Outlook Calendar Meeting Template

Posted on:  08/08/2021
Outlook Calendar Meeting Template

Need a great time-saving Outlook tip? Use Outlook calendar meeting templates. Calendar meeting templates are a great way to schedule meetings that occur frequently but do not have a recurring pattern. With templates, you can put in as much detail as you want and never have to retype it. 

For example, if you are always scheduling an interview or training session with no set date or time, a calendar template would save you a lot of time. Even if there was a set date and time, but the invitees change, a calendar template is best. You can add details to a calendar template. You may need to add a link to directions to your office, a link to download files, and other important information. 

Outlook Meeting Templates

Outlook meeting templates

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How to add create a meeting template

  1. Start Outlook on the desktop
  2. Go to Calendar
  3. Create a new meeting request. You can right-click your calendar and select New Meeting Request.
  4. Fill in the information. Most likely the Required will not be filled in. Don't worry about the date and time. We will cover that later.
  5. Click File - Save As
  6. Save as type: Outlook Template (*oft) see screenshot
  7. Change the file name if necessary
  8. Click Save
  9. Close and select Don't Save then OK.

Important Note: When you save as an Outlook Template, the location should change to C:\Users\username\AppData\Roaming\Microsoft\Templates

For example: C:\Users\chris\AppData\Roaming\Microsoft\Templates as shown in the screenshot below.

Save meeting as Outlook template

Save meeting as Outlook template

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How to use an Outlook calendar template to schedule a meeting

  1. Start Outlook on the desktop
  2. Go to Calendar
  3. On the Home tab, select New Items, More Items, and click Choose Form. See screenshot below.
  4. Change Look in to User Templates in File System see screenshot below
  5. Select the form and click Open
  6. Add the necessary fields, change the date and time, and Send the invite.
Choose Form in Outlook

Choose Form in Outlook

User Template in File System - Outlook

User Template in File System

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Chris Menard

Chris Menard is a Senior Training Specialist at SurePoint Technologies. Chris is certified in Excel, Word, PowerPoint, and Outlook. Menard has a YouTube channel with other 600 technology videos covering Excel, Word, Zoom, Teams, Outlook, Gmail, Google Calendar, and other resources that over 7 million viewers have very appreciated. Because of Chris's certification and expertise with Microsoft, Chris is a proud member of Microsoft's Creator Team. Being a member of Microsoft's Creator Teams means many of his videos are available on Microsoft 365 YouTube channel and Microsoft support websites.

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