New meeting in Outlook

1. When you want to create a meeting in Outlook select  “New Meeting“:
2. A new window will appear.
   • Title: Give the meeting a name.
   • Required: Add members who are required.
   • Optional: Add members who are optional.
   • Location: Here you can choose a room, you can use Room finder to look up a room and check if it is available or not.
   • Room finder: See step 5.
3. If you press the Required or Optional button you can use the Global Address List to look for students, staff or groups:
4. If you press the Location button you can choose from the available rooms:
5. On the right you can see “Room Finder”. You can use Room finder to book a room within the university. Choose a building, then you should see a list of rooms and if they are available or not. Remember to click “Send” when everything is ready to finish the application. Everyone on the list will get an email and reply if they can come to the meeting or not:
6. A link to the meeting will be created and people can use it to join the meeting or wait until the meeting is about to start and use the notification button. Always remember to click on send when the invitation is ready.
7. When the meeting is about to start you will get a notification, click on “Join Online” to open up Teams:
8. Teams will open and you can click on Join now to enter the meeting:

1. This is how to set up a meeting. Click on calendar and "New Event":
2. Put the email addresses of the people you want to invite. If the person is in your contact list, they ought to appear when you start typing their name or email address. Use the "New event" field to give the event a name/title. Fill in "Location" and then choose a time and date for the meeting. You can slide the Teams meeting slider if you want the meeting to be accessible online:
3. Required people are required to show up. Optional people can attend the meeting if they want to:
4. If you click on "Add a location" and then select "Room finder" you can get a better idea of available rooms and the capacity of the rooms:
5. Fill in the description of the meeting and click "Save" when you are done:

1. Tap the calendar icon at the bottom right of your screen:
2. Select New Event:
3. Give the meeting a descriptive title. You can now add people to the meeting. Set the time and date. Add a location. If the meeting will be available through Teams then select teams and fill in the other fields as applicable. When the meeting is set up correctly, tap the tick mark in the top right corner to save it:

Setting up a meeting on an Android device is effectively the same process as setting up an event. The only difference is that in this case you add users to the event, thereby making it into a meeting.

1. Tap the calendar icon at the bottom. Tap the plus sign to create a meeting:
2. Give the event a descriptive name. You can now add people to the event. Set the time and date. If people are free at the time of the event, a green user icon with a tick mark should appear; if people are unavailable, a red user icon with an X should appear. Add a location and fill in the other fields as applicable. When the event is set up correctly, tap the tick mark in the top right corner to save it:

1. In a web browser, the same process is used for setting up events and meetings. Start by opening the calendar in the top right corner and select "New event":
2. If you add attendees or a location then the event becomes a meeting.
3. Here you create the meeting.
   • Title: Give the meeting a title.
   • Invite attendees: By default all attendees are required to attend the meeting. You can select "Optional" to add optional attendees.
   • Time and date: Select the time and date.
   • Location: Here you can select a location or meeting room.
   • Teams meeting: Check this if you want to stream the meeting.
   • Description: Here you can describe the meeting.
4. If you select "Browse with Room finder" you can get a better overview over all available rooms and the capacity of those rooms.
5. Send the meeting request by clicking "Send".

Now all attendees have received an invitation to the meeting, in their inboxes and calendars.