Organise virtual meetings in Outlook

How do I send invitations for virtual meetings via Outlook?

Invitations for virtual meetings explained quickly

Sending invitations for virtual meetings in Outlook is essential nowadays

Virtual meetings have long been part of everyday working life. Whether via Microsoft Teams, Zoom or Webex, Outlook offers an easy way to create and send invitations for online meetings.

In this article, you will learn how to schedule virtual meetings in Outlook, invite participants and ensure that all necessary information is included.

1. Create a virtual meeting in Outlook

Open Outlook and switch to the calendar.
Click on “New Meeting” to create an invitation.
Enter the subject, date and time of the meeting.
Add the email addresses of the participants in the “To” field.

2. Add an online meeting link

Depending on the platform you use, there are various ways to insert a virtual meeting link into the invitation.

Insert Microsoft Teams meeting

If your company uses Microsoft Teams, you can schedule a Teams meeting directly from Outlook:

Click on ‘Teams Meeting’ in the menu bar.
Outlook will automatically insert the meeting link into the invitation.

Participants can join the meeting via this link.

Insert Zoom meeting

If you use Zoom, you can integrate Zoom directly into Outlook:

Install the Zoom Outlook add-in if it is not already installed.
Click on ‘Add Zoom Meeting’ in the menu bar.

Outlook automatically creates a Zoom link and inserts it into the invitation.

Using Webex or other platforms

If your company uses Webex or another video conferencing platform, you can add the meeting link manually:

Create the meeting in Webex or another tool.
Copy the generated participation link.
Paste the link into the invitation text so that participants can access it.

3. Specify further details for the invitation

Add a clear agenda

Enter a brief description of the meeting in the text box so that all participants know what it is about.

Consider time zones

If participants are from different countries, Outlook automatically displays their time zone. Alternatively, the time zone can be adjusted manually in the meeting options.

Set options for muting or camera settings

In Microsoft Teams and Zoom, you can customise default settings for participants. For example, microphones can be muted by default or cameras can be disabled.

4. Send invitation and manage participants

Send invitation

Once all details have been finalised, click ‘Send’ to send the invitation to all participants.

Check participant responses

Outlook shows who has accepted, declined or not yet responded to the invitation.

Add participants later

If you want to invite additional people, you can open the meeting at any time and add new participants. Outlook will ask whether only the new people or all invited participants should receive an update.

5. Common problems and solutions

Participants are not receiving the invitation

Check that the correct email address has been entered.
Ask the participant to check their spam folder.
If it is an external meeting, check that invitations to external guests are permitted.

The meeting is not visible in the calendar

Participants must open the invitation in their email and click ‘Accept’.
If the meeting is not displayed, it may have ended up in the deleted items or spam folder.

The meeting link does not work

If Microsoft Teams or Zoom is not responding, check that the latest version is installed.
For Webex meetings, it may help to connect directly via the platform or by dialling in by telephone.

6. Why booking software is useful for virtual meetings

Outlook makes it easy to plan online meetings, but in larger companies or for meetings with additional requirements, it quickly reaches its limits.

Automatic integration of meeting services

If additional equipment, interpreters or special services are required for the virtual meeting, these often have to be organised manually. A booking solution such as arbooMEET allows these requirements to be linked directly to meeting planning.

Manage room and hybrid meetings

Many companies combine virtual meetings with physical meeting rooms for hybrid meetings. Booking software ensures that both the room and digital participation are coordinated.

Reminders and automatic adjustments in case of changes

If the appointment changes, all participants must be informed. With a booking solution, all parties involved receive automatic notifications, so no manual coordination is necessary.

Organise virtual meetings in Outlook smoothly

Outlook makes it easy to plan virtual meetings and send invitations to participants. Integrating Microsoft Teams, Zoom or Webex makes appointment management even easier.

If you also need to coordinate meeting rooms, hybrid events or additional services, you can benefit from booking software such as arbooMEET, which integrates all requirements directly into the planning process.

Would you like to learn how to organise your online meetings even better? Contact us for a live demo of arbooMEET and experience how smooth the planning of virtual and hybrid meetings can be.