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Responding to a meeting invitation

From: Outlook 2013 Essential Training

Video: Responding to a meeting invitation

Sooner or later, you're also going to be invited to other people's meetings. There's a couple of ways that you can respond to them. I'm in my Calendar right now and I can see that I have a meeting invitation because over here this Discuss Chameleon market brand, it's very light and it's tentative. If I hover my mouse over it, I can actually see that it's a meeting and Mark is the Organizer and I haven't accepted it yet. Now there are a couple of things I could do. I can accept it right from this Calendar appointment by double-clicking on it and now I can see I've got my buttons here, Accept, whether I'm going to be Tentative or Decline.

Responding to a meeting invitation

Sooner or later, you're also going to be invited to other people's meetings. There's a couple of ways that you can respond to them. I'm in my Calendar right now and I can see that I have a meeting invitation because over here this Discuss Chameleon market brand, it's very light and it's tentative. If I hover my mouse over it, I can actually see that it's a meeting and Mark is the Organizer and I haven't accepted it yet. Now there are a couple of things I could do. I can accept it right from this Calendar appointment by double-clicking on it and now I can see I've got my buttons here, Accept, whether I'm going to be Tentative or Decline.

I'm going to go over what those buttons mean in a second because the common way that you'll be accepting or rejecting meetings is in you mail file, because you'll be getting those invitations in your Inbox like an email. So let's click Mail and head back to our Inbox. Now this is what it's going to look like. Here's a meeting invitation form Mark to discuss the Chameleon Market brand. Now I can actually use these buttons right here and click to get an in-line Calendar preview of what it's actually going to look like in my Calendar.

So as I can see, I am available, but it's kind of tight. I have a lot of appointments that day. There are a couple of things I can do. I can accept it, mark myself as Tentative, meaning I'll be there, but it could change, or decline it outright . If I decline it, it's actually going to remove it from my Calendar completely. Mark is going to get a notification about whether or not I've accepted or declined it. I can also double-click the Email and now I have larger ribbon buttons in which I can do all the same things. If I accept, I can either just Send the Response Now edit my response before sending, if I want to include some comments with it.

I can do the same thing when I mark myself as Tentative or when I decline it. The last thing I can do is actually propose a new time for this meeting. I can click Propose New Time, mark myself as Tentative and Propose New Time or Decline. If couldn't go to this meeting, but if I really did want to go to it and wanted to see if he could possibly reschedule it for me, I could Decline and Propose New Time. In this case, I'm going to mark myself Tentative and Proposed New Time because it's ultimately going to be up to him whether he wants to reschedule it or not and I can make the meeting after all.

So here's where we see our scheduler that we've been looking at all this time and it works just the same way. I can either click and drag on the Start times and End times and that will change the New Meeting time or I can just come right down here and propose my new time. For example, I'm going to see if he can make the meeting at 1 o'clock PM instead of 9 o'clock in the morning. It's good for everybody, so I'm going to select Propose Time. I can say why I want to or I can just send it. When I'm all done, I click send and off it goes.

Now all I can really do at this point, is wait and see if my new proposal was accepted by Mark. So this is how we work with calendar meeting invitations that come from other people.

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This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 25054 viewers

Jess Stratton
Author

 
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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