5. Schedule meetings

One of the great features of Outlook 2007 is the ability to schedule meetings with colleagues. You can easily see when someone is free and plan your meetings accordingly. To schedule a meeting follow the instructions below:

  1. Click on the Calendar option in the main lefthand menu.
  2. From the main Calendar tool bar, select New to open the New Appointment email.
    New button
  3. To the Appointment email, add your recipents email addresses and set a subject for the email.
    Appointment email screen
  4. To open the Schedule Assistant, click the large button in the top menu. (N.B. can appear just as text if your Outlook window is small)
    Schedule Assistant button
  5. You will now see the Schedule Assistant screen.
    Schedule Assistant screen
  6. Under All Attendees column add in the names of the people you want to invite.
    Adding invitees
  7. You can quickly gauge your attendees availability for a given date by simply selecting the date from the calendar.
  8. To see a more detailed view of attendees availability, select the date and time from the drop down boxes.
    Drop down boxes
  9. The schedule assistant suggests times when all your attendees are available. If you select one of these times, the times are automatically adjusted on the main view.
    People availability suggestions
  10. If you are happy with the selected time and date, press the Send button. Your time and date are automatically added to the Appointment email and sent to your colleagues. The appointment is also added to your own calendar too.

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