Schedule a meeting with the right time and room
Prepare a clear appointment and check the saved details before relying on it.
Schedule a meeting with the right time and room
Prepare a clear appointment and check the saved details before relying on it.
Before you start: Agree the purpose, organiser, audience, date, time zone and room. Decide whether the meeting is one-off or recurring.
Steps
- Open Inbox → Calendar and use the add control to open New Event.
- Check the organiser and enter a useful title. Use Description for a short agenda and anything attendees should prepare. Avoid putting confidential details in a broadly visible title.
- Set Start and End. If you use a duration shortcut, read both endpoints afterward. Confirm the date and time zone with the intended attendees.
- Review Repeat. For a one-off meeting, choose Does not repeat rather than leaving a recurring rule selected.
- Review Meeting type. For an internal meeting, choose Workroomly, wait for the room selector to load and select the exact room. Use External Link only when that is the intended destination.
- Check Guests and the complete appointment before saving. A save may also affect invitations, so the audience should be ready at this point. Save the appointment once.
- After saving, find the appointment in Calendar and reopen it. Compare the organiser, title, start, end, repeat rule, room and guests. You can also compare the intended room’s Schedule.
Expected result
One identifiable appointment contains the intended meeting details. Confirm guest responses separately when attendance needs to be agreed.
Remember
If two views show different times, compare the saved event and time zone before changing it. If saving is uncertain, look for the existing appointment before creating another.
Continue learning
In this series: Plan and run meetings — guide 3 of 7.
Turn what you learned into the way the team works.
Mark this lesson complete once the workflow exists in your workspace—not simply when you reach the bottom.