If you want to make the meeting recur, on the Meeting menu, in the Options group, click Recurrence, select the recurrence pattern, and then click OK. You can also manually select a time on the free/busy grid. To select any one of the suggested times, click the time suggestion in the Suggested Times pane. The best meeting time appears at the top of the pane. The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. Select an available room to add the room to the Scheduling Assistant and to the meeting as a recipient. These lists are set up by your Microsoft Exchange or Microsoft 365 administrator.
Use the Show a room list drop-down to pick a list of rooms. In a new meeting, select the Scheduling Assistant button on the ribbon. You can see what times your attendees have conflicts.
To select an optimal time for all of your attendees, use the Room Finder in the right column. Select an available time for all of your attendees. Times that your attendees have a tentative appointment are shown in a light blue hashed block, and times outside of your attendees' working hours are shown in light gray. Times that your attendees are busy are shown in dark blue. If you want to add more attendees, you can type their name in any blank row in the Scheduling Assistant. You'll see a row for every recipient you entered in the To box. Select Scheduling Assistant from the Ribbon.
In the Subject box, enter a description of the meeting or event. From the Inbox, select New Items > Meeting or in the Calendar, select New Meeting. You also can use the keyboard shortcut Ctrl+Shift+Q to create a new meeting request.