How To Set Up Conference Call In Outlook 2016

Setting up a conference telephone call in Outlook is a cracking skill to take. It tin save you valuable time, and can help ensure neither y'all nor your attendees ever miss a teleconference. And don't worry, you lot're in luck. It'southward so easy, even the word 'skill' might be a stretch. If yous oftentimes use Outlook in your professional life, read on to observe out how you tin integrate your routine conference calls into your Outlook usage. Y'all'll be setting up a conference call in Outlook before you lot know information technology!

Before setting upward a conference call in Outlook, set up a WHYPAY? account

If you're already a WHYPAY? user, you can, of course, skip this step. Merely for those who might not however have discovered how much gratis conference calls can benefit your business, you'll need a few seconds to create your gratis WHYPAY? account. And yes, we really do mean seconds.

To go started, you can simply visit the WHYPAY? homepage and hit 'Create a Gratuitous Conference'. Or, even easier, click the button below.

Create a Gratuitous Teleconference

Y'all'll but accept to fill in a few basic details and you're ready.

Make notation of your conference call details to input into Outlook

Once you've made your account, your very own conference call room will be generated, ticking a major box on your quest to setting upward a conference call in outlook. This teleconference room is yours to use whenever you choose. And ane of the best bits is that doing then is incredibly easy. All you lot'll need is three numbers WHYPAY? provides when nosotros create your conference call room.

Punch-in number. The telephone number you will call when it's time for your sound meeting.
Conference room number. The number which will ensure your call is directed to your virtual meeting room, so that you and your invitees end up in the aforementioned 'identify'.
Secure PIN. A unique code that grants you access to your meeting room, then that not just anybody can wander in.

Head to your Outlook account

Equally an Outlook user, this part of setting upward a conference call in Outlook will probably seem surprisingly familiar.

Head to Outlook as usual. In one case you're logged in, select the agenda app. In your browser, information technology will look something similar this (though information technology might accept a few more events scheduled than this demo version!).

Setting up a conference call in Outlook

Setting up a conference call in Outlook begins in your agenda

At the top left, yous'll encounter a button labelled 'New upshot'. Click here to begin setting upwards a conference call in Outlook. It will bring in a few fields for y'all to make full, a procedure you probably get through daily. To remind yous, here's what you'll demand to complete.

Setting up a conference call in Outlook

Simply a few details to set upwards a conference telephone call in Outlook

Title

You tin can fill in the title that best describes the call. You lot'll want to be able to immediately recognise it, and know what it's regarding. For near people, simply 'conference call' won't do. After all, you're probably conference calling quite often. And with all the unlike uses for conference calls, both professionally and beyond the globe of business, you may fifty-fifty take lots of agile conference telephone call rooms on the go.

Date and time

This is obviously entirely up to you lot. While there have been studies into the best time for meetings, or when to make marketing calls, as with virtually things there are conflicting opinions. Still, there are a few things that can guide y'all. Patently y'all're own schedule will be a pretty important cistron. You should also take into account your invitees' schedules, depending on how much you know or can guess of them (which volition depend on your relationship with them!).

So there's a chip of common sense and common courtesy. For example, most people don't want to requite over their dejeuner hour to a coming together. They as well don't desire to hear their colleagues chowing downward (which should never happen anyway, if they know how to use their mute push button). Monday mornings and Fri evenings tend not to be overly desirable either. But of course, all these things are subjective and dependent on your circumstances.

Location

Y'all might think this is one to breeze over given it's a conference telephone call. And granted, you probably demand not fill information technology in equally you're setting upwardly the conference telephone call in Outlook. But it'southward still worth thinking most. Again, courtesy is an important factor. For your participants' sake every bit well equally your own, consider where yous'll exist at the fourth dimension of the audio meeting. You don't want to exist anywhere noisy or distracting. If you'll exist joining the conference call from your mobile, y'all also should exist as confident as possible that you'll take stiff signal for the elapsing of the phone call.

Repeat

This one will be entirely up to yous. We strongly recommend that you practice schedule recurring calls. And doing and then as you lot're setting up a conference call in Outlook, rather than creating each recurrence manually, can save a lot of time and slow endeavour. If you're using teleconferences to replace meetings yous'd have anyway, it's probable they will exist quite regular things.

For instance, if you employ remote staff, y'all might accept a weekly debrief via conference call. Or you might accept partners or investors spread across the country, with whom you like to cheque in every quarter. Whatever the reason, if you're setting up a conference call in Outlook that you envision volition need some follow-upward, make use of this handy tool to pre-schedule your next meeting.

Remind me

Definitely a handy feature if you're the forgetful type! It can sometimes salve the day. Fifty-fifty if you knew you lot had the call, it's easy to lose track of time. You might find yourself heating up a late lunch and get the ping on your phone just in time to grab a quick snack and scurry dorsum to your desk. Information technology tin can also exist a good nudge to get your notes sorted and finish whatsoever last minute prep you demand to do.

Turning an Outlook consequence into a conference call

So far, this event is pretty much like whatever other. To actually brand the near of setting up a conference telephone call in Outlook, you'll want to add together a few more details. Luckily, Outlook makes this easy.

Look at the bottom right of the previous screenshot. The button marked 'More options' is where y'all want to click. It should bring upwards a few more fields. Hopefully it looks something similar this.

Setting up a conference call in Outlook

Make full in your briefing call details

Except hopefully the parts you've filled in are already populated!

Conference suggests multiple participants… add some!

Here is where it gets really useful. Equally you tin can see, Outlook lets you invite people. If your whole team is using Outlook, this should exist an incredibly unproblematic style to let them immediately input the conference call into their own Outlook calendar. Simply type in their name or email address and Outlook volition send them the event invitation.

Differentiate the call from other meetings

Outlook also has a push button to show that it'southward a Skype meeting. While y'all certainly can use Skype to join a WHYPAY? teleconference, at that place's no reason you accept to. However, toggling this to on might be a useful reminder to invitees that the meeting will be in the course of a conference call, which makes it clearer how much time they need to factor in.

Let people in!

This is where those all-important access details come into play. You should make sure you include these in the consequence description. By pasting in the dial-in number, participants should exist able to merely click it and join the call right from their Outlook app. They'll and so have the room number right in front of them, likewise as the secure PIN. Joining your briefing call will be a doddle!

Create a Gratuitous Teleconference

Make the most of conference calling

The ease with which you can integrate WHYPAY? teleconferences into your routine apply of Outlook means y'all can really maximise the potential of this mighty even so simple tool. Because WHYPAY? offers reservationless briefing calling, yous don't need to schedule your call twice. In other words, at that place'south no need to arrange the audio meeting in your WHYPAY? business relationship, too. Once you've made your business relationship and we've created your conference call room, you lot can practice the rest entirely from Outlook. The briefing call room is yours and will be ready and waiting whenever you lot dial in those access details.

This makes it even easier for organisations which utilize Outlook for day-to-day business. That includes groups like the NHS, whose great use of genuinely gratuitous conference calls with WHYPAY? has saved literally millions of pounds, which tin be spent on treating patients.

That'south not to say that if you aren't an Outlook user, scheduling WHYPAY? calls will be whatever more than difficult. In fact, WHYPAY? makes it quick and easy to schedule conference calls into nearly calendar software – and nosotros have a handy guide here to show you how.

So teleconference to your eye's content, and never forget a call. With amazing features, unlimited duration and conference calls which are totally gratis, in that location'southward no barriers to communication with WHYPAY?.

Create a FREE Teleconference