How to Invite Multiple Attendees in Outlook 2019

Created by Martin Cadek, Modified on Tue, 9 Jun at 3:29 PM by Martin Cadek

1. Start a New Meeting

Open Outlook.
Go to the Calendar view.
In the Home ribbon, select New Meeting (NOT New Appointment — that one doesn’t invite anyone).

2. Add Attendees

In the meeting window, click To…
Select people from the address list, or type email addresses directly into:
- Required (must attend)
- Optional (nice to have)
- Resources (rooms/equipment, if applicable)

3. Add Meeting Details

Enter a Subject, Location, Start/End time, and any notes in the body.

How to Check Attendee Availability (Scheduling Assistant)

1. Open the Scheduling Assistant

In the meeting window, click Scheduling Assistant on the ribbon.

2. Review Availability

You’ll see:

Each attendee listed on the left.
A timeline grid showing:
- White = free
- Blue = busy
- Light blue = tentative
- Purple = out of office

3. Send the Invitation

Once the time works for everyone, click Send.