Creating Meeting Invitations

Please follow the steps below when you set up committee, section or instructor meetings.  Please note the following general guidelines for setting up meetings: 

  • Please invite language@louisville.edu to your meetings.  This put your meeting on the internal department calendar. 
  • Please reach out to Matt if an interpreter needs to be scheduled and to create a Zoom meeting. 
  • Whenever possible, please provide your participants with the agenda or any materials ahead of the meeting. 
  • To determine the best meeting time, try using a Doodle poll useful for this purpose.

Outlook Calendar

If you are having an in-person meeting, create the meeting in Outlook Calendar using the following steps: 

  1. Go to your Outlook Calendar
  2. Double click on the date that you would like to schedule the meeting 
  3. Fill in the pop-up box with a title for the meeting, time, location, attendees, and any additional details in the description box.  
  4. Save the meeting. 

Zoom Meeting

  1. Create your meeting in Outlook Calendar using the steps above
  2. Add the Zoom information to the description box of the Outlook Calendar invitation. 
  3. Make sure to invite all participants including Matt and interpreters when necessary. 
  4. Save the meeting.

Teams Calendar

  1. Go to your Teams Calendar. For help accessing Microsoft teams please go to Microsoft Teams. 
  2. Double click on the date that you would like to schedule your meeting. 
  3. Fill in the pop-up box with a title for the meeting, time, location, attendees, and any additional details in the description box.  
  4. Save the meeting. The Teams information will automatically show up on your Outlook Calendar.