In Microsoft Outlook, turning an email into a meeting invite can assist expedite communication and save time, particularly when talking about subjects that call for a follow-up meeting. Outlook allows you to directly convert an email into a meeting invite rather than copying and pasting information from the email into a calendar event.
This tutorial shows you how to do it efficiently on both the desktop and web versions of Outlook.
Methods to Convert an Email into a Meeting Invite
The best methods for converting an Outlook email into a calendar event are as follows:
1. Use Drag and Drop in Outlook Desktop
Dragging an email into the Calendar is the easiest method to turn it into a meeting invite.
Steps:
- Launch Outlook on your PC.
- Find the email in your inbox that you wish to convert.
- Drag the email onto the navigation pane’s Calendar icon, which is often located on the bottom-left.
- The email text will be put to the body of a new meeting window that opens.
- Click Send after adding guests and modifying the time and date.
You can avoid manually entering information by using this method, which maintains the email’s subject line and content.
2. Use the “Meeting” Button in Outlook Desktop
Additionally, Outlook has an integrated button that allows you to start a meeting right from an open email.
Steps:
- To open the email in a new window, double-click on it.
- Click Meeting (or Reply with Meeting in previous versions) in the top menu bar.
- The sender will be added as an attendee and the message will be included in the body of the meeting invite window that opens.
- Decide on the meeting’s date, time, and other specifics.
- Press Send.
This is perfect when you’re responding immediately to a message thread and want to swiftly suggest a meeting.
3. Convert Email to Meeting Invite in Outlook Web (Outlook on the Web)
The procedure varies a little if you are using Outlook through your web browser.
Steps:
- To convert an email, open it.
- In the message’s upper-right corner, click the three dots that say “More actions.”
- Choose Reply All by Meeting (or Create Event in some versions) under Other Reply Actions.
- Email content will be pre-filled into a meeting form.
- Send the invitation, add participants, and choose the time.
The selections may differ slightly based on the settings of your company; not all versions of Outlook Web may display this by default.
4. Manually Copy Email Content into a New Meeting
You can manually create a meeting if none of the aforementioned alternatives are accessible or don’t function as intended.
Steps:
- Launch your calendar and set up a new appointment.
- In the invite’s body, copy the pertinent information from the email.
- Include the date, time, attendees, and subject line.
- Press Send.
This guarantees complete control over formatting and details, but it takes more work.
5. Use Keyboard Shortcuts for Efficiency (Desktop Only)
For regular users, Outlook offers shortcuts that might speed up the conversion procedure.
- To launch a meeting reply window, select an email and then hit Ctrl + Alt + R (or Ctrl + Shift + Q in some versions).
- This shortcut can expedite scheduling during hectic email exchanges and functions best in the desktop version of Outlook.
6. Add Attachments or Notes to the Meeting
Attachments are not usually immediately included when converting an email.
Tips:
- Once the email has been converted, manually attach any papers you would like participants to look over.
- For more context, you can include notes or action items in the meeting description.
7. Confirm Time Zone Settings
Make sure the time zone is correct when setting up meetings, especially when sending emails with participants in different locations.
Steps:
- Choose Time Zones under the Options tab of the meeting invitation.
- Make any necessary adjustments to guarantee that everyone arrives at the meeting time.
Conclusion
One helpful feature that streamlines communication and cuts down on unnecessary work is the ability to convert an Outlook email into a meeting invitation. There are several ways to turn emails into scheduled events with a few clicks, including drag-and-drop, the built-in “Meeting” button, and Outlook Web.
Gaining an understanding of these techniques guarantees more seamless communication and faster action-to-talk transitions.