Calendar Meeting Invitations

A guide to Outlook/Zoom Calendar Meeting Invitations.

Calendar Meeting Invitations

Creating a meeting invitation

  • Open Outlook calendar
  • Select the date and time for the meeting
  • If you are scheduling this meeting on behalf of someone else, select the correct account the invitation should come from in the drop-down next to "From"
  • Click on the Invite button and add on everyone who should be invited to the meeting
  • If the meeting time cannot be changed, click the Allow Proposal button to deselect it
  • If the meeting is online or will have an online component, add that in (Zoom is currently the campus default for online meetings)
  • In the body of the meeting, provide details about the meeting, including link(s) to relevant documents

screenshot of a meeting invitation showing each of elements discussed in the creating a meeting invitation section of this page

Receiving a meeting invitation

A meeting request is simply that--a request. In many ways, it's no different than receiving an email letting you know that you have a meeting on a certain date, but if you accept it, it will automatically be added to your calendar. If you decline it, nothing gets added to your calendar. With some meetings, you might also see an option to suggest a different time.

  • When accepting or declining an invitation, you are given the opportunity to Send a response, Send a response with comment, or Do not send a response

    Meeting invitation with options to Accept, Tentative, Decline, or Propose New Time

    • Accept: adds it to your calendar with all relevant information
    • Tentative: adds it to your calendar, but doesn't mark the time as busy
    • Decline: meeting does not get added to your calendar
    • Propose New Time: if the current time doesn't work for you and this option is available, you can reply with your suggested time for the meeting along with any other relevant information. Only the meeting host will receive the new time suggestion.

Keep your Outlook calendar up to date

  • If you're already using your Outlook calendar, great! Keep it up to date with your free/busy time (including when you'll be out of the office). Be sure to block off research/project/strategic thinking/etc. time.
  • If you're using a Google calendar, synchronize it with Outlook. Information on how to set this up is available here.

What can people see on my calendar?

  • The UofI default settings allow everyone on campus to see only if you are free or busy, not details about what you are doing during your busy times.
  • If you have allowed anyone to see additional details about your busy times, you can mark items such as doctor's appointments or drum lessons as Private so that they'll only see that your time is scheduled.

    Appointment window showing where to find the private button

  • When looking at your calendar, a lock icon in the lower right-hand corner indicates that the item has been marked Private.

    Meeting on calendar with icons indicating options that have applied to the meeting. A lock for Private and a bell for Reminder

Outlook Add-ins that other iSchoolers are raving about


Similar to Doodle, but already integrated with your calendar.


Add Zoom to your meeting without leaving Outlook.

Viva Insights (Focus Time, Analytics)

Already integrated with Outlook 365 & Teams, Viva Insights provides improved productivity and well-being with data-driven, privacy-protected insights and recommendations.

Keywordscalendar calendars meeting meetings invites invitations how to   Doc ID128472
OwneriSchool U.GroupSchool of Information Sciences
Created2023-05-22 16:50:27Updated2024-05-23 15:14:33
SitesUniversity of Illinois School of Information Sciences
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