Summary
This article details how to create a calendar event through the utilization of "Scheduling Assistant" and "Requesting a Room Resource" within the Microsoft 365 Outlook Desktop App for both Windows and Mac users.
Table of Contents:
How-To Windows
Task: To create a calendar event on the Microsoft 365 Outlook Desktop App from your Windows computer
Instructions
Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.
Step 2 - Select the "Home" tab on the top and select "New Meeting".
Step 3 - The event creation window will open. Here, you can choose the date and time of the event, as well as if it repeats and which calendar it should be put on. This is also where you will add people to the event.
Optional: You can use the scheduling assistant to find a time when everyone is free and/or request a room resource to schedule a meeting room. Detailed instructions are below.
Step 4 - Verify that all your event information is correct. Select "Send" on the left of the window. Your event has now been created and the event invitations have been sent.
Outcome
The event has been created and integrated into your Microsoft 365 Calendar.
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Task: To use the "Scheduling Assistant" to help you create a calendar event on the Microsoft 365 Outlook Desktop App from your Windows computer
Instructions
Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.
Step 2 - Select the "Home" tab on the top and select "New Meeting".
Step 3 - Select the "Scheduling Assistant" at the top of the event creation window.
Step 4 - Select between "Add required attendee" or "Add optional attendee" and proceed to input names or email addresses for attendee selection. You will then be able to verify their availability.
Step 5 - Adjust the time of the meeting until you find an option with minimal conflicts for your attendees and/or room resources.
Step 6 - Select the "Meeting" on the top left of the event creation window. Verify that all your event information is correct and select "Send". Your event has now been created and the event invitations have been sent.
Outcome
The event has been successfully established and integrated into your Microsoft 365 Calendar, with invitations promptly distributed to all designated attendees.
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Task: To use the "Requesting a Room Resource" to help you create a calendar event on the Microsoft 365 Outlook Desktop App from your Windows computer
Instructions
Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.
Step 2 - Select the "Home" tab on the top and select "New Meeting".
Step 3 - Select "Location" on the event creation window.
Step 4 - Select your anticipated room from the address book and click the "Rooms" at the bottom left. Then Select "OK" at the bottom right.
Step 5 - Adjust the time of the meeting until you find an option with minimal conflicts for your attendees and/or room resources.
Step 6 - Verify that all your event information is correct. Select "Send" on the top left corner of the window. Your event has been successfully established, and the allocation of room resources has been scheduled.
Outcome
The event has been created and integrated into your Microsoft 365 Calendar, with your specified room resource requirements.
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How-To MacOS
Task: To create a calendar event on the Microsoft 365 Outlook Desktop App from your Mac computer,
Instructions
Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.
Step 2 - Select the "Show Side Menu" to open a side menu if you don't see one. Then select the "New Event".
Step 3 - The event creation window will open. Here, you can choose the date and time of the event, as well as if it repeats and which calendar it should be put on. This is also where you will add people to the event.
Optional: You can use the scheduling assistant to find a time when everyone is free and/or request a room resource to schedule a meeting room. Detailed instructions are below.
Step 5 - Verify that all your event information is correct. Select "Send" on the top left corner of the window. Your event has now been created and the event invitations have been sent.
Outcome
The event has been created and integrated into your Microsoft 365 Calendar.
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Task: To use the "Scheduling Assistant" to help you create a calendar event on the Microsoft 365 Outlook Desktop App from your Mac computer
Instructions
Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.
Step 2 - Select the "Show Side Menu" to open a side menu if you don't see one.
Step 3 - Select the "Scheduling Assistant" at the top event creation window.
Step 4 - Select between "Add required invitee" or "Add optional invitee" and proceed to input names or email addresses for attendee selection. You will then be able to verify their availability.
Step 5 - Adjust the time of the meeting until you find an option with minimal conflicts for your attendees and/or room resources.
Step 6 - Select "Done" on the top left of the event creation window. Verify that all your event information is correct. Select "Send" on the bottom left corner of the window. Your event has now been created and the event invitations have been sent.
Outcome
The event has been successfully established and integrated into your Microsoft 365 Calendar, with invitations promptly distributed to all designated attendees.
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Task: To use the "Requesting a Room Resource" to help you create a calendar event on the Microsoft 365 Outlook Desktop App from your Mac computer
Instructions
Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.
Step 2 - Select the "Show Side Menu" to open a side menu if you don't see one.
Step 3 - Select "Add a location" on the event creation window and select "Browse with Room Finder".
Step 4 - Designate your anticipated building location from the Room Finder. Following your selection, a comprehensive list of available rooms will be presented for your perusal.
Step 5 - Adjust the time of the meeting until you find an option with minimal conflicts for your attendees and/or room resources.
Step 6 - Verify that all your event information is correct. Select "Send" on the top left corner of the window. Your event has been successfully established, and the allocation of room resources has been scheduled.
Outcome
The event has been created and integrated into your Microsoft 365 Calendar, with your specified room resource requirements.
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Further Readings
Outlook: Creating a Calendar Event in Outlook on the Web
Outlook: Managing Default Online Meeting Provider Settings in Outlook
Microsoft Support - Schedule a meeting with other people
Microsoft Support - Create a meeting or appointment in Outlook for Mac
Need additional help?
For additional Training please visit the Teaching & Learning Technologies Training site.
To submit a support request, please fill out the Microsoft 365 Support webform with as much detail as possible, or contact the Technology Help Desk team on your local campus. For password issues you must call or visit the Help Desk in person.