What it does
Uses a a settings sheet (Create_Send_Meeting_Requests) to create and/or send meeting requests and optionally attach files to them.

When to use it
When you want to quickly send one or more meeting requests (often the type you send repetitively, such as every week, month, etc.), usually with one or more attached files, and a recurrence isn’t ideal.

Why to use it
It’s a very quick way to create and even send meeting requests, especially with attachments.  This is often needed when a recurrence isn’t ideal because the recurrence pattern or location isn’t consistent or current attachment(s) are desired.

Default shortcut
None

Other Details

• Category: MS Office / Outlook
• Difficulty: 4/5
• Usage/frequency: 2/5
• Automation factor: 5/5 (estimated 300 seconds saved each time used)
• Type: Bulk
• Date added: 3/13/2018
• Tags: Bulk, email, meetings, attachments

Related Macros
Create Send Email Messages
Bulk Edit Appointments

Other Articles
None

Create Send Meeting Requests – Example File

Instructions
Run the Create Send Meeting Requests macro.  The Create_Send_Meeting_Requests sheet is created in the active workbook.  Populate the required columns in this sheet, and then run the Create Send Meeting Requests macro again to create or send the meeting requests specified in the sheet.  These are the columns within the Create_Send_Meeting_Requests sheet you’ll want to fill in:

• Column A – Start Date (required): enter the start date of the meeting.
• Column B – Start Time (required): enter the start time of the meeting.
• Column C – Duration in hours (required): enter the duration of the meeting in hours (enter decimals for partial hours).
• Column D – Reminder on/off (required): enter TRUE to set a reminder, or FALSE to ignore the reminder.
• Column E – Reminder minutes before (required when column D is TRUE): enter the number of minutes before the start time that the reminder should be triggered.  If column D is FALSE, this is ignored.
• Column F – Subject (required): enter a descriptive subject for the meeting.
• Column G – Location (optional): enter the location for the meeting.  Note that based on your preferences, the meeting may default to an online meeting, with the location set to Microsoft Teams.  To change this, change your Outlook preferences: File >> Options >> Calendar >> Calendar options >> Add onine meeting to all meetings (you can also set the meeting provider).
• Column H – Description (optional): enter any additional details about the meeting if desired.
• Column I – Show Time As (required): select the show time as type from the drop-down list.  Option 2 (busy) is the default.
• Column J – Categories (optional): enter one or more categories for the meeting, separating multiple categories with a comma.
• Column K – Importance (optional): select the importance from the drop-down list.  Option 1 (medium/normal) is the default.
• Column L – All Day (optional): enter TRUE if the meeting should be set to all day (ignoring the start time and duration) or FALSE if the meeting is not all-day.
• Column M – Create/Send (required): enter Create to just create the meeting request (you can preview/edit before sending) or enter Send to send the meeting request instantly when processed.
• Column N – Recipients (required): enter one or more attendees for the meeting, separating multiple attendees with a semi-colon.
• Column O – Attachments (optional): enter the entire file path of any attachments to include with the meeting request, separating multiple attachments with a semi-colon.

Note that often the subjects, email addresses, and attachment paths are the result of formulas, such as lookups or references to date/location/region inputs.  You can likely reuse a template file in this way in future periods by just specifying a couple of inputs and letting formulas build out the new list structure!  This shows the value of having an extremely consistent and organized file structure.