A meeting request can be sent to anyone in your Outlook Address Book. If the user you send the request to also uses Outlook to manage their e-mail and calendar, they will be given a set of response options so you can easily track who will and will not be attending your meeting.
The Meeting Request Window can be accessed through the Appointment window by choosing the Invite Attendees command on the Appointment Standard toolbar.
Figure 8. Meeting Request Window
Sending a Meeting Request
Create a new appointment
Enter the meeting details (time, date, etc…)
Choose the Invite Attendees command on the Appointment Standard toolbar
Enter the Attendees in the To: line (as if you were addressing an e-mail message)