Exchange - Send a Calendar Invitation in Apple iCal 4.x, 5.x | Office of Information Technology

Exchange - Send a Calendar Invitation in Apple iCal 4.x, 5.x

Last Updated: 08/19/2015
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The Calendar feature is likely one of the biggest advantages of the Exchange system. When scheduling a meeting, you can invite others to the meeting. If they are an Exchange user, they can accept calendar invitations and have them automatically entered into their calendars. You can also send invitations to others via e-mail. Also, note that in order to schedule resources, you simply have to invite them like any other user. You will receive an automated response based on the resources availability.

This tutorial applies to the following operating system(s):
  • MAC

Step 1

Open iCal. Click the File drop-down menu and select New Event.

Step 2

Double click on the New Event that appears on your calendar.

Step 3

Enter in the details for your event. When inviting others, be sure to make a title that others can recognize and put in the location. Put in the from time and to time that you would prefer (you can check other’s availabilities soon).

Step 4

In the invitees field, enter the names of those you wish to send invitations to. To schedule a resource, enter its name in the invitees field (Ex. TCOM215). You will receive an automated response based on its availability. Click Available Meeting Times...

TIP: You can also enter the email addresses of non-Exchange users to send them an email invitation too.

Step 5

This allows you to view the availability of your invitees. Ensure that your invitees are available during the requested time. Click on Next Available Time and iCal will automatically select the next time everyone is available. You can also adjust the date and time if necessary. When you have selected a time click Done.

Step 6

When you are ready to send your invitation, click the Send button.

Step 7

Your meeting is scheduled and now appears on your calendar. Invitees will receive an invitation in their mailbox.

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