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Outlook 2007 is the latest full-featured emailing and contact management software from the Microsoft Office suite. Instructor Sean Conrad explains each of Outlook 2007's components and new features in detail, from the basics of the main interface to the more advanced elements of the application. Sean covers the Office button and the Quick Access toolbar as well as the ins and outs of reading and writing email. He delves into using the advanced filtering features to prioritize incoming mail and avoid unwanted spam or files. Sean also explains how to integrate Outlook's Calendar and Notes features for increased productivity.
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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