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Outlook - Creating a Calendar Invite

This document details how to create a meeting request in Microsoft Outlook, as well as how to attach links to Microsoft Teams, Zoom, and hybrid meetings.


Related KBs:

Office 365 - Outlook on the Web User Guide
Outlook - FindTime Add-in
Outlook - Sharing Your Calendar
Outlook - Sharing Calendar Error
Outlook - Calendar Linking in Sharepoint
Windows - Enabling Teams Add-in for Outlook
Microsoft Teams - Scheduling a Teams Meeting
Microsoft Teams - Joining a Teams Meeting on the Web
Microsoft Teams - Joining a teams Meeting with the Teams Desktop Application
Adding a Shared Calendar into Your Outlook


Creating an Outlook Calendar Invite
Scheduling a Microsoft Teams Meeting from Outlook Calendar
Include Zoom Meeting Link within Outlook Event


Creating an Outlook Calendar Invite

1. Log in to Outlook at http://www.uwgb.edu/email/ using your UWGB credentials.

2. Next you will want to:

        1. Select the Menu icon in the upper left-hand corner.

        2. Select the Calendar icon.

Screenshot of Menu and Calendar

3. Select "New Event."

Screenshot of Calendar New Event

4. Select "Scheduling Assistant."

Screenshot of Scheduling Assisstant

5. To the left-hand side of the pop-up there will be Required Attendees and Optional Attendees, as well as an option to add to either category. Select the "Add" option, and then search for intended attendees.

Screenshot of Attendees

6. Once attendees have been added to your list, you will be able to see their schedules and whatever time users have open.

***NOTE: Keep in mind that attendees may have to leave another meeting in order to attend yours.***

7. Select "Done" to return to the main New Event window. From there, do the following:

        1. Select an open time to update the meeting time of the event that you are creating. Select "OK" in the upper left-hand corner to select the time slot chosen.

        2. Double-check that all of the attendees are listed on the right-hand side, as well as the title, location, and details of the event.

        3. Select "Send" to send invitations to the event.

Screenshot of Finishing Setup

8. Once you select "Send" a notification will be sent out to attendees, notifying them that a meeting has been set up.


Scheduling a Microsoft Teams Meeting from Outlook Calendar

1. Navigate to Outlook on the web.

2. Navigate to your Calendar.

3. Select "New Event." This will open up a new window where you can create a new event and do the following:

        1. To turn this event into a Microsoft Teams meeting, select the slider marked "Teams Meeting."

        2. To make the meeting hybrid, enter desired in-person meeting location in "Search for a room or location."

        3. Select "Send."

Screenshot of Adding Teams Meeting

4. Once you select "Send" a notification will be sent out to attendees, notifying them that a meeting has been set up. If the meeting is hyrbid, a link to theTeams meeting will be available.


Include Zoom Meeting Link within Outlook Calendar Event

1. Navigate to Outlook on the web.

2. Navigate to your Calendar.

3. Select "New Event," or select a prexisting event.

4. In the top right-hand corner of the ribbon locate the Zoom icon.

Screenshot of Zoom Ribbon

***NOTE: If you do not see the icon there:

        1. Select "...."

        2. Select "Get Add-ins."

        3. Search for Zoom and select "Zoom for Outlook."

        4. Select "Add."***

Screenshot of Get Add-ins

Screenshot of Zoom for Outlook

Screenshot of Installing Zoom

5. Select "Add a Zoom Meeting" option from the drop-down menu.

Screenshot of Add Zoom Meeting

6. If prompted, select "Allow" to open Zoom in a new window.

Screenshot of Zoom Allow

7. If prompted, log in using your UWGB credentials.

Screenshot of Zoom UWGB Login

***NOTE: Optional - Select "Settings" to modify any other desired Zoom meeting settings.***

8. Once signed in, a Zoom Meeting link will be added to the event.

9. Enter all other event information (attendees, time, location, etc.) and then select "Send."

Screenshot of Zoom Send

10. Once you select "Send" a notification will be sent out to attendees. If it is a hybrid meeting, a link to the Zoom meeting will be included.




Keywords:Meeting, Outlook, Email, Request, Calendar, Appointment, Teams, Microsoft Teams, Zoom, Hyrbid   Doc ID:69299
Owner:Luke K.Group:UW Green Bay
Created:2016-12-08 17:34 CDTUpdated:2022-09-23 14:53 CDT
Sites:UW Green Bay
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