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Office 365 - Scheduling a meeting with others in Outlook Web App

To set up a meeting with others using Outlook Web App, you will want to use the Scheduling Assistant.

Open Scheduling Assistant

  1. Select Calendar icon at the bottom of the Outlook Web App window.

    Outlook Calendar

  2. Select New Meeting

        New Meeting   

 Tip    You can start entering meeting information here, or wait until you've finished with the Scheduling Assistant.

3. Select Scheduling Assistant.

Scheduling Assistant

If you added a date, time, duration of your meeting, and any attendees before you opened the Scheduling Assistant, they will be carried over and you can change them as needed.

Select attendees

4. Type the names of people you want to invite in the Attendees box (see red below). This box works just like the To line in a new message. Outlook Web App will search for matches as you type. If no match is found, or the matches returned aren't correct, you can search for attendees.

5. Each person you add will automatically be added as Required. To change that status, right-click the name or, if you're using a touch device, touch and hold the name, and then select Attendance optional. As you add people you'll see a count of the total number of people invited and how many conflicts there are.

6. To remove an attendee, uncheck the box next to their name.

Select Attendees

View calendars

7. As you add attendees and a location, their calendar information will appear in the calendar grid along with your own (see green below) . You can select Show my working hours only (see yellow; this is the view displayed) or just view the week view. The calendar grid will show a merged view of the attendees' calendars.

 Tip    You can hover over a block of time to see more information about conflicts at that time.

View Calendar

Choose a location

8. You can select Add a room at the bottom of the Scheduling Assistant to see conference rooms from your organization's address list.

Add room

 9. The Scheduling Assistant automatically shows only rooms that are available at the time you've currently set, but you can see other rooms if you want to. Search the name of the room or select from the list. The name of the room will appear next to "Rooms." 

10. Select OK.

Select Rooms

11. After you've selected a room, it will be added to the calendar grid. You can change the conference room by unchecking the room and selecting the correct room. To remove a room, uncheck the box next to it, and select a new room using step 9.


12. When you've finished, select Meeting on the top left of the screen, next to "Scheduling Assistant."

13. You'll be returned to the new event window, where you can finish adding details to your meeting. When you've finished, select Send to send the invitation, or Delete to cancel all your changes.

Send Meeting

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Keywordsmicrosoft office 365 web client outlook web app help calendaring scheduling assistant owa o365 appointment scheduling assistant   Doc ID44315
OwnerDeb M.GroupUW Platteville
Created2014-10-21 13:52:19Updated2020-06-26 13:09:04
SitesUW Platteville
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