This tutorial teaches you how to create a meeting.
Meetings and appointments are similar in the fact that they take up time in the calendar by default. The difference is however, that meetings are not just for yourself. A meeting is basically an appointment, but with attendees other than yourself. Meeting requests and responses are handled through email, whereas there is no email associated with appointments. Additionally, the location of an appointment is strictly informal, whereas for a meeting, the location can be tied to an existing resource (room).
NOTE: If you select an area in your calendar before hitting new meeting, the corresponding start and end times will be defaulted. You can also double-click anywhere in your calendar to create an appointment, and then use the Invite Attendees button to change the appointment into a meeting.
Similar to a person, rooms and other resources in Exchange are "invited" to meetings; this is done by adding them as you would add a person in the To … field. Outlook will recognize the resource as a Room and fill in the location accordingly. Rooms are listed in the GAL just like people. The MOST IMPORTANT thing about booking a room is to ALWAYS invite the room FIRST, if you do not know whether you have rights to book it. The room will accept or decline your meeting (just like a person) based on its availability and whether or not you have permission to book it. If you invited people at the same time, and the room declined, you would need to find a new room and email all the invitees this update. Invitees do not see updates to a meeting until you email them.
Room Finder presents you with listings of rooms organized into departments and groups. By default, it is enabled, but if you do not see it, you can enable it from the Options grouping in the Home tab. The button appears highlighted when it is enabled.
NOTE: Available Rooms shows rooms that are available at the time currently selected for your meeting, and does not show all rooms in the room list selected. Also, it does not indicate that you have permission to book the resource.
NOTE: This section does not take into account whether or not you have permission to book a room, hence why you should always invite the room first if you do not know.
When booking a group of people and/or a room, it is very handy to be able to overlay the schedules and determine a free time. Scheduling Assistant allows you to do this. Switch to Scheduling Assistant view by clicking the Scheduling Assistant button in the Show grouping on the Home tab. Here, you can see when the attendees are free or busy. The top row shows the collective schedule of all the attendees.
Whether updating the description, room or subject, modifying a meeting requires you to send an update to your invitees at some point. You can choose to update a meeting and not email the update to the invitees, but they will not see your updates until you email them. (Invitees will not be required to re-accept a meeting after you make a change, unless the time or location is changed.) If the change you make is to add or remove attendees, you can choose to send the update to only these people (You will be prompted for a choice).