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Meetings are much like the appointments we explored in previous videos, but with a twist. You can invite others to attend. And if you're on a corporate Exchange network you can even see other people's schedules to coordinate at a time, without having to call everyone repeatedly while you search for a time that works. If you're looking at a contact, you can use this Meeting button right here. If you're looking at your Calendar, you have a meeting button in the upper left-hand corner. And no matter where you are, you can click on the New button and choose Meeting or go up to File, hover over New, and choose Meeting from there.
Pick any one of those methods and we'll get started. We'll start by adding our attendees. In the To box type in the people you want to invite. Use the same techniques here that we learned in the videos for creating new email messages. The names will auto fill from your contacts list. Now if your company has created resource accounts, you can enter the name of the meeting room here as well. In other words your IT department can create an account for a conference room or an InFocus projector, just like it was a real person. Someone on your staff will be in charge of accepting or declining on behalf of that resource.
And when you'll invite them, it will essentially create a booking schedule for that conference room. So I'll add Conference Room A to my To list. I'll tab down to my subject line, and I'll tell them where the location will be. Set the date and time of the meeting here using the same techniques you learnt in the lesson on creating appointments. Down in this white area enter the message that you would like to send them.
When I'm extending meeting invitations, I like to specify that they should indicate whether they're planning to attend or not. Some people overlook the response buttons. And now for the best part, if you work for a company using Microsoft Exchange Server, you're going to love this. Either click the Scheduling button up in the toolbar, or the Scheduling Assistant tab right here. All of our attendees are listed. If the contacts are part of your workplace Exchange Server, you'll be able to scroll along the Calendar and see when people are Busy, Tentatively booked or Out of the Office.
If you have an invitee that's not part of your network though, no calendar information will be available to you and this will remain blank. There is a round indicator to the left of the name, so that you can specify whether that person's attendance is Required, Optional, or if it's a Resource. I'll go ahead and set this conference room as a resource. If you forgot someone and need in to add another name, click the plus sign to the left of Add New and a context search will appear. Search for the name you want, and then you can push the button for the Required, Optional or a Resource.
Raul, I'll make Optional and then I'll close the Contacts Search. As people start to respond to the invitation, these gray dots will become Accepted, Tentative, or Declined. And you can come in here to change their responses manually. Now let's take a look at the date picker. If you want to limit the appearance to adjust your work hours, click this checkmark. Here's a bar for the time I prefer the meeting, with a green line being the start time and the red line being the end time.
If the time that I choose is busy for one of the attendees, I can grab the handle at the top of my meeting and drag it to the next available slot. In this case I can see that everybody is available at 2 o'clock. So I'll drag my meeting here and the times will change. By default, the Request Responses button in the toolbar is pushed. When your attendees receive the invitation the email will contain Response buttons. So let's see how this works. I'm going to go ahead and sent my message. In a few minutes our invitees will respond. While we waiting for them to respond let me show you what their emails might look like.
This is not an email from this exercise, but here I have an earlier invite from Greg where he is asking me to accept the meeting, give a tentative response, or decline it. When I choose any of those drop-downs it gives me an option to respond With Comments, Without Comments or Do Not Send a Response. If I did a Respond With Comments, it could give me the opportunity to type a message to him. If I did it without comments it would send the email right off. And If I don't send a response then they officially never heard from me.
Let's wait a few minutes for our emails to arrive. Here I have two new responses about meeting from Employee Fun Day. I'll click my drop-down arrow and I can see that Conference Room A has accepted it, but Greg has not. If I click on his response I can see that he has declined, and he wants to move the meeting to 3 pm. So let's go ahead and do that. I'll go back to my calendar, go back to that appointment and open it, and come down to my Scheduling Assistant. I'll wait for it to update, and in the meantime here is another response from Judith as well.
When I want to change the meaning I'll grab the handle bar and move it over to the next available time, 3 o'clock. My meeting time changes here and I'll send the update. All of my attendees will receive this update and when they accept it, it will change the appointment on their own calendars. By scheduling meetings using Outlook you can find a time that works for everybody with ease and keep track of RSVPs automatically.
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