Plan meetings

You can plan and schedule meetings with Microsoft Office Outlook Web Access by sending meeting requests. Meeting requests are appointments to which other people are invited.

Other people can also invite you to their meetings, in which case you receive a meeting request form to accept or decline their invitations.

The meeting request toolbar provides the following options:

Button	Description
	Attaches a document or other relevant material to the appointment.
	Sets the importance of the appointment to high.
	Sets the importance of the appointment to low.
	Forwards a meeting request to anyone you didn't include in the original invitation.
	Sets a recurrence interval for the appointment.
	Invites other people to an appointment, which effectively turns your appointment into a meeting request.
	Resolves an e-mail alias you typed in the Required or Optional text box. If Outlook Web Access doesn't recognize a recipient, the Check Names dialog box will open.
	Prevents a meeting invitation from being sent. You can still use the form to create an appointment for yourself.

Send a meeting request

In Calendar, on the toolbar, click New.
On the Appointment toolbar, click Invite Attendees.
In the Required and Optional text boxes, type the names of the people you want to receive this meeting request. If necessary, type in the Resources box to specify a conference room or special equipment, such as an overhead projector.
Tips You can also add names or distribution lists to your meeting request by clicking Required or Optional. This opens the Find Names dialog box, which allows you to search for a person in your organization's global address list or your Contacts folder. (However, you can't use the Find Names dialog box to search for distribution lists in your Contacts folder.) You can also click Resources to search for resources in your organization. After you locate a person in the Find Names dialog box, add the name to your meeting request by selecting the name and then clicking Required or Optional next to Add recipient to.

To add a resolved name in the address boxes to your Contacts folder, right-click the name, and then click Add To Contacts.

To delete a name from the address boxes, right-click the name, and then click Remove. Or, select the name and press DELETE.
To check the schedule of potential attendees, click the Availability tab. This ensures you're choosing a time when everyone is free to attend your meeting. For more information, see Check the availability of attendees.
On the Appointment tab, the Request Responses check box is selected by default. If you don't want your meeting request recipients to send you their responses, clear this check box.
In the Subject text box, type the meeting's topic.
In the Location text box, type the location where you plan to hold the meeting.
In the Start time and End time lists, select the appropriate dates and times. If this meeting will occur on a regular basis, click Recurrence on the toolbar. For more information, see Create a recurring item.
In the Show time as list, select how you want your schedule to appear for the duration of the meeting. Your selection (Busy, Free, Tentative, or Out of Office) is what others see when they view your schedule and the schedules of all attendees.
Select the Reminder check box to be reminded about this meeting. This also reminds all recipients of the meeting request (provided they have reminders enabled on their calendars).
Type a message to accompany your meeting request in the message text area, and then click Send. A meeting request is sent to each invitee, and the new meeting is added to your schedule. Each person who receives your meeting request can accept, decline, or tentatively accept it.

Reschedule a meeting

In Calendar, double-click the meeting you want to reschedule.
In the meeting request form, make any necessary changes to the Required, Optional, Location, Start time, and End time boxes.
If there was a scheduling conflict with one or more attendees, click the Availability tab to view everyone's schedule. This will help you find a more convenient time.
On the toolbar, click Send Update.

Note If you cancel a meeting Outlook Web Access will ask if you want to notify attendees with a cancellation notice.

Forward a meeting request

In Calendar, double-click the meeting.
In the meeting request form, click Forward .
In the To box, type the name or alias of the recipient, and then click Check Names to resolve the name. If you don't know the recipient's name, click To to look for the person in your organization's address book or your Contacts folder.
Click Send.