Schedule an in-person meeting

· On the File menu, point to New, and then click Meeting Request.

Keyboard shortcut To create a new meeting request, press CTRL+SHIFT+Q.

· In the Subject box, type a description.

· In the Location box, type a description or click Rooms to choose from rooms available for automatic scheduling by using Microsoft Exchange.

· In the Start time and End time lists, select the start and end time for the meeting. If this is an all day event, select the All day event check box.

An all day event is a full 24 hour event lasting from midnight to midnight.

Note By default, the current time zone setting on your computer system is used to schedule meetings. If you want to schedule meetings based upon an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.

· Type any information that you want to share with the recipients, attach any files, or create a Meeting Workspace.

For more information about Meeting Workspaces, see the See Also section.

· On the Meeting tab, in the Show group, click Scheduling Assistant.

The Scheduling Assistant helps to find the best time for your meeting.

· Click Add Others, and then click Add from Address Book.

· In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource that you want to invite to the meeting. If you are searching with the More Columns option, then click Go.

· 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.

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.

· 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.

When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.

· On the Meeting tab, in the Show group, click Appointment.

· Click Send.

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Prevent meeting request replies

In Microsoft Office Outlook, you can send a meeting request and not track the attendees' responses. Not tracking the responses can be useful when you send a meeting request to a large number of attendees but do not want to know who can and cannot attend.

Turn off meeting request responses

In a new meeting request, do the following:

1. On the Meeting tab, in the Attendees group, click Responses.

Note For recurring meetings, the Meeting tab appears as the Recurring Meeting tab.

2. Click Request Responses to clear the Request Responses and Allow New Time Proposal check boxes.

Note If you turn off the Request Responses option, you will not be able to track whether attendees have accepted, tentatively accepted, or declined. For instance, when you open the meeting in your calendar, click the Meeting tab, and then click Tracking in the Show group, the Response column will display None for all of the attendees.

Turn off responses after you send the meeting request

Even if you don't turn off the response option when you initially send the meeting request, you can change the option at any time.

1. Open the meeting.
2. On the Meeting tab, in the Attendees group, click Responses.

Note For recurring meetings, the Meeting tab appears as the Recurring Meeting tab.

3. Click Request Responses to clear the Request Responses and Allow New Time Proposal check boxes.
4. Click Send Update.

It is necessary to click Send Update so that the meeting request is updated in Outlook for all meeting attendees. If you want to go for Outlook Support and want to fix your issue, you can take Computer Help

Add or remove a second time zone

You can display a second time zone in your calendar by selecting the Show an additional time zone check box in the Time Zone dialog box. The second time zone is used only to show a second time bar in Calendar view, and does not affect the way in which calendar items are stored or displayed.

Note The additional time zone is not affected by the current time zone settings; it is completely separate.

1. On the Tools menu, click Options.
2. Click Calendar Options.
3. Click Time Zone.
4. Do one of the following:
• Add a second time zone
1. Select the Show an additional time zone check box.
2. In the Label box, type a name for the second time zone.
3. In the Time zone box, click the time zone that you want to add.
4. If you want your computer clock to automatically adjust for daylight saving time changes, select the Adjust for daylight saving time check box.

This option is available only in time zones that use daylight saving time (DST).

• Remove a second time zone

• Clear the Show an additional time zone check box.

Tip You can quickly switch your current time zone to the second time zone by clicking Swap Time Zones. This affects all times displayed in Outlook as well as times displayed in other Microsoft Windows-based applications.

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Display a different primary calendar

This feature applies to any language that enables an alternate Calendar Arabic, English, Hebrew, Hindi, Chinese, Japanese, Korean, and Thai. You may need to enable a language if you want to show a primary Calendar in a language different than that used in your copy of Microsoft Office Outlook 2003.

Do one of the following:

In Microsoft Windows XP

1. Click Start, and then click Control Panel.
2. Double-click the Regional and Language Options icon.
3. In the list, click the language for the calendar that you want to use.
4. Click Customize, and then click the Date tab.
5. In the Calendar type list, click the calendar you want to use.
6. Under Short date and Long date, select the options you want.

In Microsoft Windows 2000

1. Click Start, click Settings, and then click Control Panel.
2. Double-click the Regional Options icon.
3. In the list, click the language for the calendar that you want to use.
4. Click the Date tab.
5. In the Calendar type list, click the calendar you want to use.
6. Under Short date and Long date, select the options you want.

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What is Calendar Coloring in Outlook?

Microsoft Outlook has 10 colors that you can use to color appointments and meetings. These colors are visible in Day/Week/Month view of Calendar. You can color individual or recurring appointments and meetings manually, or you can use rules to automatically color items that meet certain conditions, such as when a certain word is used in the subject or when a meeting request is sent by a certain person. Manual coloring always take precedence over automatic coloring, so if you have applied manual coloring to an item, automatic coloring will not be applied to it.

If you open another person’s calendar or a calendar stored in a public folder, you will see the colors that were assigned manually, but no automatic coloring. Automatic coloring can be seen only by the person who set it up.

Each color comes with a label. You can change these labels to make them more meaningful to you. For example, you can change the label of the color red from "important" to "urgent."

Displaying your availability status

When you view Calendar in Day or Work Week view, the pattern of the availability indicator (availability indicator: Appears to the left of a meeting or appointment (or all the way around the item when selected), indicating time status as free, tentative, busy, out of office, or no information available. Visible only in Day and Work Week view.) to the left of any appointment or meeting displays your availability status for that time period: free, tentative, busy, or out of Microsoft office.