar events in New Outlook for Windows.

You'll learn how to invite attendees, use Scheduling Assistant to find an available meeting time, create recurring meetings, add attendees to an existing meeting, and create Microsoft Teams meetings.

Key Information

• You can invite both internal and external attendees to meetings.
• Scheduling Assistant can help you find a meeting time when attendees are available.
• You can create recurring meetings for events that occur on a regular schedule.
• Microsoft Teams meetings can be created directly from an Outlook calendar event.
• Attendee availability in Scheduling Assistant depends on calendar permissions.

Prerequisites

Before you begin, you'll need:

• A Microsoft 365 account
• Access to New Outlook for Windows
• Permission to create calendar events
• The names or email addresses of the attendees you want to invite
• An internet connection

Instructions

Schedule a Meeting

Create a new calendar event and invite attendees.

1. Open New Outlook.
2. Click Calendar.
3. Click New Event.
4. Enter a Title for the meeting.
5. Click Invite attendees.
6. Enter the names or email addresses of the people you want to invite.
7. Select the meeting date and start and end times.
8. Enter a meeting location, if applicable.
9. Turn the Teams Meeting toggle on if the meeting will be held online.
10. Enter a meeting description or agenda.
11. Click Send.

Use Scheduling Assistant

Scheduling Assistant helps you find a meeting time when attendees are available.

1. Click Scheduling Assistant.
2. Click Add required attendee or Add optional attendee.
3. Enter the attendee's name or email address.
4. Review each attendee's availability.
5. Select a suggested meeting time or choose a different available time.
6. Return to the Event tab when you're finished.

Schedule a Recurring Meeting

Create a meeting that repeats on a regular schedule.

1. Create a new meeting (Use the steps from Schedule a Meeting, listed above).
2. Click Make recurring.
3. Choose the recurrence pattern.
4. Select the start and end dates.
5. Click Save.
6. Click Send.

Add Attendees to an Existing Meeting

Update an existing meeting invitation to include additional attendees.

1. Open Calendar.
2. Double-click the meeting you want to update.
3. Add additional required or optional attendees.
4. Click Send Update.
5. Choose one of the following:
   • Only added or removed attendees
   • All attendees

Troubleshooting

I can't invite attendees

Try the following:

• Verify you've entered the attendee's name or email address correctly.
• Confirm you're connected to the internet.
• Try searching using the attendee's full email address.

Scheduling Assistant isn't showing availability

Try the following:

• Verify the attendee is part of your organization.
• Confirm you have permission to view their availability.
• Refresh Outlook and try again.

I can't create a Teams meeting

Try the following:

• Verify you're signed in with your Microsoft 365 account.
• Confirm Microsoft Teams is installed or available through your organization.
• Restart Outlook and try again.

My meeting invitation didn't send

Try the following:

• Verify your internet connection.
• Check your Outlook Outbox for pending messages.
• Restart Outlook and try sending the invitation again.

I'm still experiencing issues

Try the following:

• Restart New Outlook.
• Install any available Microsoft Office or Windows updates.
• Submit a Service Desk ticket if the issue persists.

Need Additional Assistance?

If you're unable to schedule or update a meeting after following the steps and troubleshooting guidance above, submit an IT Service Desk ticket.

Include any error messages or screenshots, if available, so the Service Desk can assist you as quickly as possible.