The basic steps to send a meeting invite

Open Outlook and go to your calendar. Click the date and time when you want to schedule the meeting, or click "New Event" at the top of the screen. A new event window will open. Type the meeting title in the "Subject" field, then add the date, start time, and end time.

In the "Add attendees" field (sometimes labeled "Invitees" or "To"), type the email addresses of the people you want to invite. You can add multiple people by separating their addresses with semicolons. Once you've filled in the basic details, click "Send" at the bottom of the window. Outlook will send the invite to everyone you listed.

Key Takeaways

  • You create a meeting invite by opening your calendar, clicking a time slot, and filling in the subject, date, time, and attendee email addresses.
  • Outlook shows you when attendees are free or busy if they're in your organization, which helps you pick a time that works for most people.
  • You can add a meeting location, description, or video call link before sending the invite.
  • Once you send an invite, attendees receive it in their email inbox and can accept, decline, or mark themselves as tentative.

Finding a time when people are actually available

Before you send the invite, Outlook can show you whether attendees are free. After you add someone's email address in the "Add attendees" field, click the "Scheduling Assistant" or "Find a time" button (the exact name depends on your Outlook version). A panel will open showing a calendar view of each person's availability.

Green or white blocks mean the person is free. Red or dark blocks mean they're already in another meeting. You can click on a time slot that shows everyone as free, and Outlook will automatically fill in that date and time for your event. This saves you from sending an invite for a time when half the attendees are already booked.

Adding location, video links, and other details

Before you send, you can add more information to make the meeting clearer. In the "Location" field, type the room number, building name, or physical address if it's an in-person meeting. If you're meeting online, you can add a video call link in the "Location" field or in the description.

Click in the description box (sometimes labeled "Notes" or "Details") to add context about what the meeting is for, what people should bring, or what you'll discuss. You can also attach files here if you want attendees to review something before the meeting. None of this is required, but it helps people know what to expect.

What happens after you send the invite

Once you click "Send," Outlook delivers the invite to each attendee's inbox as a calendar invitation. They see the meeting title, date, time, location, and description you provided. They can click "Accept," "Decline," or "Tentative" to let you know whether they're coming.

Their response appears in your calendar. If you're using Outlook in an organization, you'll see a count at the top of the event showing how many people have accepted, declined, or not yet responded. If someone declines or can't make it, you can edit the event and send an updated invite to reschedule.

Editing or canceling an invite you already sent

If you need to change the time, location, or other details after sending, click on the event in your calendar and select "Edit" or "Edit Event." Make your changes, then click "Send Update." Outlook will send a new invite to all attendees showing what changed. They'll see the updated information and can respond again if needed.

If you need to cancel the meeting entirely, click the event and select "Delete" or "Cancel Event." Outlook will ask whether you want to send a cancellation notice to attendees. Choose "Send Cancellation" so everyone knows the meeting is off. If you don't send a cancellation notice, attendees will still see the meeting on their calendar.

Recurring meetings and meeting series

If you need to schedule the same meeting every week, month, or on another pattern, click "Recurrence" or "Repeat" in the event window before you send. A menu will open where you can choose how often the meeting repeats — daily, weekly, monthly, or a custom pattern you set.

You can also set an end date so the series stops after a certain number of meetings or on a specific date. Once you send a recurring invite, attendees will see all the instances on their calendar at once. If you need to change just one meeting in the series, you can edit that single instance without affecting the others.

Frequently Asked Questions

Can I see if someone has opened my meeting invite?

Outlook shows you when someone accepts, declines, or marks themselves tentative, but it doesn't tell you whether they've actually opened the email. You can see the response count at the top of the event, and you can click on the event to see a list of who responded and how.

What if I invite someone whose email I'm not sure about?

Type what you think their email is and Outlook will try to match it to a contact. If the match is wrong, delete it and try again. If you're in an organization, you can click the "+" button next to the attendees field to open your company directory and search for the person by name instead of guessing their email.

Can attendees add other people to a meeting I invited them to?

That depends on your settings. When you create the event, look for an option like "Allow new time proposals" or "Attendees can invite others" — the exact wording varies by Outlook version. If you turn this on, attendees can add people. If you turn it off, only you can change who's invited.

What's the difference between "Accept" and "Tentative"?

Accept means the person is definitely coming. Tentative means they might come but aren't sure yet — maybe they're waiting to hear about a conflict, or they need to check with someone else. You'll see both responses in your attendance count, so you know how many people are definitely in versus maybe.

Can I send an invite to someone outside my organization?

Yes. Type their email address in the attendees field just like you would for anyone else. They'll receive the invite in their email inbox. If they use Outlook or another calendar tool that supports the standard invite format, they can respond directly. If they don't use a calendar tool, they can still read the invite and email you back to let you know whether they're coming.