University Computer Help Desk

Creating meeting requests with the Outlook 2003/2007 calendar

Use the calendar in Outlook 2003 or Outlook 2007 to create and coordinate meetings.

You can create meetings and invite attendees using your Exchange calendar in Outlook 2003 or Outlook 2007.

Create New Meeting Request

To create a new meeting request in Outlook 2003/2007, do the following:

  1. Open Outlook 2003 or Outlook 2007.
  2. Click Calendar on the side of the window, or click Go > Calendar.
  3. Within the calendar, click the New button, or click File > New > Meeting Request.
  4. Select start and end times for your meeting. You should do this before inviting people so you can check their availability for the time of the meeting.
  5. If you do not see a To... button, click Invite Attendees.
  6. Click the To... button.
  7. To invite someone, type that person's email address in the Required or Optional box. You can search for people using the box labeled, Type Name or Select from List, at the top of the window.
  8. To reserve a location for your meeting, use the search box at the top of the window.
    • When you search, use the location's abbreviated name. For example, to search for a room in Julian Hall, type JH in the search box and press Enter.
    • Click your cursor in the Resources box and then double-click the name of the location to add it to your meeting request.
  9. When you are done inviting attendees and selecting a location resource, click OK.
  10. To avoid scheduling conflicts and to check the status of the location you selected, click Scheduling and review the availability of your attendees and location.
  11. Type a short description of the meeting in the Subject box.
  12. The location resource you selected is automatically added to the Location box.
  13. Add an agenda or notes in the large, white box.
  14. Click Send to send your meeting request.

The people you invited will receive the meeting request as an email. You will get an email and your calendar will be updated when they accept or decline your invitation.

The location resource you selected will also respond to your meeting request. Some room requests are handled automatically by Exchange, whereas others must be approved by a human responder. Automatic responses are usually received within a few minutes; room reservations handled by a person may take longer.

Article Information

  • Article ID: 1244
  • Last Review: Feb 2, 2009
  • Type: Instructions

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