Switching to Calendar from Microsoft Outlook Calendar

3. Create events

In this section:

3.1   Create a new event
3.2   Add guests to an event
3.3   Find a time that suits all guests
3.4   Add a room to an event
3.5   Add files to an event
3.6   Add a video-meeting link to an event

3.1 Create a new event

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Outlook:
Schedule a meeting

Calendar:
Create an event

Create an event in 2016 version

Outlook 2016
 

Create events in 2013 version

Outlook 2013
 

Create an event in 2010 version

Outlook 2010

  1. Click an empty time slot in the calendar grid. 

    Tip: To create an event with the detailed view, click More options

  2. Add an event title, date, and time. 
  3. (Optional) To create the event on another calendar you have edit access to, next to your name, click the Down arrow Down Arrow and select a calendar. 
  4. Click Save or More Options to add more details. If you click Save, you’ll be prompted to send the invitation to guests. If you haven’t finalized the event, you can send the invitation later. 

Create events

3.2 Add guests to an event

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Outlook:
Add attendees to an invitation

Calendar:
Add guests

Add guests in 2016 version

Outlook 2016
 

Add guests in 2013 vesrion

Outlook 2013
 

Add guests in 2010 version

Outlook 2010

  1. Create a new event and click More Options, or double-click an existing event to open it.

  2. On the right under Guests, click the Add guests field.

  3. Enter the email of the person or group.

  4. (Optional) To specify a guest’s attendance as optional, point to their name and click Mark optional People.

  5. Under Guests can, check or uncheck the boxes to specify whether guests can modify the event, invite others, or see the guest list. 

  6. Click Save.

Tip: If you’re not the organizer of the meeting but you have permission to edit the event, you can follow these steps to invite people to a meeting.

Add guests

3.3 Find a time that suits all guests

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Outlook:
Scheduling

Calendar:
Get suggested meeting times or find a time

Find a time in 2016 version

Outlook 2016
 

Schedule in 2013 version

Outlook 2013


Find a time in 2010 version

Outlook 2010

Outlook: AutoPick Next

Autoselect a time in 2016 version

Outlook 2016
 

Autoselect time slots in 2013 version

Outlook 2013
 

Autopick time in 2010 version

Outlook 2010

Get suggested meeting times:
  1. Single-click your event and click Edit Edit.
  2. Open your event and under Guests, click Suggested Times.
  3. Select a suggested time. The meeting is automatically updated. 
  4. Click Save.

Choose from suggested times

 
Find a time:
  1. Single-click your event and click Edit Edit.
  2. On the left, click Find A Time. You’ll see the local time for guests in other time zones just below their name.
  3. Scroll up or down the time slots or click the arrows at the top to view different days and available times.
  4. Click a time slot and click Save. The time will be updated in the meeting details.

Find a time to meet

3.4 Add a room to an event

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Outlook:
Add resources

Calendar:
Add rooms

Add a room in 2016 version

Outlook 2016 and 2013
 

Add a room in 2010 version

Outlook 2010

  1. Single-click your event and click Edit Edit.
  2. Open your event and choose an option:
    • On the right, click Rooms. Suggestions automatically appear under Rooms.
    • Start entering the room name, location, or resource to see available options. For example, enter Video to see a list of rooms with that resource or enter the building name or floor to see available rooms there.  
  3. Click the room you want. The room is automatically added to the event. 
  4. Click Save

Book a room

3.5 Add files to an event

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Outlook:
Attach file

Calendar:
Add files

Attach a file in 2013 version

Outlook 2016

Attach a file in 2016 version

Outlook 2013
 

Attach files in 2010 version

Outlook 2010

  1. Single-click your event and click Edit Edit.
  2. Open your event and scroll down to the event description and click Attach Attach.
  3. Click My Drive or Upload and select your file.
  4. Click Select or Upload. Your file will be attached to the event.
  5. Click Save

Note: If your G Suite administrator doesn’t allow sharing Google Drive files outside of your organization, you can send Gmail attachments to external guests instead.

Add files

3.6 Add a video-meeting link to an event

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Outlook:
New online meeting

Calendar:
Add Hangouts Meet link

Add a video meeting in 2016 version

Outlook 2016 and 2013
 

Add video meeting in 2010 version

Outlook 2010

  1. Single-click your event and click Edit Edit.
  2. Open your event and on the left under Event details, click Add conferencing.
  3. Click Hangouts Meet

    For G Suite Enterprise edition accounts, a dial-in phone number and PIN are also added. Guests can call in to the meeting by phone if your G Suite administrator has turned this option on.

  4. Click Save. Guests will get a link to the video meeting.

Allow conferencing

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