1. The easiest way to send meeting Invite in Outlook App: Open the Outlook App > Click on the Calendar > Select a date > Double-click on the date to open a new event window > Enter the meeting title, start and end times, and other details > Add a meeting location if needed > Click “Save and Close” to schedule the meeting.
2. The easiest way to send meeting Invite in Outlook Web: Access Microsoft 365 > Click on the Calendar > Choose a date for your meeting > Provide meeting details > Click “Send” to send the meeting invite.
Hi, and welcome to another tutorial of our Microsoft Outlook series of articles. Today we will learn how to send meeting invite in Outlook. In today’s era, we all are in the digital work environment, and scheduling and attending meetings has become an integral part of our professional lives. Microsoft Outlook, one of the most widely used email applications, offers a simple and efficient way to schedule meetings with colleagues, clients, or vendors. Sending a meeting invite in Outlook allows you to set the date, time, and location of the meeting, invite attendees, and even send reminders.
However, if you are new to Outlook or unfamiliar with its features, sending a meeting invite can seem daunting. We will provide you with a step-by-step guide on how to send meeting invite in Outlook, so you can easily schedule and manage your meetings with ease.
Table of Contents
Importance of Sending Meeting Invite in Outlook
Well, one of the primary benefits of learning how to send meeting invite in Outlook is increased productivity. By sending a meeting invite, you can quickly and efficiently schedule a meeting with your colleagues or clients without having to go back and forth with multiple emails. This not only saves time but also ensures that everyone is on the same page regarding the meeting’s date, time, and location. Outlook allows you to view your schedule and the schedules of other attendees, making it easy to find a time that works for everyone.
Another benefit of sending a meeting invite in Outlook is improved communication. When you send a meeting invite, you can include all relevant information, such as the purpose of the meeting, the agenda, and any materials that attendees need to review beforehand. This ensures that everyone is prepared for the meeting and can participate in a meaningful way. You can also use the meeting invite feature to set reminders for attendees, ensuring that they don’t forget about the meeting or double-book themselves.
How to Send Meeting Invite in Outlook?
We have a simple method to send meeting invite in Outlook. It’s also called sending meeting request so don’t be confused with it, I will show the simplest and easiest way of doing it in the Microsoft Outlook Desktop App, and Microsoft 365 Web version, so keep reading the article, and I make sure on the other hand you will know everything you need to know about this particular topic.
Send Meeting Invite in Outlook – Using Desktop App
In this section, we will learn how to send meeting invite in Outlook using the Desktop app. We all mostly use Desktop Apps for outlook to keep our email communication quicker and easily accessible to us. I will show you how you can quickly set up a meeting in outlook and can invite your people to it with all the information collected in one place. This is a very commonly used feature of outlook in Office workspaces and even in small businesses.
Open the Microsoft Outlook App, and click on the Calendar button in the top left sidebar
A fully-fledged calendar will appear on your screen and now you can select any date for which you want to set the meeting.
Double-click on any date and a new pop-up will appear. It’s your Event window
The first input field is “Title” fill in the title, such as Picnic, Success Party, new year party, Project Meeting, Schedule discussion, or anything your meeting is on.
Now select the start time and end time of the meeting from two different time drop-downs below the title section.
Check the checkbox “All day” instead of setting times, if the meeting is going to be for all day.
If you want to repeat this meeting on any level like weekly, monthly then you can click on the button “Make recurring”
A new pop-up “Appointment Recurrence” will appear
Set the start time, end time, and duration for this meeting
Now choose recurring time from “Daily”, “Monthly”, “Weekly”, and “Yearly”, and click on the Ok button below
Below you can add a meeting location if you want, or you can leave it empty.
After filling out all the details, now click on the Save and Close button, and it will be scheduled to be sent on the specified Date and time.
That’s all, this is how to send meeting invite in Outlook with all major and minor details.
Send Meeting Invite in Outlook – Using Outlook Office 365 Web Version
In this section, we will learn how to delay email in Outlook using Microsoft 365 Outlook: the web version of Outlook. We can delay a message, but it does not go to the Outbox folder by default it goes to draft, make sure you don’t find it in the Outbox. So, let’s go to Microsoft 365 and learn how to delay email in Outlook Web version.
Go to Microsoft 365 using your browser, and then choose the Outlook app.
Click on the Calendar button in the left-hand sidebar
A calendar will appear, choose a date, and double-click it, and then you will get the event pop-up window
Now, add a title to your Event meeting.
Now add the attendees you want to invite to this meeting by their name or email (Optional)
Now set the meeting time from the suggestions, or custom time options.
After filling up all the details, simply click on the Send button above and this will be sent to your attendees.
So, this is how simply you can send meeting invite in Outlook using the web version.
- Schedule meetings easily and efficiently by sending a meeting invite in Outlook.
- Include all relevant information in the meeting invite, such as the purpose of the meeting and any materials attendees need to review.
- Use the Attendees field to invite attendees by typing their email addresses or selecting them from your contacts.
- Set reminders for attendees so they don’t forget about the meeting.
- Manage your time effectively by viewing your schedule and the schedules of other attendees.
- Use the Description tab to add any additional information about the meeting, such as an agenda or meeting notes.
- Once you’ve filled in all the details, click “Save” to send the meeting invite to all attendees.
- Keep track of your meeting invitations in the “Calendar” section of your Outlook account.
Frequently Asked Questions
Can I invite people who don’t use Outlook to a meeting?
Yes, you can invite people who don’t use Outlook by entering their email addresses in the Attendees field. They will receive an email invitation with all the details of the meeting.
Can I Hide Meeting Details When Sending a Meeting Invite in Outlook?
Yes, you can hide meeting details when sending a meeting invite in Outlook. By selecting the Private option for the meeting, recipients will only see the time, location, and participant list. The actual details of the meeting, like agenda or notes, will remain hidden, ensuring privacy and confidentiality. Hiding meeting details in outlook is a simple and effective way to manage your meetings with greater control.
Can I change the date or time of a meeting after I have sent the invite?
Yes, you can change the date or time of a meeting by opening the meeting invite and making the desired changes. You can then send an update to all attendees to let them know about the change.
Can I cancel a meeting after I have sent the invite?
Yes, you can cancel a meeting by opening the meeting invite and clicking the “Cancel Meeting” button. You can then send a cancellation notice to all attendees to let them know that the meeting has been canceled.
How to set up recurring meetings in Outlook?
A: You can set up recurring meetings in Outlook by selecting the “Recurrence” option when creating a new meeting invite. This allows you to schedule a meeting that occurs regularly, such as every week or every month.
That’s all about how to send meeting invite in Outlook. I hope you find this article helpful. Thank you for reading.