Scheduling a Meeting in Outlook

While the images may look slightly different between devices, this process will be the similar on a Mac or Windows PC when using Outlook online (OWA). We recommend using the Chrome browser while on a computer.

Outlook will suggest meeting times based on your attendees availability in their personal calendar.

Meeting settings:

Step 1) Navigate to your Outlook calendar and select New Event.

Step 2) Type a name for your desired meeting.

Step 3) Select the Invite attendees field to add people to your meeting. You can set each attendees status to be Required or Optional.

Step 4) Outlook will suggest times that your attendees are available. By default, the suggested times will be the earliest possible meeting times, however, you can control those settings. (This will be continued in Step 5 after the alternative scheduling method described below.)

Using the Scheduling Assistant

• You may also find a meeting time by selecting Scheduling Assistant at the top of the event window.

• Here you can choose Required attendees and Optional attendees. You can select from a drop-down list or start by typing their name into the field.
 • Once you've selected your desired attendees, you'll be shown their available and busy times in the scheduling grid.
 • If you attempt to choose a time that one of your Required attendees is busy, the meeting time selection will turn red, indicating that at least one of your required attendees is busy during your desired meeting time.
 • By default, times outside your meeting hours will be hidden. You can turn this option off by hitting the Options icon at the top left of the event window.

Step 5) If you want to change the timeframe that Outlook suggests for possible meeting times, select the Preferences button in the main event window. Here you can select This week or Next week to get suggestions on times your Required attendees are available.

Step 6) When you have all your settings to your liking, hit the Send button to invite your attendees to your meeting. Each will receive a calendar invite in their inbox where they can RSVP which will automatically add the meeting to their calendar.

If you are having issues scheduling meetings, contact the Gill St. Bernard’s School Help Desk by email at help@gsbschool.org or via phone 908-234-1611 ext. 475.