How to Convert Outlook Email to Meeting Invite

Quick Tips

• Use ‘Reply with Meeting’ in Outlook to quickly create calendar invites from emails.
• Editing directly from the email saves time and preserves context.
• You can invite others, add meeting details, and set reminders all in one place.
• Ideal for professionals who need to streamline communication and scheduling.

Turning an email into a meeting invite in Microsoft Outlook can save time and improve workflow, preventing back-and-forth scheduling and ensuring everyone is on the same page. The setup is straightforward using the built-in features in Outlook, and no extra tools are needed.

Steps to Convert an Email to a Meeting in Outlook

Step 1: Sign into Outlook and open the email. 

Step 2: In the toolbar, click ‘Reply all by meeting’.

Step 3: Review auto-filled fields to ensure the content is correct. 

Step 4: Set the date and time. 

Step 5: Add or edit the attendees.

Step 6: Add location or link to online meeting platform. 

Step 7: Add detail in the Notes.

Step 8: Click ‘Save’. 

Steps for Editing the Meeting Invite

After converting an email to a meeting using ‘Reply all by meeting, you can fine-tune the invite to suit your needs. Below is more detail on how to make these edits:

Step 1. Change the Subject

Click into the subject line to change the meeting title. Keep it brief and relevant. 

Step 2. Adjust the Date and Time

Use the date and time pickers/calendar to set the meeting. 

Step 3. Edit or Add Attendees

Add new participants by typing their email addresses in the ‘Invite attendees’ field. Remove any recipients who don’t need to attend.

Step 4. Add a Location or Meeting Link

Enter a meeting room name or paste a link. Use the ‘Location’ field. 

Step 5. Update the Body Text

The original email content appears automatically. Add an agenda, notes, or action items as needed.

Step 6. Set a Reminder

Use the reminder dropdown to choose when attendees receive a notification. 

Step 7. Add Attachments

Use the paperclip icon to attach files to the meeting.

Using the Scheduling Assistant

Outlook’s Scheduling Assistant helps you find the best time to meet by showing when attendees are free or busy. It’s especially useful when coordinating with multiple people across different schedules. Here’s how to use it:

Step 1: Open the meeting invite, then click ‘Scheduling Assistant’.

Step 2: You’ll see a timeline view with each attendee’s calendar .

Step 3: Look for white space. This indicates free time while blue blocks show busy periods.

Step 4: Adjust the meeting start and end time by dragging the meeting block.

Step 5: Use the ‘Suggested Times’ on the right.

Step 6: Switch back to the Appointment tab.

Using the Scheduling Assistant helps avoid double-booking and ensures better attendance by picking a time that works for everyone.

Who Would Benefit From This?

Managers and Team Leads

They frequently handle threads that evolve into meetings. Instead of composing a new calendar invite from scratch, they can act directly from the email conversation.

Executive Assistants

They are often tasked with converting email requests into calendar events. This method saves time and keeps the original context intact.

Remote Workers

They can benefit from quick scheduling to reduce delays and confusion across time zones or digital platforms.

Project Coordinators

They can efficiently schedule updates and sync meetings using existing email conversations as a base.