Microsoft Office · Intermediate level

Intermediate level · Module 4: Email, Calendar and Professional Communication with Outlook · Lesson 3 of 3

Calendars and Meetings

Schedule meetings, invite participants and manage your calendar professionally.

In this lesson you will

  • Create meeting invitations with agenda and online link
  • Manage responses, reminders and recurring events

Key concepts

meeting invitationrecurring eventavailabilitytime zones

The lesson

A shared calendar shows when colleagues are free and avoids double bookings. A meeting invitation should include a clear title, location or online link, and an agenda.

Recurring meetings save time for regular events such as a weekly team meeting. Check time zones when inviting partners abroad — South Sudan uses Central Africa Time (UTC+2) — and let the calendar convert times.

Respond to invitations promptly, so organisers know who is coming.

Step by step

  1. Create a recurring weekly team meeting with an agenda.
  2. Schedule a one-off meeting with a partner in another time zone.
  3. Check availability with the scheduling assistant.
  4. Accept, decline and propose a new time for sample invitations.

Practice activity

Schedule a recurring weekly team meeting and a one-off partner meeting across East Africa Time and another time zone, including an agenda.

Expected result: Correct invitations with agendas and times.

Check your understanding

  1. What should every meeting invitation contain?

    Show answer

    Purpose, agenda, time and duration, and location or online link.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.