Platform Banner

Outlook Online - Setting up a meeting with Outlook Online Tutorial

In this video, you will learn how to set up a meeting with Outlook Online.
The video covers the process of creating a meeting, including selecting the date, time, and location, adding participants, and using the Scheduling Assistant to find a suitable meeting time.
It also demonstrates how to set up recurring meetings and include important documents or images in the invitation.
This tutorial will help you become proficient in setting up meetings smoothly with Outlook Online, enhancing your time management skills.

1:47
2141 views

Available in Microsoft365

Objectifs :

This video aims to guide users on how to effectively set up a meeting using Outlook Online, ensuring a professional approach to scheduling and collaboration.

Chapitres :

Introduction to Meeting Setup
In this section, we will explore the process of setting up a meeting like a professional using Outlook Online. The goal is to streamline your scheduling and enhance collaboration with colleagues.
Accessing the Calendar
To begin, navigate to your calendar in Outlook Online. Look for the 'New Event' button and click it to open the meeting creation window. Alternatively, you can select a time slot directly on your calendar, which will also open the event creation window.
Creating the Meeting
Start by giving your meeting a catchy title. Next, fill in essential details such as the date, time, and location. If your colleagues are in different time zones, use the 'Time Zone' button to adjust the meeting time accordingly. If the meeting lasts the entire day, mark the 'All Day event' box.
Adding Participants
Add participants by searching for their names. You can specify whether their presence is mandatory or optional. To ensure everyone’s availability, utilize the 'Scheduling Assistant,' which provides a view of all participants' calendars and suggests optimal meeting times.
Setting Recurrence and Details
If the meeting is a recurring event, use the 'repeat' field to define the recurrence pattern. Additionally, provide further details about the meeting's purpose and agenda. For online collaboration, click the 'Teams Meeting' button to include a login link in the invitation, allowing participants to join the meeting online.
Finalizing the Invitation
Make your invitation comprehensive by attaching important documents or images for attendees to review before the meeting. Once all details are set, hit 'send.' Your coworkers will receive the meeting invitation via email, where they can accept or decline the invite.
Monitoring Responses
To stay updated on responses, click on your meeting again. You can monitor the progress of attendees' replies, ensuring smooth meeting management with Outlook Online.
Conclusion
By following these steps, you will become proficient in setting up meetings with Outlook Online, enhancing your time management skills and collaboration with colleagues.

FAQ :

How do I create a meeting in Outlook Online?

To create a meeting in Outlook Online, go to your calendar, click the New Event button, or select a time slot directly on your calendar. Fill in the meeting details such as title, date, time, and location, then add participants and send the invitation.

What is the Scheduling Assistant in Outlook Online?

The Scheduling Assistant is a feature that helps you find a suitable meeting time by showing the availability of all participants. It suggests times when everyone is free to meet.

Can I schedule a recurring meeting in Outlook Online?

Yes, you can schedule a recurring meeting by using the repeat field in the meeting creation window to define how often the meeting should occur.

How do I adjust the time zone for a meeting in Outlook Online?

You can adjust the time zone for a meeting by clicking the Time Zone button in the meeting creation window and selecting the appropriate time zone for your meeting.

What should I include in a meeting invitation?

A comprehensive meeting invitation should include the meeting title, date, time, location, agenda, and any important documents or images for attendees to review before the meeting.

Quelques cas d'usages :

Scheduling Team Meetings

Use Outlook Online to schedule regular team meetings, utilizing the Scheduling Assistant to find times when all team members are available. This ensures efficient collaboration and communication within the team.

Managing Cross-Time Zone Meetings

When working with colleagues in different time zones, use the Time Zone button in Outlook Online to set meeting times that accommodate all participants, ensuring everyone can attend.

Creating Online Collaboration Sessions

For remote teams, use the Teams Meeting button to set up online collaboration sessions. This allows participants to join the meeting virtually, enhancing productivity and engagement.

Tracking Meeting Responses

After sending out a meeting invitation, monitor attendee responses directly in Outlook Online. This helps you keep track of who can attend and make necessary adjustments if needed.

Organizing All-Day Events

Utilize the All Day event feature in Outlook Online to schedule events that span the entire day, such as workshops or conferences, ensuring all participants are aware of the commitment.

Glossaire :

Outlook Online

A web-based email and calendar service provided by Microsoft, allowing users to manage their emails, calendars, and contacts online.

New Event button

A feature in Outlook Online that allows users to create a new calendar event or meeting.

Time Zone button

A tool in Outlook Online that enables users to adjust the meeting time according to different time zones.

All Day event

A type of calendar event that lasts for the entire day, rather than a specific time frame.

Scheduling Assistant

A feature in Outlook Online that helps users find suitable meeting times by showing the availability of all participants.

recurrence pattern

A setting that allows users to define how often a meeting occurs, such as daily, weekly, or monthly.

Teams Meeting button

A feature that allows users to create a meeting that can be joined online via Microsoft Teams.

invitation

A formal request sent to participants to attend a meeting, typically including details such as date, time, and location.

attendees

Individuals who are invited to and expected to participate in a meeting.

00:00:00

In this video, we'll show you how to set up

00:00:03

a meeting like a pro with Outlook Online.

00:00:06

To get started, head to your

00:00:07

calendar in Outlook Online.

00:00:09

Look for the New Event button.

00:00:11

And tap it to open the meeting creation

00:00:13

window if you prefer to choose the

00:00:15

time slot directly on your calendar.

00:00:17

Click there and another window

00:00:19

will open for event creation.

00:00:21

Start by giving your meeting a snazzy title.

00:00:24

Then fill in all the essential information,

00:00:26

date, time, and location.

00:00:27

Don't worry if some of your colleagues

00:00:29

are in different time zones,

00:00:31

you can adjust it with the Time Zone button.

00:00:34

Marking the All Day event box indicates that

00:00:37

the appointment lasts the entire day. Next,

00:00:39

add participants by searching their names.

00:00:41

You have the option to specify whether

00:00:44

their presence is mandatory or optional.

00:00:47

Want to ensure everyone's availability?

00:00:49

The Scheduling Assistant will

00:00:50

come to the rescue.

00:00:52

It provides a view of everyone's calendars,

00:00:54

suggesting meeting times when

00:00:56

all participants are available.

00:00:58

If the meeting will be a regular occurrence,

00:01:00

use the repeat field to define

00:01:03

the recurrence pattern.

00:01:05

At further details about the

00:01:06

meeting's purpose and agenda for

00:01:08

online collaboration using Teams,

00:01:10

click the Teams Meeting button.

00:01:12

Login link will be included

00:01:14

in the invitation,

00:01:15

enabling your participants

00:01:16

to join the meeting online.

00:01:18

Make your invitation comprehensive by

00:01:20

attaching important documents or images

00:01:22

for attendees to review before the meeting.

00:01:24

Once everything is set,

00:01:25

hit send.

00:01:26

Your coworkers will receive the

00:01:28

meeting invitation via e-mail,

00:01:30

where they can accept or decline the

00:01:32

invite to stay on top of responses.

00:01:35

Click on your meeting again and

00:01:36

you can monitor the progress of

00:01:38

attendees replies by setting up

00:01:40

meetings smoothly with Outlook Online.

00:01:41

You'll be in in Learning time

00:01:43

Management Guru in no time.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2374 Views

Microsoft Outlook Online Video Training – Discovery

Through a logical progression of video tutorials, discover the basic features of Microsoft Outlook: Discover email and calendar, Outlook on ...

ALL COURSES