Learn how to create a meeting, invite others, choose a conference room, and make sure everyone is available.
- [Instructor] Let's create a meeting instead of an appointment, as now we wanna start involving other people. In the calendar, I can click Meeting from the Home ribbon tab or double-click inside the calendar in the time slot I wanna create the meeting for. It defaults to a regular appointment, but to convert to a meeting, I can click Invite. Just like an appointment, the first thing we'll do is fill out the subject line. This way, everyone knows what it's about. I can also fill in the location of the meeting.
I can put in a regular location, or I can click the address book, all the way to the right, and start typing in a conference room. If my system administrator has set up conference room scheduling on Exchange, I can look up at room schedules to see what's available. I'll click Add to Meeting. And then I can close out of this. The room gets added as an actual conference attendee. The next thing we need to do, is choose the start date and time of the meeting.
I've already chosen the start date and time, but I can set it for an hour instead of 30 minutes. I can click inside the body of the meeting and add some details. This is useful to them to know what it's about, and like before, I can format the text by changing to the Format Text tab. I'll change back to Organizer Meeting. Clicking Request Responses at the top, will allow me to set how attendees can tell me if they're coming or not.
I can also click Allow Proposal, if I want them to create a new time proposal if they can't make the meeting. I can set a reminder or make this a recurring meeting. I also might wanna toggle on and off Time Zones. If I click Time Zones, it's going to allow me to populate the Time Zone for this meeting. This is useful if any attendee is in a different time zone, as that way they'll be no confusion as to what time the meeting starts and it will get populated on everyone's calendar with the right time.
Let's start adding attendees and make sure they can all make it. In the To field, I'll type who I want to come to my meeting. I'll click Sharon Wu. I can just put in their names, if I want everybody to be able to make it. However, if I click the address book all the way to the right, I get some more options. I'll click the X to clear out this previous search. And now, I'll type in Devon's name. I'll click him in this view, and at the bottom of the screen.
I can decide whether Devon is required for this meeting or optional. That is, it would be nice to have him there, but we won't cancel the meeting if he can't make. I'll add one more person. I'll click inside search, and start typing. Jenny is part of the project, so I'll choose her and I'll choose required. Let's close out of this. And now we'll see who can make it to the meeting.
Click the Scheduling button. This is going to open up a special tool to let you see when everybody is free. Attendees are added on the left-hand side, along with the conference room. The blue rectangular bar is when my meeting is currently scheduled. As I can see, Sharon is busy at this time. I can tell by looking at the key at the bottom of the screen. The blue horizontal bar means they're busy, a striped bar means it's tentative on their calendar, and I would see magenta if they were out of the office.
The goal is to try to find a time that everyone is free. I can see that 11:00 a.m. is a good time slot, so I'll choose that for my meeting. The new time is shown at the top of the screen. If I'm happy with that, I'll click Send. The appointment is on my calendar, and everyone else has an email invitation asking if they can come to my meeting.
- Identify why you would need to tell Outlook to allow you to input server settings manually for an email account.
- Recall the easiest way to create folders for your messages.
- Explain how to save the body of an email message as a template.
- Recognize how to allow others to book appointments with you based on your calendar settings.
- Explain what happens if you try to open a calendar you don't have permission to view.
- List the steps required to view your calendars by toggling back and forth between tabs.