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Creating meetings and inviting attendees

From: Outlook for Mac 2011 Essential Training

Video: Creating meetings and inviting attendees

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.

Creating meetings and inviting attendees

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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This video is part of

Image for Outlook for Mac 2011 Essential Training
Outlook for Mac 2011 Essential Training

68 video lessons · 10694 viewers

Alicia Katz Pollock
Author

 
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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