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Schedule a Meeting in Google Calendar

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While email is useful for many workplace conversations, sometimes it’s better to meet in person or in a video conference. That way you can have a more detailed conversation, discuss private or confidential matters, or invite input from a larger group.

In this extension, you will set up a meeting. You will outline the purpose of your meeting, choose a time and place to meet, and invite one or more people to attend.

This video uses Google Calendar, but you can use these skills in any calendar application.

To start, open Google Calendar.

Create a new meeting invitation.

Then, add a title. Next, add guests using their email addresses.

Choose a date and time for your meeting.

If you’re inviting a large number of people, you may not be able to accommodate everyone’s schedules. That’s okay. Try to provide enough advance notice so that the majority of the key people are available to attend.

Decide if you want to give group members the ability to see the attendee list or make changes to the event, such as the time and location. Return to event details to add the location.

If anyone is unable to attend the meeting in person, provide the option to attend with a video conference call, such as Google Hangouts. Or, have the whole meeting via Hangouts.

Finally, add a note for attendees. Describe the purpose of the meeting and how they should prepare. Keep your message clear, concise, and professional.

Save the meeting and send a notification.

Each guest will receive an email invitation with a request to reply.

Every time someone responds to the invitation, you will receive an email showing their response.

Great work! You’ve created an event in Google Calendar so you and your coworkers can meet. Now, it’s your turn: Open Google Calendar and create a new event Title the meeting, add attendee email addresses, and select a time and location, Adjust Hangouts and notification settings, if you’d like, Write a message to explain the purpose of the meeting, And send the invitation.

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