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Create a new or link to an existing Meeting Workspace

1. In a new or existing meeting request, click Meeting Workspace (under the Reminder check box).
2. If you haven't already, add the following information to the meeting request:
   • In the To box, add the names of the people you want to invite or add a distribution list name. The names of these invitees will automatically display in the Attendees list in the workspace after you send the request.
   • In the Subject box, type the title of the meeting. This title will automatically display at the top of the workspace and is used as the site name in the workspace address.
   • Specify the date, time, and location of the meeting. This information will automatically display under the title in the workspace.

     Note  If you want the meeting to be a recurring series, click Recurrence on the Actions menu, and then complete the information about the series.

3. Do one of the following:

   Create a new Meeting Workspace

   Set up a workspace for the first time

   If you haven't previously created a new or linked to an existing Meeting Workspace, you will have to specify the location (the server) where you want to put the workspace, and then select the language and template you want to use.

   1. In the Meeting Workspace task pane, click Change settings.

      Note  For information about each setting, click More information at the bottom of the task pane.

   2. In step 1 in the task pane, select a location for your workspace.
   3. In step 2 in the task pane, select Create a new workspace, and then select a template language and type. These settings become your default settings for future workspaces you create.
   4. After completing the settings, click OK to return to the first task pane.
   5. Click Create.

   Note  Once you click Create, the workspace exists on the location you specified. If you meant to use a different location or template for this workspace, you must create another workspace with the settings you want. You should delete the other workspace if you don't intend to use it.

   Set up additional workspaces

   If you previously created or linked to a Meeting Workspace, those location and template settings are now your default settings and appear in the first task pane. Do one of the following:

   • To use the default settings for your new workspace, in the task pane, click Create.
   • To change the defaults, in the task pane, click Change settings, and then select the settings you want to use. After completing the settings, click OK to return to the first task pane, and then click Create.

   Link to an existing Meeting Workspace

   1. In the Tip at the bottom of the task pane, click the text.
   2. In step 1 in the task pane, select the location that has the workspace you want to link to.
   3. In step 2 in the task pane, select Link to an existing workspace, and then select the workspace you want to use. If you are not sure if the workspace you selected is the correct one, click View workspace to verify.
   4. After completing the settings, click OK to return to the first task pane.
   5. Click Link.
4. To open your browser and view the workspace, click Go to workspace in the task pane. Alternatively, you can click the link that was added to the body of the meeting request. You can add information or customize the workspace now or at a later time.
5. To complete the meeting request, switch back to Microsoft Outlook by pressing ALT+TAB.
6. Do one of the following:
   • To send the meeting request and invite others to the meeting and workspace, click Send. If this is a meeting request that was sent previously, click Send Update.
   • To save the meeting request but not send it, on the File menu, click Save. No attendee information will be sent to the workspace, but other meeting details (subject, title, date, time, and location) will be sent.

Note  For information about creating or linking to a Meeting Workspace from a Microsoft Windows SharePoint Services site, see Help in the Meeting Workspace.