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According to Microsoft World Trend Index 2022 in two years, the number of meetings in companies would have quadrupled: on average, an employee attended eight meetings per week A figure that doubles for senior managers.
Faced with this increased number of meetings, a good organization is in order to plan these appointments, invite all participants, manage responses and not forget the event.
With over 400,000 million active users in the world, Microsoft Outlook is establishing itself as one of the most used email tools in business. But its functionalities go beyond simply sending an email! Did you know that the tool optimizes your productivity by allowing you to schedule a meeting?
Find out in this comprehensive guide How to schedule a meeting in Outlook. The Signitic experts guide you step by step.
In order to schedule your meeting, you can use the” featureCreate a new event” offered by the Outlook email. To do this, open your calendar by clicking on the icon that represents it at the bottom left of the screen. If you are using the web version, the web version is in the menu on the left.
In order to select a date and time, hover your cursor over the time slot and click on the “New Event” button, which will open a new window.
Once the time and date have been chosen, it is appropriate to set up the event as a meeting, a step just as simple as the previous one. In the last open window, you can Give a name to your event: here you should indicate the name of the meeting, a project deadline or the name of the companies participating in it.
Then add the event details by filling in the “location” and “description” fields. You can mention any additional information such as the meeting room in which it will take place, the address of your premises, the agendas, etc. In their invitation, participants will see the title of your event, and instantly understand the meeting agenda.
If needed, you can set the event to repeat at regular intervals. Select”Make periodic” then choose the desired frequency interval in the” windowRepeat”.
The time is in invites ! In order to invite your employees or customers to the meeting, enter the email addresses people you want to invite. The domain name is not restricted to Outlook.com, you can invite participants from all walks of life!
You can create a contact group, formerly called “distribution list” in order to send a meeting invitation to all addresses in your group at once.
Once the email addresses have been entered, click on”Save” to add the event to your calendar, then click”Send” in order to distribute the invitations to all participants.
Good to know: theplanning assistant of Outlook gives you increased visibility into the availability of your colleagues and helps you find the best time slot for your meeting. Once the event is created in the calendar and your collaborators are added to Contacts, a Participant availability indicator will be displayed in the time selector. The messenger will offer you hours when everyone is free, which will make it easier to find an appropriate niche.
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At the time when the teleworking is becoming a new norm, many meetings are taking place in hybrid, or even entirely at distance. It is therefore necessary to configure the online meeting so that everyone can participate.
Use Outlook is very simple! In order for the event to be visible as a meeting, and for guests to be able to participate online, be sure to activate the Teams meeting toggle button. Your collaborators, but also guests from outside your organization, who do not use Outlook on a daily basis, will receive an access link to the meeting and will be able to join the event online.
Before sending the invitation to your employees or customers, think about verify :
As the owner of the event, you will be able to Follow the answers. Head over to the schedule and find the meeting you want to check the status of the participants for. Double click on it, then select”List” to have a table allowing you to see at a glance the guests who accepted or refused the invitation, as well as those who don't have Not answered yet.
You will thus be able to easily identify the latecomers For the revive, or Scheduling the meeting on a new date if essential guests cannot make themselves available on the scheduled day.
In order to edit a created event, open the meeting and make the changes you want in the dialog box. Don't forget tosave changes And ofsend a new invitation to let guests know about the update.
If you want edit a recurring event, you have two options. You can change a single event in the series, or you can make changes to all events. Once the changes are made, save and send!
If you have to suppressing the event, select “cancel” from the calendar. Before sending the update to your guests, you can add a message explaining the reasons for the cancellation and asking for everyone's availability to reschedule the event.
Signitic can help you get started with Microsoft Outlook! With our solution dedicated to email signatures, make the most of the hundreds of emails sent every day!
