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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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