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Creating a meeting

From: Outlook Web App (OWA) 2010 Essential Training

Video: Creating a meeting

The difference between an appointment and a meeting is that when you're at an appointment you are alone, and when you're at a meeting there are other people there, or you're using a resource that has a calendar, like a projector or a particular kind of speaker phone or something that you would book as a resource. But I want to create a meeting, and specifically I want to meet with Olivia on Monday to talk about this research project on help desk requests. So I'm going to go to Monday the 4th and double-click at 9 a.m. and I'm going to say this is Help Desk Request Project in my office. I can set anything else here that I want, and now I want to invite attendees, so I'm going to invite Olivia.

Creating a meeting

The difference between an appointment and a meeting is that when you're at an appointment you are alone, and when you're at a meeting there are other people there, or you're using a resource that has a calendar, like a projector or a particular kind of speaker phone or something that you would book as a resource. But I want to create a meeting, and specifically I want to meet with Olivia on Monday to talk about this research project on help desk requests. So I'm going to go to Monday the 4th and double-click at 9 a.m. and I'm going to say this is Help Desk Request Project in my office. I can set anything else here that I want, and now I want to invite attendees, so I'm going to invite Olivia.

But how do I know whether she is available or not? Well for that I click the Scheduling Assistant. Notice that I can tell that she is out of the office, that works, and she is Busy. I can tell she is not available, I can tell it's busy. I don't even have to remember because here is the legend for my free busy information. So she is the office, she is close by, but I need to find a different time for a 90 minute meeting. Notice that I have a grid down here that shows me that at 8 a.m. for a meeting of this length we're both free, and again at 11 a.m.

So I can say, well let's have it at 8, that's awful. She is just got here, that's not fair. Let's have it at 11. So notice that here on my choices it show me when people are more or less free, and because I'm having it on the 4th, the 4th is also showing as Good, there good times of the day, that the list of people invited could all be there. The days in the past here are Poor, I can't go back and schedule on these days, but any day that's not shaded in is a good day. Light shading means, you can get most of your people, and Poor means no, you're not going to have the meeting you want.

I can then add other users here, other attendees, and it will pull their calendars in and compare it as well, but this is good. If I want Judith there, that works, if I don't want Judith there, I can just delete Judith, just like that and go back to the attendees that I do want. I mentioned that you might have a meeting because you're including a room. Many organizations will have a list of rooms here that you can choose from, and if you add a room you can see that it's available. For some organizations simply inviting the room to the meeting is enough to book the room, in others they have a separate process that you go through first, then you invite the room.

And yet others ignore rooms totally and you book them through another application; one of those will probably be working in your organization. But I don't need to choose a room or a projector or a Polycom or any other equipment. We're meeting in my office, I found a time that we're both available, thanks to the Scheduling Assistant. I can just go ahead and send this. This is automatically placed on my calendar and it's not tentative, it's real on my calendar. In the meantime there's been a request that's gone out to Olivia saying, hey, can you come to this meeting? Now she will have enough time when she gets there in the morning I hope to take a look and say, oh yeah I could do that. She has the option to say I can't or I like to propose that we hold it a little later in the day, we're going to see all of those options in our next movie.

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Outlook Web App (OWA) 2010 Essential Training

52 video lessons · 4192 viewers

Gini Courter
Author

 
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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