How To Send A Meeting Invite In Outlook

Sending a meeting invite in Outlook involves opening the calendar, creating a new meeting request, adding attendees, setting the date and time, and finally sending the invitation.

Sending a meeting invite is an essential task in any professional setting. Whether you need to schedule a team meeting, arrange a client call, or plan a company-wide training session, Outlook provides a convenient and efficient way to send meeting invites to your colleagues or clients. By utilizing this powerful email and calendar management software, you can ensure that your recipients receive all the necessary information about the meeting, such as date, time, location, and agenda. In this blog post, we will walk you through the step-by-step process of how to send a meeting invite in Outlook. With these instructions, you will be able to effortlessly organize your meetings and keep everyone on the same page. So, let’s dive in and explore the various features and options Outlook offers for sending meeting invites.

How To Send A Meeting Invite In Outlook: Step-by-Step


Step 1: Open Outlook

To launch the Microsoft Outlook program, simply click on its icon located in the start menu, desktop shortcut, or taskbar.

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Step 2: Navigate to Calendar

To access the Calendar in Outlook, simply click on the Calendar icon located at the bottom left of the navigation pane on the left side of the interface.

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Step 3: Create New Meeting

To initiate a new meeting, simply navigate to the ‘Home’ tab located at the top of your screen and click on the ‘New Meeting’ button.

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Step 4: Fill out Event Details

A ‘Meeting’ window will pop up, providing you with an intuitive interface to conveniently fill in essential meeting details. Input the Subject, clearly stating the purpose of the meeting, and the Location where it will take place, ensuring efficient organization and communication.

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Step 5: Add Attendees

In the ‘To…’ field, simply type or paste the email addresses of the people you wish to invite to the meeting. Ensure each address is separated by a comma or semicolon. This allows the system to send them personalized invitations containing all the necessary meeting details and any relevant attachments.

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Step 6: Select Date and Time

Please specify the desired start and end times for your meeting. This will help us ensure that everyone involved is aware of the meeting’s duration and can plan their schedule accordingly.

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Step 7: Set up Recurrence if needed

If this is a recurring meeting, simply click on the ‘Recurrence’ button located at the top and select the frequency (Daily, Weekly, Monthly, or Yearly) as well as the desired range of recurrence to automatically schedule future instances of the meeting.

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Step 8: Add details

In the larger text box below, you can include any additional details, agenda items, or relevant information for meeting attendees to be aware of. This will help ensure that everyone is well-informed and prepared for the meeting.

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Step 9: Set a Reminder

Under the ‘Options’ group, you can conveniently configure a reminder that will promptly notify you prior to the scheduled event start time. Stay organized and never miss an important appointment again.

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Step 10: Send Invitation

Clicking the ‘Send’ button in the ‘Meeting’ window will instantly send an invitation to all attendees’ email addresses listed in the ‘To…’ field, ensuring they receive the meeting details promptly.


Sending a meeting invite in Outlook doesn’t have to be a daunting task. With the simple steps outlined in this blog post, you can easily schedule and invite participants to your meetings, ensuring efficient communication and collaboration within your team. By utilizing the features and functionalities of Outlook, you can streamline your meeting scheduling process and avoid the hassle of manual invitations and coordination. Remember to provide all the necessary details, set appropriate reminders, and track responses to ensure a successful and productive meeting. So, go ahead and start using Outlook to send your meeting invites confidently and effectively. Happy scheduling!

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