Schedule a meeting or event in Outlook (2024)

Note:If the steps under this New Outlook tab don't match your screen, you may not be using new Outlook for Windows yet. Select Classic Outlook and follow those steps instead.

Schedule a meeting or event

1. From the calendar, select New Event.

2. Add a title for your meeting or event.

3. Select Invite attendees, then enter names of individuals to invite to the meeting or event.

4. Select a suggested time slot, or manually enter a date and start and end times.

   See Also

   Introduction to the Outlook CalendarChange how you view your Outlook calendarShare and access a calendar as view-only in OutlookHow to manage (and master) your Outlook Calendar

5. Enter a meeting location, andslide either the Skype orTeams meeting toggle left or right as appropriate.

6. Select Send to deliver the invitation.

Schedule a recurring meeting or event

1. From the calendar, select New Event, and add a title for your meeting or event.

2. If you need to invite others to this event or meeting, select Invite attendees, then enter names of individuals to invite to the meeting.

3. Select a suggested time slot for the meeting, or manually enter a date and start and end times.

4. Select Don't repeat dropdown, then choose the recurrence interval you want for the event.

5. Enter a meeting location, andslide either the Skype orTeams meeting toggle left or right as appropriate.

6. Select Send to deliver the invitation.

Schedule a meeting

1. 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 button.

     

2. Add attendees in one of two ways:

   • Add your attendees to the To line of the meeting request and skip to step 4.

   • If you're using aMicrosoft 365 or an Exchange account, use the Scheduling Assistant to see attendee schedules.

3. 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.

   Selectthe 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.

4. Add a meeting subject, start time and end time, and location.

   In Outlook 2016 (or newer) and Outlook for Microsoft 365, you can start typing a location's name, for example, Fourth Coffee Shop or Conference Room 23, and Outlook will look for location matches. Select one of the suggestions to choose that location, or continue typing to enter another location.

   Tip:If you use a Microsoft Exchange account or Microsoft 365 email account, click Scheduling Assistant, then click Room Finder to check availability and reserve rooms. For more information, see Use the Scheduling Assistant and Room Finder for meetings in Outlook.

5. To attach a file to a meeting request, on the Insert menu, select Attach File, then choose the file you want to add.

6. If you don't want to make this a recurring meeting, selectSend. Otherwise, see Make a meeting recurring.

End meetings early

If you're using Outlook for Microsoft 365, you can have Outlook end your meetings a few minutes early. This can help you build in travel time between meetings. You can choose a different duration for meetings under one hour and meetings over one hour.

1. Select File > Options > Calendar > Calendar options

2. Check the Shorten appointments and meetingscheckbox, then either End early or Start late.

3. Use the drop-downs to select the number of minutes for meetings less than one hour and one hour or longer, then selectOK.

Note:Outlook on the web is the web version of Outlook for business users with a work or school account.

Schedule a meeting or event

1. From Calendar, select New Event.

2. Add a title for your meeting or event.

3. Select Invite attendees, then enter names of individuals to invite to the meeting or event.

4. Select a suggested time slot, or manually enter a date and start and end times.

5. Enter a meeting location, andslide the Teams meeting toggle left or right as appropriate:

   

6. Select Send to deliver the invitation.

Schedule a recurring meeting or event

1. From Calendar, select New Event, and add a title for your meeting or event.

2. If you need to invite others to this event or meeting, select Invite attendees, then enter names of individuals to invite to the meeting.

3. Select a suggested time slot for the meeting, or manually enter a date and start and end times.

4. Select Don't repeat dropdown, then choose the recurrence interval you want for the event.

5. Enter a meeting location, andslide the Teams meeting toggle left or right as appropriate:

   

6. Select Send to deliver the invitation.

Note: Outlook.com is the web version of Outlook for users signing in with a personal Microsoft account such as an Outlook.com or Hotmail.com account.

Schedule a meeting or event

1. From the Outlook.comcalendar, select New Event.

2. Add a title for your meeting or event.

3. Select Invite attendees, then enter names of individuals to invite to the meeting or event.

4. Select a suggested time slot, or manually enter a date and start and end times.

5. Enter a meeting location, andslide the Skype meeting toggle left or right as appropriate:

   

6. Select Send to deliver the invitation.

Schedule a recurring meeting or event

1. From the calendar, select New Event, and add a title for your meeting or event.

2. If you need to invite others to this event or meeting, select Invite attendees, then enter names of individuals to invite to the meeting.

3. Select a suggested time slot for the meeting, or manually enter a date and start and end times.

4. Select Don't repeat dropdown, then choose the recurrence interval you want for the event.

5. Enter a meeting location, andslide the Skype meeting toggle left or right as appropriate:

   

6. Select Send to deliver the invitation.