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Creating Meetings and inviting people

From: Outlook 2007 Essential Training

Video: Creating Meetings and inviting people

We've created appointments, and set the details on those appointments, but there's another type of item you'll commonly use in your Calendar, and that's a Meeting. Meeting Request is very similar; it's just an appointment we invite other people to. To create a meeting, up in the New button on the toolbar you can hit the drop-down arrow and choose Meeting Request. Or, in the Calendar you can right- click and choose New Meeting Request. Probably the easiest way however, is to do it in the same way as you would create an appointment. I'm just going to click here to add an appointment and call it "Budget Meeting". And I've created that Budget Meeting.

Creating Meetings and inviting people

We've created appointments, and set the details on those appointments, but there's another type of item you'll commonly use in your Calendar, and that's a Meeting. Meeting Request is very similar; it's just an appointment we invite other people to. To create a meeting, up in the New button on the toolbar you can hit the drop-down arrow and choose Meeting Request. Or, in the Calendar you can right- click and choose New Meeting Request. Probably the easiest way however, is to do it in the same way as you would create an appointment. I'm just going to click here to add an appointment and call it "Budget Meeting". And I've created that Budget Meeting.

Right now, it's an appointment, I'm going to drag it, it's goint to take a little bit more time than that, but it's still just a appointment. If I double-click and open it up, you can see up at the top here, it says "Budget Meeting - Appointment". Well, it has some of the same options as an Appointment, but to turn it into an actual meeting, all I need to do is invite people, up here on the Ribbon in the Actions group. So I'm going to click "Invite Attendees", and as soon as I do that, you may have noticed that the Ribbon changed, because there's different options available for a Meeting Request. And up at the top, you can see now, it's of Type: Meeting, instead of an appointment. The main thing that makes it a Meeting is having other people attend.

So I'm going to click the To: button, and find some people to invite here. I can choose people out of my list of Contacts, or if you have another Address Book available, such as a corporate one, I could choose that also. Now, I'm going to choose some employees, and I'm going to say Dave is required, so I need Dave to attend. I need Joe to attend, and I could say Jane is going to be optional here. Now a third option here is to set something as a Resource. So if you invite a Resource, it's a way to book that thing. So, on your list of your corporate Address Book or whatnot, you may have things like meeting rooms and projectors that show up in your Address Book.

And if you want to book those for your meeting, you can add them as Resources, or invite them as Resources. They won't reply to you, of course, but if they're available during that time frame, then they'll just be booked off for your meeting. Excellent, we've chosen some people who we're going to invite to this meeting. You can pick a location. Now, if you've invited a resource like a meeting room, you may have already handled that up there, but in this case I'm not using that functionality, so I'm going to put it in here in the Location. You have a place to put in some details about the meeting.

Now of course, I just put in some plain text, but if you want to put in something else, such as attach a file to this Meeting Request, or possibly some more information, use the Insert tab in the Ribbon, and you have all kinds of options here to add other files, Outlook items, Business Cards, pictures, anything you might need. Now, once we've set it up, and we've invited who needs to attend this, one of the things we can do is change what's going to happen in terms of Responses when you send out the invitations, and that's in the attendees group here on the Ribbon.

If we click this, you'll see that by default, it's going to Request Responses from the people you invite, and it's going to allow them to propose a new time if it doesn't fit into their schedule. Well, you can make changes to this so, although by default it will do this, I'm these persons manager except for Jane, and she's an optional, so I'm just going to uncheck new time proposals, it kind of has to be at this time, maybe for some reason, so you can control that, and before you send it out, make a modification so you can see what's going to happen. Now again, we have some the same options we did with an appointed, I.E whether this shows up as Busy in your Calendar or Free Time.

When the Reminder is, so how long before you want to set a Reminder. I want to set it say, a couple of hours before to make sure everyone's prepared. I can set Recurrence for this meeting if I'd like, I can Catagorize it. Let's make it an Administration one since it's budgeting, and we've set this all up. Let's send this Meeting Request. Here you can see it's now in my Calendar. It's a Meeting Request, and the invitations have gone out via e-mail.

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This video is part of

Image for Outlook 2007 Essential Training
Outlook 2007 Essential Training

69 video lessons · 31704 viewers

Sean Conrad
Author

 
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  1. 1m 38s
    1. Welcome
      19s
    2. Starting Microsoft Office Outlook 2007
      1m 19s
  2. 5m 20s
    1. What is Microsoft Office Outlook 2007?
      58s
    2. Exploring the user interface
      1m 33s
    3. Learning about the Ribbon
      2m 11s
    4. Using the Office button and the Quick Access toolbar
      38s
  3. 18m 6s
    1. The Inbox
      58s
    2. Reading email
      2m 14s
    3. Flagging for follow-up
      2m 6s
    4. Categorizing messages
      2m 2s
    5. Previewing attachments
      3m 45s
    6. Organizing messages
      3m 4s
    7. Dragging messages to create other items
      1m 27s
    8. Finding messages
      1m 16s
    9. Deleting messages
      1m 14s
  4. 23m 14s
    1. Creating a message
      27s
    2. Addressing email
      3m 39s
    3. Formatting text
      2m 10s
    4. Attaching and inserting
      6m 38s
    5. Flagging
      1m 41s
    6. Proofing tools
      1m 43s
    7. Sending email
      37s
    8. Sending and receiving internet email
      1m 22s
    9. Replying and forwarding
      2m 15s
    10. Resending a message
      54s
    11. Recalling and replacing a message
      1m 48s
  5. 31m 55s
    1. Viewing the Calendar
      1m 59s
    2. The different types of Calendar items
      55s
    3. Creating Appointments
      1m 9s
    4. Setting Appointment details pt. 1
      4m 46s
    5. Setting Appointment details pt. 2
      38s
    6. Creating Meetings and inviting people
      3m 46s
    7. Responding to Meeting Requests
      4m 11s
    8. Creating Events
      2m 15s
    9. Creating Tasks
      3m 1s
    10. Adding Holidays
      58s
    11. Printing the Calendar
      1m 31s
    12. Sharing Calendars
      4m 16s
    13. Managing multiple Calendars
      2m 30s
  6. 22m 12s
    1. Viewing Contacts
      1m 6s
    2. Searching for Contacts
      1m 48s
    3. Creating a new Contact
      4m 0s
    4. Editing the details of a Contact
      5m 56s
    5. Configuring business cards for Contacts
      4m 23s
    6. Categorizing Contacts
      56s
    7. Creating Distribution Lists
      3m 9s
    8. Printing Contacts
      54s
  7. 9m 30s
    1. Viewing Tasks
      1m 26s
    2. Creating a new Task
      45s
    3. Setting Task details
      4m 4s
    4. Using Reminders
      2m 16s
    5. Completing and deleting Tasks
      59s
  8. 4m 11s
    1. Creating new Notes
      1m 36s
    2. Forwarding Notes
      48s
    3. Date/Time Stamps
      47s
    4. Categorizing Notes
      1m 0s
  9. 32m 22s
    1. Adding additional email accounts
      3m 13s
    2. Creating and using Signatures
      3m 36s
    3. Customizing the look of your email messages
      2m 19s
    4. Polling with Outlook
      2m 51s
    5. Tracking messages
      3m 16s
    6. Directing replies to another email address
      1m 14s
    7. Configuring the Junk E-mail Filter
      8m 31s
    8. Using Rules to stay organized
      4m 35s
    9. Reading RSS feeds
      2m 47s
  10. 9m 23s
    1. Cleaning up your mailbox
      1m 3s
    2. Configuring Outlook options
      4m 34s
    3. Backing up and restoring your Outlook information
      3m 46s
  11. 10s
    1. Goodbye
      10s

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