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Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.
In this movie I'm going to show you how to accept a meeting or reject a meeting invitation you've received or how to say, well, I think I might come, which is tentatively accepting a meeting. I've received a meeting request from Judith right here. Now it looks just like a regular email, because it's selected, but when it's not the selected item, you'll actually tell from the icon that it's a meeting, because there's little grid like a calendar with an email message on it. So I'm going to double-click to open this up. I have three choices, the first choice is, yup, I'll be there.
The second choice is, maybe, and a third choice is, I don't think so. Well, this is a Budget update, it's tomorrow at 9 o'clock in the morning, that looks pretty good and I'm going to say, yeah, I'll be there. Now I have three different choices. Do I want to type anything back other than, hey, I'll be there. Do I want to just say, yup, I want to be there, or do I want to not send a response? Now there are not many times you're going to not send a response, because if you're going to the meeting, you should let the planner know you're going, and if you're not going, you should let them know you're not going.
The only time you might not send a response is if you've responded previously, but it's usually good just to send the response, either with or without text. I am going to edit the response before I send it. It says yes, I'll attend this message hasn't been send. Notice that it opens up a message format automatically, includes my signature. If I don't want that simply delete as much of it is I don't want, so I'm just going to just sign this Gini and I'm going to say it's a 9 o'clock in the morning and I'm going to ask, will there be bagels? You know I know this; there are bagels all over the place here, donuts, something I should bring? So just ask.
I'm new here. I can get away with this for awhile and I'm going to go ahead and send this. So, Thursday 9 o'clock in the morning. Now before I click Send, before I take advantage of this moment, I want to slide over to my calendar and show you what this invitation looks like right now in its current state. So I'm just going to minimize this form, we're going to go to the calendar and we're going to take a look, let's Go To Today. There is that Budget update just sitting there at 9 o'clock tomorrow morning, all ready for me, so now I'm going to open this up and I'm going to Send it, it's all good.
If I open it up later, it'll tell me, hey, you accepted this. If my circumstances change, I could still go in and say, no, now I need to Decline this meeting. If I do, if I've already accepted it, I had better edit that response and tell Judith what's different now. Why am I declining it now, maybe there's a project I'm working on that's running behind and I have something else I have to do, but once I've said yes, I shouldn't just say no. The same thing could be true that I want to go in and mark it as Tentative, because it's looking like I might not be able to be there.
Again, if I've already said, yes, if I've already accepted and I changed to maybe or no, I need to say something about this, that's very specific. I can also choose to Reply with a message and that has nothing to do with the meeting interestingly enough, I can simply reply back and ask some other questions and it doesn't change my status. So if I want to send Judith the communication about this particular meeting, but not do it in the meeting form, not have to say, I accepted and I'm accepting again, for example, I can reply.
If I Reply All, I'll actually reply to the folks who were invited to the meeting and I can Forward this meeting request. A word about that. When I take a meeting and say yes to it, and then I Forward it, I'm actually forwarding that invitation. The protocol is, I shouldn't forward a meeting request or invite other people to the meeting, unless I've spoken with the person who owns the meeting, in this case Judith. I shouldn't therefore simply forward this and invite for example Olivia to this meeting without having a conversation with Judith. It's not my meeting.
I can also Categorize this and I'm going to categorize this as a Finance meeting and a Budget meeting, and that's good. These are my categories; these won't be green in Judith calendar, simply in mine. So this looks good, I'm really happy with this. I've made a few changes. Notice, when I go back to my calendar, this is now green, because I made those changes. There's nothing for me to click here to save this. I simply want to go out and leave the form and it's right here just like this.
I have another meeting right here. I can double-click it right in the calendar and say, oh, I'm going to accept this. It's the weekly staff meeting, I better show up. So I'm going to go ahead and accept this, you might wonder why there's no Reminder on this. The meeting is about ready to start, so I'm going to go ahead and Accept this and Send the Response right now, there it is, it went from Tentative to Accepted right here before our eyes in OWA So three ways that I can respond. I can say I'll be there, I think I'll be there, and I definitely can't be there.
If I say I'll be there or Tentatively will be there, that meeting will stay on my calendar. If on the other hand, I receive a meeting invitation and I Decline it, it will not be on my calendar anywhere. So occasionally, I'll receive a meeting that I'm not going to, but I want to make sure that I'm in touch with that meeting and I'll actually tentatively agree to attend, put a note in and say, well, I probably won't be there, but I want to keep track of your progress. That way it will remain on my calendar.
If the meeting is canceled or moved, I will know about that. In the next movies we'll see how we can Cancel or Move meetings and how we need to manage that to be appropriate and helpful to the folks who have said they will attend our meeting.
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