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If you use Entourage's calendar to manage your schedule, I think you'll find that one of its most useful features is the ability to send and receive event invitations. With Entourage you can exchange event invitations of the other Entourage users or anyone using a calendar software program that supports the iCalendar format, which is a format that allows people to click a small file attachment to automatically add dates to their calendars, and it's supported by Apple iCal and Microsoft Outlook among others. Say you want to schedule a meeting with several coworkers. All you have to do is put the event on your calendar and click the Invite button to add the e-mail addresses of everyone you want to invite to the meeting. The recipients of the e-mail gets your invitation and if they're using a calendar that supports the iCalendar format, they can respond back to you saying whether they accept, decline or tentatively accept the invitation. When you receive the response, their status is automatically added to the event in your calendar.
So let's see how this works. I want to schedule a lunch meeting for say, February 6th at noon. So I'm going to jump over to February here and just double-click on the 6th and we'll say this is a lunch meeting and we'll have it at the Burger Joint. So this will be on the 6th, it will be at noon. So let me just bump that up to noon and we'll give it about an hour. Won't bother with reminders and it's only an happen once.
We'll just say, "Meeting to discuss trade show schedule." Now I just need to click the Invite button up here and start adding the people I want to invite to the meeting. So I'm going to add Carl. Should add another one there. Click the Add button. We'll invite Lenny and let's add one more. I keep pressing Return by accident. I should just keep clicking the Add button there. And we'll invite Jan. So click there. OK.
So we're adding three people for this meeting. And you can see their names listed here and this in the event information that they're going to receive. I might as well just make this work related while I'm at it. And now send I'll this out to all three of them. [Short burst of music as the email is sent.] OK. The message has been sent, and now I just wait for the responses. I can see the meeting appears right here. If I click in there, I can see the event information. You can see I now have this bar that tells me the invitation has been sent and I can view attendee status and it lists my attendees and currently there are no responses from anybody because I just sent that out.
Now while we're waiting let me show you what looks like to receive an event invitation. I'll go over to my inbox and sure enough I've got this e-mail here too that I received from myself [laughs] that invites me to go bowling on February 2nd here. It tells me where, it tells me that it's all you can bowl for $10, and be there. Notice here that because I'm working Entourage, I have this bar here that says, "You haven't responded to this invitation. Accept, Decline or Accept tentatively." So I'll say Accept.
Then I have the option to accept with comments, without comments or do I even want to send a response at all? But I do want to send a response that I want Garrick [laughs] to know that I'm going to be attending the bowling party. So I'll say, "Yes, with comments." So click OK. So you can see it opens up a new e-mail here. Everything is already filled out. It's from me. It's actually using the Carl e-mail address to send this to myself and says "Subject: Accepted Bowling." Time. Location. The original text is here and I'll just say, "I'll be there, but at 9:30." And we can send that off. [Short burst of music.] Now the person that sent this will receive my message saying that I can attend and my status will show up in his calendar.
Alight, so let's check our e-mail now to see if any of my lunch meeting attendees have responded. I'll click my Send and Receive button here to make Entourage check for new mail. Alright. So it looks like both Lenny and Carl have responded here. Let's go in to click and see that they said. Now I can see here that it says Carl has accepted but he has also added the note here, "I can make it but can we have lunch at someplace less greasy?" I'll consider that. Then we can check out Lenny's here. It says here that he has tentatively accepted and he says, "I might have to work through lunch that day. I'll e-mail you back when I know for sure." OK. So two response out of three so far. I go back to the calendar and find my lunch meeting event here. Let's open that up.
Notice here, I can again View attendee status. You can see that it's automatically been updated here. Carl has accepted, Lenny is tentative and so far no response from Jan. But you know what? Now that I think about it I might just remember that Jan doesn't use Entourage or iCal or any programs like that. She usually checks her e-mail through the web and can't really respond automatically. She could send me an e-mail back, but maybe I'll give her a call. Let's just imagine that I called her. She said she could come, so I can just say she accepted. So that's how you manually change the attendee status.
Now if you need to change the details of the event at any time, all you have to do is double click it to open it to open the event window and just make any changes that you need to. So maybe we're honoring Carl's request here and we're going to meet at the Veggie Joint instead of the Burger Joint. Notice now there's this button up here labeled Send Update. So I can click that and that will automatically re-e-mail all of my attendees to let them know that the event is changed. [Short burst of music.] So if I go back and look at the event again and View attendee status, notice now these are saying no response again, because they haven't responded since I sent the update.
But as their responses roll in and I read their e-mails, these will automatically be updated, except for Jan who doesn't use Entourage. If you need to cancel an event entirely, you open it up and notice there is a Cancel Invite button right up here. We click on that, and it says, "Do you want to notify the invitees?" And yes, I will want to notify them and we'll do it with comments so they know why we're canceling the event. So I click on OK. It opens up another new e-mail and you can see that they're all addressed here already. I can say, "The Veggie Joint burned down." Or whatever my excuse is. Send that off, and notice that the lunch meaning is no longer here on the 6th, because I canceled it. [Music plays.] So that's how to send and respond to event invitations in Entourage. This is a great way to interact with your co-workers and friends and set up meetings and appointments without actually having to speak to anybody face-to-face.
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