Plan a Meeting in Outlook

Today’s post is for those of you who use Outlook at work. When used appropriately, Outlook can be a powerful productivity tool. In fact, if you’re not using the Calendar feature to manage your schedule, you’re missing out on a great function that allows you to organize your schedule and coordinate with colleagues. Today we’re going to learn how to set up a meeting with a colleague – without shooting ten emails back and forth that all begin “I’m busy that hour. How about… instead?”

Open Outlook and navigate to the Calendar tab. Click Actions, then Plan a Meeting…

You’ll see this dialog box:

Just type in the name of the person with whom you’d like to meet and Outlook will display both of your schedules. You can tell Outlook to AutoPick the next time you’re both available, or scroll through your schedules to pick a time that works for both of you. Click the Make Meeting button to send an appointment request.

Note that the Plan a Meeting function doesn’t allow your co-workers to view the items on your calendar; it just allows them to see when you’re free and when you have a previous engagement.

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