When you create a meeting in a calendar app, such as one within a shared calendar, you can use several features to organise it so everyone knows what is happening, when and where.
The Scheduling Assistant shows when staff and rooms are free, so you can choose a time that suits everyone without asking each person individually. For example, if you need a meeting room and three colleagues, it highlights only the slots when all four are available.
Response options let you ask each invitee to reply, so you can see who is coming and plan accordingly. You choose whether a response is required or simply requested.
Show as sets the availability status others see for that time, such as busy, free or out of office, so colleagues can tell at a glance whether you are free.
You can set a Reminder to alert attendees a set time before the meeting, such as 15 minutes or 1 day, so the meeting is not forgotten.
When inviting people you can mark them as Required (they need to be there) or Optional (they can attend if they wish), which makes clear who is essential to the meeting.
Make recurring turns the meeting into a repeating event, such as every Monday at 9am, so you create it once and every occurrence appears in attendees' calendars.
Finally, the Location tells attendees where the meeting takes place, such as a room number or an online meeting link, so nobody turns up in the wrong place.
Pearson BTEC Digital Information Technology · Managing modern teams