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If you want to schedule something in Outlook on your calendar, you normally create a new appointment; however, when you want to share that appointment with another Outlook user, you create a meeting. When you create a meeting, Outlook sends out an e-mail to the other parties involved, so that they'll know the details in the meeting. And once they respond, Outlook will take care the RSVP list automatically. We start this feature by going down to the Calendar area on our Navigation bar. Now just to refresh your memory, when I click on the New Appointment icon, I can see that I can create a new appointment, and it gives me Subject and a Location.
Now I'm going to close that and contrast that with creating a new meeting. When I create a new meeting, you'll notice something has changed. I can now put in some e-mail addresses, and I can send the information about this meeting off to the attendees. So in this case, I'm going to invite two people, Greg and Judith, to the meeting. I'm going to fill in the subject of the meeting and a location of the meeting. I'm going to indicate the day of the meeting by clicking the dropdown and selecting a different date, and I can change the time of the meeting, exactly like I would with an appointment.
I can enter optional details about the meeting and optionally add things such as a Category or an Importance level for the meeting. When I am all finished creating the meeting, I can click the Send button and off my meeting invitation goes. At this point, I can go about my regular business, and eventually I'll check my Inbox, to see if people have responded to my meeting. When the responses start to trickle in, I can tell, at a glance, what the results are; for example, I know that Greg has accepted the meeting and that Judith is tentative.
Now, they were able to optionally add more information, so I can see that Greg just simply responded, whereas Judith actually told me why she gave me a tentative reply in the body of her acceptance. Now if I'm not sure who's coming and who's not to this meeting, I can take a trip back to my Calendar, open up the meeting and go to the Tracking area and click on View Tracking Status. From here, I have a list of all the attendees, and I can see who has accepted and who hasn't.
Optionally, should I decide to change the time of the meeting, I could open up the meeting and change the time. If that happens, I can actually send an update to let all the attendees know that the time of the meeting has changed. I can also cancel a meeting, and if I cancel a meeting, once again all the attendees will receive a cancellation notice, so that they will know that the meeting has been canceled. Accepting an invitation to a meeting is every bit as easy as sending out an invitation to a meeting.
In this case, I see that I received an invitation from Greg inviting me to a sales meeting. When I open up the message, I see that I have a few options up here. I can of course, give a Tentative acceptance, I can Decline the meeting, I could Propose a New Time, I could send a response, or I can merely accept the meeting. When I click Accept, I'm given the option of either editing the response or just sending my acceptance. I'm going to actually edit my response and reply to Greg and send off my response.
At this point, Greg will now know that I've been appraised off his meeting and I plan on being there. In addition, if we go back to our Calendar, we notice that the meeting that I've accepted now appears on my Calendar. I just love it on my software goes an autopilot, as is the case with Outlook meetings. Now if I could just get Outlook to arrange for the catering for the next sales meeting, I'll have it made in the shade.
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