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Schedule a meeting using "Scheduling Assistant" to check everyone's available schedule

May 8th, 2008 by Sharon Huang
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  1. On the File menu, point to New, and then click Meeting Request.
  2. Type in proper description in the Subject box, Location box (click Rooms to choose from rooms available), set the start and end time for the meeting, and type any information that you want to share with the recipients, attach any files, or create a Meeting Workspace.
  3. On the Meeting tab, in the Show group, click Scheduling Assistant.
    It helps to find the best time for your meeting.
  4. Click Add Attendees and add attendees from address book.
  5. Select the name from the results list, and click Required, Optional, or Resources, and then click OK.

    Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.

    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.

    Free/Busy grid

    The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.

    Suggested Times pane

  6. If you want to make the meeting recur, on the Meeting tab, in the Options group, click Recurrence, select the recurrence pattern, and then click OK.
  7. Click Send.