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Responding to a meeting invitation

From: Outlook Web App (OWA) 2010 Essential Training

Video: Responding to a meeting invitation

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.

Responding to a meeting invitation

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.

Show transcript

This video is part of

Image for Outlook Web App (OWA) 2010 Essential Training
Outlook Web App (OWA) 2010 Essential Training

52 video lessons · 4012 viewers

Gini Courter
Author

 
Expand all | Collapse all
  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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