When you call a meeting to order, you'll want to be prepared with whose coming and who can't make it. You also might want to make changes to the agenda or even cancel the meeting entirely. So let's double-click our meeting in our Calendar to actually get into the data. Now immediately at the top, you'll be able to see how many people have accepted, tentatively accepted or declined. For some more detailed responses in the Meeting ribbon tab, I'm going to go to Tracking and now I can see all my conference attendees and what their status is.
Here's me at the top, I'm the Meeting Organizer, so I don't need to make a response because this is my event. I can see who's Required, who's Optional and what their responses are. I can send an email to everybody by making sure they're selected on the left, coming up to Contact Attendees and choosing New Email to Attendees. It's going to create an email and put everybody who's coming to my meeting in it. Now if I just want to email the people who aren't coming or maybe who are coming, I can look at the Response and place check marks next to their name.
For example, I haven't heard from Mark yet. So I'm going to uncheck everybody else, I can't uncheck me, because I'm the Organizer, come up to Contact Attendees and Reply to All with Email. This way, it's going to put my invitation details in the email, so it can refresh his memory and now I can type an email. I can hit Send and off it goes. I can reschedule my meeting, too, by coming back to the Scheduling Assistant and picking a new time. I can just use the pull-down menus the same way I did when I was originally creating the meeting to find a good time.
For example, I'm going to move my meeting from 9 o'clock AM to 1 o'clock PM. I can see that this is still good for everybody. So I'm going to come back to the Appointment button, which takes me back to the initial screen and I can even add more notes if I want to. When I'm all done, I can choose Send Update. This will send a meeting-update invitation to all the members of my meeting. Now I don't have a Location, that's fine, I want to send it anyway. The last thing I can do with my Meeting, which has now been brought further down in the day because I rescheduled it, is actually cancel it altogether, and I can do that by double-clicking to open my meeting and choosing Cancel Meeting from the Meeting ribbon tab.
Now as soon as I send that button, it's going to remind me that the cancellation has not been sent. I'm not done, until I choose Send Cancellation. For example, I could put a reason in here why I'm cancelling it. When I'm all done, I click Send Cancellation and it's been removed from my Calendar and it's been sent to everybody else's inbox, letting them know of the cancellation. So that's how you chair a meeting with your Outlook Calendar.
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