Creating an Outlook Event

Filed in archive Technology on November 17, 2009

Ever gotten one of those cool meeting invitations in your outlook but weren't sure how to set one up? Here's a quick walk-through on how to create.

There are two ways to do an outlook event: an appointment or a meeting request. (I'll explain the difference at the end.)

Appointment
1. Select the New Menu
2. Select Appointment
3. Input all the meeting details
4. Hit the "Invite Attendees" button
5. Add email addresses of who you would like to attend

Meeting Request
1. Select New
2. Select Meeting Request
3. Input all the meeting details
4. Add email addresses to the top line labeled "To:"

Want to know something weird about the difference between appointment and a meeting request? Technically there isn't one. As soon as you add attendees to your appointment it becomes a meeting. So there's no real difference despite the alternate terms.

Once you send out a meeting request, an email will go to the people listed. They will have an option to accept or decline and the appointment will automatically show up on their calendar if they have Outlook. If you make any changes to the appointment they will get an email notifying them of the change. Its a pretty neat system and since most business people use some form of Outlook, it can be handy as well.

Helpful Hints:
* If you are setting up a meeting between multiple people, be sure to include all relevant information.
* Include your personal number, the address, and possibly a link to a map in the other details area.
* Title the appointment something people will recognize.
* Go ahead and add an extra 30 minutes to your time block. That way people will not schedule something too close in case you run over your allotted time.
* Even with a calendar event, be sure to follow-up and remind your attendees.

What are some of your favorite functions of Outlook Are there any you'd like explained better?