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Send Meeting invite in Outlook 2016
You can send a meeting request to one or more people. Outlook tracks who accepts the request and blocks out time on your calendar for the meeting. When you create a meeting request, you can add attachments, set a location, and use the Scheduling Assistant to choose the best time for your meeting.

Schedule a meeting

When you schedule a new meeting, you can set a topic for the meeting, choose attendees, and specify when and where the meeting will take place. Responses to your meeting requests appear in your Inbox.

On the Home tab, in the New group, do one of the following:

From the Inbox, choose New Items - New Meeting.

To schedule a meeting, on the Home tab, in the New group, choose New Items, and then Meeting.

In Calendar, click New Meeting.

New Meeting command on the ribbon

TIP: You also can use the keyboard shortcut Ctrl+Shift+Q to create a new meeting request.

In the To box, you can add attendees.

NOTE: You also can add—or remove—attendees when you use the Scheduling Assistant in the Show group on the Meeting tab.

In the Subject box, tell your recipients what the meeting is about.

In the Location box, tell your recipients where this meeting will be held.

TIP: If you use a Microsoft Exchange account, click Rooms to check availability and reserve rooms.

Choose one of the following:

For a specific start and end time, in the Start time and End time lists, click the meeting start and end times.

For an all day event, select the All day event check box and the event shows as a full 24-hour event, lasting from midnight to midnight.

NOTE: If you want to schedule meetings based on an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.

In the meeting request message box, you can type any information you want to share with the recipients.

TIP: You also can attach a file. On the Insert tab, choose Attach File, and then choose the file you want to add to the meeting request.

Click Scheduling Assistant and the Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.

TIP: If you’re not using an Exchange account, click Scheduling.

Choose one of the following:

Click Add Attendees, and then type the recipients' names, email addresses, or resource names separated by semicolons in the Required, Optional, or Resources boxes.

TIP: If you’re not using an Exchange account, click Add Others - Add from Address Book.

In the Search box, type the name of a potential attendees, click Go, choose a name in the results list, and then click Required, Optional, or Resources.

NOTES:

Vertical lines represent the start and end times of the meeting. You can click and drag the lines to a new start and end time.

For Exchange accounts, the free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

Outlook Free/Busy grid

For Exchange accounts, the Room Finder pane contains suggested best times for your meeting when most attendees are available. To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.

After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.

NOTE: After you’ve set the meeting time, if you don’t want to make the meeting recurring, choose Send, or choose Appointment if you have more information to add to the body of the meeting.

Choose one of the following:

If you don't want to make this a recurring meeting, click Send.

If you do want to make this a recurring meeting, go to Make a meeting recurring.

Make a meeting recurring
Click Meeting - Recurrence.

Recurrence command on the ribbon

NOTE: Use the keyboard shortcut Ctrl+G to schedule the meeting to repeat regularly.

Choose the options for the recurrence pattern you want, and then click OK.

NOTE: When you add a recurrence pattern to a meeting request, the Meeting tab changes to Meeting Series.

To send the meeting request, click Send.

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