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Responding to Meeting Requests

From: Outlook 2007 Essential Training

Video: Responding to Meeting Requests

We've created a new meeting request in our own Calendar, and invited other people to take part in the meeting with us. But what does it look like when you're invited to attend a meeting? Well, we have a meeting invitation in my Calendar right now. I can tell it's a meeting invitation because it has a different icon beside it than an e-mail, which has just a little envelope. In this case, it looks like a calendar grid with a little envelope in the top right-hand corner. There's also a little bell icon here, and that indicates there's a reminder attached to this also. I can Left-click on it here to see the results in the Reading pane, and up at the top, I have some buttons that I might use to respond to this meeting request.

Responding to Meeting Requests

We've created a new meeting request in our own Calendar, and invited other people to take part in the meeting with us. But what does it look like when you're invited to attend a meeting? Well, we have a meeting invitation in my Calendar right now. I can tell it's a meeting invitation because it has a different icon beside it than an e-mail, which has just a little envelope. In this case, it looks like a calendar grid with a little envelope in the top right-hand corner. There's also a little bell icon here, and that indicates there's a reminder attached to this also. I can Left-click on it here to see the results in the Reading pane, and up at the top, I have some buttons that I might use to respond to this meeting request.

But if I want to see all the details, I can double-click on it to open it up in its own window. Here, I have all information about this meeting request, and up in the Ribbon I have various responses and actions that I can take. Now, I can either Accept or Decline or set it as Tentatively accepted at this point, or, I can choose to go into the Actions group and click on Calendar, and this is great because the issue really is, I've been invited to take part in this meeting, does it fit into my Calendar or not? Do I have time? If I click on Calendar, it's going to take me directly to that day on the Calendar.

I can scroll down here, and it's tentatively put it in. Notice the little barber pole looking line to the left here, that indicates it's not really been added, but this is where it would fit if I choose to accept it. So I can see that currently, it fits in nicely with my Calendar. I've got another meeting before it, but there's a little bit of time in between, and I've got a couple of meetings that day, but it does fit in here. So that gives me the information I need to make my next decision, which is, how should I respond? In the Respond group, I can choose to Accept it. And if I accept it, of course it will add it to my Calendar.

By default, it will send the response now, and if I choose OK, it will send a simple message back to the person who requested the meeting, saying that I accepted. Now I can choose to edit that responce to add more text, add another question, or just communicate some additional information to that person who invited me if I choose, or I can not send a response. If I don't send a response, it still adds it to my Calendar, it's just not to let the person who invited me know I accepted it. That's probably not a good idea. It would be a good idea to let them know. I'm just going to Cancel for now and show you some of the other responses.

We could Tentatively accept this. So we could tentatively accept it, it'll put it in our Calendar but mark it as a tentative item, and then we'd have the ability to go back and respond to it again later on, when we confirm that we're going to attend or not. We can also Decline. If you choose to decline, it's going to by default ask you to edit the response before sending. Of course, I can ignore that, but in many cases, if you're declining altogether a meeting invitation, you may want to communicate and let the person know why you've declined and what the issue is. Maybe you're going to be away on vacation or something like that.

You may also Propose a New Time. If this just isn't going to work for you, you used your Calendar button here to check it out, you can propose a new time, and this will show you what is currently booked by the participants in that time period. So here's that day, and here is the free and busy information for the various participants in the meeting. Now currently, you can see that I already have something booked between 12:30 and 2:00 o'clock. And here's where the new proposed meeting is set up. Now, if everyone is using Microsoft Outlook, or calendar information has been attached, then you may be able see the free/ busy information for everyone during that day.

In this case, I could propose a new time but this one already works for me, so I'm going to Cancel. At this point, I think I'll simply Accept this meeting. However I do want to edit the response before sending. And I might want say something like "Please bring your research data." Of course, I could insert some of mine if I'd like as well if I wanted to attach a file with some of that data or some other information. But I just want to communicate something else back to the person who invited me to the meeting.

I'm going to send that. So I've now accepted that meeting, sent the response back to the person who invited me. If we go take a look at my Calendar, and we take a look at that day, here's the new meeting that we just accepted.

Show transcript

This video is part of

Image for Outlook 2007 Essential Training
Outlook 2007 Essential Training

69 video lessons · 31816 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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