Classic Outlook to New Outlook: In-person Events – Use the new meeting type correctly

When you upgrade from classic Outlook to the new Outlook for Windows, the way you create and manage in-person events changes significantly. The new Outlook introduces a dedicated meeting type called In-person event that replaces the older method of adding a physical location to a standard meeting request. This article explains the core differences between the classic and new Outlook approaches for in-person gatherings. It covers how to set up an in-person event correctly in the new Outlook, what happens to your existing meetings, and common pitfalls to avoid.

In-person Events: Classic Outlook vs New Outlook

In classic Outlook, every meeting request includes a Location field where you type a room name, address, or any text. There is no distinction between an online meeting and an in-person meeting. The location is simply a text property. When you send the invitation, attendees see the location line and must decide whether to travel there.

In new Outlook, the meeting form has a toggle that lets you choose Online meeting or In-person event. When you select In-person event, the form changes. The Join Online button disappears, and the Location field becomes prominent. The new Outlook also integrates with room finder and maps, giving attendees a richer experience. This change affects how you set up meetings and how recipients interact with the invitation.

What Happens to Existing Classic Outlook Meetings

When you open a classic Outlook meeting in new Outlook, the meeting retains its location text. The new Outlook does not automatically convert it to an In-person event. The meeting remains in a hybrid state: it has no online toggle, but the location field shows the original text. To use the full in-person features, you must edit the meeting and explicitly switch the meeting type to In-person event.

Steps to Create an In-person Event in New Outlook

Follow these steps to set up a physical meeting correctly in new Outlook.

1. Open the Calendar and click New Event
   In the new Outlook calendar, select the New Event button in the top-left corner. Alternatively, press Ctrl+Shift+Q to create a new meeting request.
2. Set the meeting type to In-person event
   In the meeting form, locate the toggle at the top: Online meeting or In-person event. Click In-person event. The form updates, removing the online meeting options and displaying the Location field with a map icon.
3. Enter the physical location
   Type the room name, building address, or custom location in the Location field. As you type, new Outlook suggests rooms from your organization if room finder is enabled. You can also click the map icon to search for a location using Bing Maps.
4. Add required attendees and optional attendees
   In the To field, type the email addresses of people you want to invite. Use the Optional field for people who do not need to attend but should receive the invitation.
5. Set the start time and end time
   Use the date and time pickers to define when the event starts and ends. The new Outlook checks room availability if you selected a room from the room finder.
6. Add meeting details and attachments
   Type an agenda, instructions, or notes in the large message body area. Attach files by clicking the paperclip icon or dragging files into the body.
7. Click Send
   Review the invitation and click Send. Attendees receive an email with the location, time, and any attachments. The calendar item shows the location and a map link.

Converting an Existing Classic Meeting to an In-person Event

If you have a classic Outlook meeting with a location already entered, you can upgrade it to the new In-person event type.

1. Open the existing meeting from your calendar
   Double-click the meeting to open it. The meeting form appears with the original location text.
2. Click the toggle to switch to In-person event
   If the meeting is currently set to Online meeting, click In-person event. If the meeting has no toggle (classic format), the toggle appears after you click Edit. The location field remains populated with your original text.
3. Update the location if needed
   You can keep the existing location or type a new one. The room finder and map features become active.
4. Send the update
   Click Send Update. Attendees receive an updated invitation that now uses the new Outlook in-person event format.

Common Mistakes and Limitations When Using In-person Events

Attendees do not see the location as a clickable map

If you typed the location as free text instead of using the Location field, new Outlook may not generate a map link. Always type the location into the designated Location field, not into the message body. The map link only appears when the Location field is populated.

The In-person event toggle is grayed out

This happens when your organization has disabled in-person events through a policy. Contact your IT administrator to enable the feature. Alternatively, you can still enter a location in the Location field, but the meeting will not display the In-person event badge.

Room finder does not show available rooms

The room finder in new Outlook requires that rooms are configured in Exchange Online as room mailboxes. If no rooms appear, ask your IT team to add room mailboxes. Until then, type the room name manually.

Attendees on classic Outlook see the location as plain text

When you send an In-person event from new Outlook to someone still using classic Outlook, the recipient sees the location in the Location field of the meeting request. The map link and In-person event badge do not appear in classic Outlook. The meeting still functions correctly, but the visual experience differs.

In-person Event vs Online Meeting: Key Differences

Item	In-person Event	Online Meeting
Meeting type toggle	In-person event	Online meeting
Location field	Required; shows room finder and map link	Optional; used for reference only
Join button	None	Join Online or Teams button
Room finder	Active when typing location	Not available
Attendee calendar display	Shows location and map link	Shows online meeting link and dial-in numbers
Best for	Physical gatherings, conferences, on-site meetings	Remote teams, webinars, virtual calls

Now you can correctly set up an in-person event in new Outlook and understand how it differs from classic Outlook. Try using the room finder for your next team meeting to see the map and availability features. For recurring in-person events, set the meeting type once and the new Outlook preserves the setting for all occurrences.