Schedule a meeting

Do one of the following:

Schedule an in-person meeting

1. Click Calendar.
2. On the Actions menu, click Plan a Meeting.
3. Click Add Others, and then click Add from Address Book.
4. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
5. For each name entered, click Required, Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK.
6. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
7. Click Make Meeting.
8. In the Subject box, type a description.
9. If you did not schedule a room, enter the location in the Location box.
10. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
11. Select any other options you want.
12. Click Send.

Schedule an online meeting

To use NetMeeting for this procedure, you must have set up Microsoft NetMeeting version 2.1 or later.

1. On the File menu, point to New, and then click Meeting Request.
2. Select the This is an online meeting using check box, and then in the list, click one of the following:
   • Microsoft NetMeeting
   • Windows Media Services
   • Microsoft Exchange Conferencing
3. In the To box, enter the names of people you want to schedule an online meeting with.

   To select names from a list, click To.

   • For Microsoft Exchange conferencing you must also select a resource that sits on an Exchange Server. To invite a conference resource, in Show Names from, select All Conference Resources, and then locate the resource in the list. Click Resources, and then click OK.
4. In the Subject box, type a description of the meeting.
5. Do one of the following:
   • For a NetMeeting, enter the name of the directory server you are using in the Directory Server box.
   • For a Windows Media Services broadcast, in the Event Address box, type the address of the event.
   • For Microsoft Exchange Conferencing, you can allow external attendees, or create a private meeting by clearing the Allow external attendees check box. If you want to require a password for entry into the meeting, type the password in Password.
6. Enter times in the Start time and End time boxes.
7. To set a reminder, select the Reminder check box, and then enter a time in the box.
8. To have a NetMeeting or a Windows Media Services broadcast start automatically, select one of the following check boxes:
   • Automatically start NetMeeting with reminder
   • Automatically start Windows Media with reminder
9. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
10. Select any other options you want.
11. Click Send.

Tip

You can quickly start a NetMeeting with a contact. In Contacts, select a contact. On the Actions menu, click Call Using NetMeeting.

Notes

• To send agendas or meeting minutes, attach a file to your meeting request.

• If attendees are located in another time zone, their busy times are adjusted to display correctly in your time zone.
• You can prevent the recipients from sending you responses. In the meeting request, On the Actions menu, click Request Responses to clear the check box next to it.