Outlook - Schedule a meeting Tutorial

In this video, you will learn how to schedule meetings using Microsoft Teams.
The video covers the process of creating team meetings or private meetings, setting the date, start time, and end time, adding details about the meeting, and scheduling recurring meetings.
It also explains how to specify whether the meeting should take place in a channel or be private.
The video demonstrates how to add people to the meeting and find a schedule that suits everyone.
It also shows how to use the scheduling assistant to view participants' availability and set the right timezone.
Once the meeting is created, you can access different tabs to chat, add files, and create a meeting.
This tutorial will help you effectively schedule meetings using Microsoft Teams and enhance your collaboration with others.

1:50
3971 views

Available in Microsoft365

Objectifs :

This video aims to guide users on how to transform an appointment into a meeting in their calendar, highlighting the differences between the two and providing step-by-step instructions for inviting attendees and managing meeting details.

Chapitres :

Introduction to Appointments and Meetings
In this section, we explore the fundamental difference between an appointment and a meeting. An appointment typically involves only one person, while a meeting includes multiple participants who are invited to discuss specific topics.
Transforming an Appointment into a Meeting
To convert an existing appointment into a meeting, follow these steps: 1. Open your appointment by clicking on the 'Invite Attendees' button. 2. Notice that the 'To' field appears, and the 'Registration' button is replaced by a 'Send' button. The tab name will change to 'Meeting'.
Creating a New Meeting
Alternatively, you can create a meeting directly: - Click on the 'New Meeting' button in the ribbon. - In the 'To' field, enter the email addresses of the participants affected by the meeting. You can click 'To' to access the address book for easier selection.
Adding Participants
When adding participants, you can categorize them as 'Required' or 'Optional'. This allows you to inform individuals whose presence is not mandatory but who should still be aware of the meeting. After entering the names, click 'OK' to proceed.
Choosing a Meeting Location
To select a location for your meeting: - Click on 'Rooms'. If your organization has meeting rooms or resources listed in the address book, you can add one here. This feature helps check the availability of the room. - The room name will appear in both the 'Location' and 'To' fields.
Finalizing Meeting Details
Before sending the meeting invitation: - Add a description if necessary. - Click 'Send' when you are ready. You can also check the availability of participants and meeting rooms using the 'Scheduling Assistant'.
Participant Notifications and Responses
Once the invitation is sent, each participant in the 'To' line receives a notification via email. They can choose to accept or decline the invitation. You can track their responses by opening the meeting details in your calendar.
Conclusion
In summary, transforming an appointment into a meeting involves inviting other participants, selecting a location, and managing details effectively. Understanding these steps enhances your ability to organize meetings efficiently.

FAQ :

What is the difference between an appointment and a meeting?

An appointment typically involves only one person or a small group and does not require additional attendees, while a meeting involves multiple participants and requires invitations to be sent to them.

How do I invite attendees to a meeting?

To invite attendees, open your appointment and click on the 'Invite Attendees' button. Enter the names or email addresses in the 'To' field and click 'Send' to notify them.

What is the purpose of the 'To' field in a meeting invitation?

The 'To' field is where you enter the names or email addresses of the attendees you want to invite to the meeting.

Can I check the availability of meeting rooms?

Yes, you can check the availability of meeting rooms by clicking on 'Rooms' in the meeting invitation and selecting a room from the address book.

What is the Scheduling Assistant?

The Scheduling Assistant is a feature that allows you to check the availability of participants and meeting rooms before sending out a meeting invitation.

What happens after I send a meeting invitation?

Each person in the 'To' line receives a notification and can choose to accept or decline the invitation. You can track their responses by opening the meeting details in your calendar.

Quelques cas d'usages :

Organizing Team Meetings

Use the meeting scheduling features to organize regular team meetings, ensuring all relevant team members are invited and can confirm their attendance.

Client Consultations

Schedule meetings with clients by inviting them through the calendar application, allowing for efficient communication and collaboration.

Resource Management

Utilize the 'Rooms' feature to book meeting rooms for important discussions, ensuring that the necessary resources are available for your meetings.

Project Kick-off Meetings

Set up a project kick-off meeting by inviting all stakeholders, using the Scheduling Assistant to find a suitable time for everyone involved.

Follow-up Meetings

After an initial meeting, schedule follow-up meetings to track progress and ensure all participants are informed and engaged.

Glossaire :

Appointment

A scheduled event in a calendar that typically involves only one person or a small group, without the need for additional attendees.

Meeting

A scheduled event that involves multiple participants, where discussions or decisions are made. Meetings require invitations to other attendees.

Invite Attendees

A feature that allows the organizer to add participants to a meeting by sending them an invitation.

To field

A section in the meeting invitation where the names or email addresses of the attendees are entered.

Send button

A button that, when clicked, sends the meeting invitation to the listed attendees.

New Meeting button

A button in the calendar application that allows users to create a new meeting directly.

Required field

A section in the meeting invitation where the presence of attendees is mandatory.

Optional field

A section in the meeting invitation where attendees can be informed about the meeting, but their presence is not mandatory.

Rooms

A feature that allows users to select a meeting room or resource from the address book for the meeting.

Scheduling Assistant

A tool that helps users check the availability of participants and meeting rooms before sending out a meeting invitation.

00:00:04

I created this appointment in my calendar.

00:00:07

I would like to transform this appointment into a meeting.

00:00:10

The difference between an appointment and a meeting

00:00:13

is that the meeting will concern other people

00:00:15

you are going to invite.

00:00:17

I open my appointment by clicking on

00:00:19

the Invite Attendees button.

00:00:21

The To field appears,

00:00:24

a Send button has replaced the Registration button,

00:00:27

and the name of the tab changes to Meeting.

00:00:31

We can also create a meeting directly

00:00:33

by clicking on the New Meeting button in the ribbon.

00:00:38

In the To field, enter the people

00:00:40

who are affected by this meeting.

00:00:42

You can click To to display the address book.

00:00:45

Add the names in the Required or Optional field

00:00:48

if the presence of some people is not mandatory,

00:00:51

but you still want to inform these people of the meeting.

00:00:54

Click OK when you're done.

00:00:59

Choose a location by clicking on Rooms.

00:01:03

If your organization has added meeting rooms

00:01:05

or other resources in the address book,

00:01:07

you can add a room here.

00:01:09

This will make it possible to check

00:01:11

the availability of the room afterwards.

00:01:14

The room name now appears in the Location field,

00:01:17

but also in the To field.

00:01:19

Add a description if necessary,

00:01:21

and then click Send when finished.

00:01:24

Before sending, you can possibly check

00:01:25

availability of participants and meeting rooms

00:01:28

with the option Scheduling Assistant.

00:01:31

View the detailed video to learn more about this option.

00:01:35

Each person in the To line receives a notification

00:01:38

per message, that they can accept or decline.

00:01:42

You can follow the participants' answers

00:01:44

by opening the meeting details in your calendar.

Mandarine AI: WHAT YOU SHOULD KNOW

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