In this video, Jess Stratton shows users how to chair a meeting, which can involve basic tasks like seeing who is coming, making changes, changing the time, and sending updates.
- [Instructor] When you call a meeting to order, you'll want to be prepared with who's coming and who can't make it. You also might want to make changes to the agenda or even call off the meeting entirely. Let's get into our meeting by double-clicking on it in the calendar view. It's going to bring up the meeting and immediately at the top, I can see the amount of people that have accepted, tentatively accepted, or declined the meeting. The first thing I might want to do is figure out who's accepted and who hasn't, I'll click tracking. This is going to change to a new window.
I can see who my optional attendees are and my required attendees. I can see the response status on the right-hand side. For example, two people have accepted so far, including the conference room. Since I'm the meeting organizer, I don't need to respond, and there's just two people that haven't responded. I can send out an email to all of those people or just certain people. To send an email to everybody, I'll select Contact Attendees and choose New Email to Attendees. If I only wanted to send an email to either of the people that have responded, or the people that haven't responded, I can uncheck those that I don't want to receive an email.
In this case, I'll uncheck the people who have already accepted the meeting. Now I'll choose Contact Attendees, New Email to Attendees, and it's only going to populate the email with those that haven't responded yet. In fact, another neat little feature is that Devon was the only one who was an optional member of the meeting, and Outlook is smart enough to put him in the Cc: field. I can add my text and click Send. I can also change the time of this appointment. I'll click Scheduling Assistant, find out when people are free, and click to set another time.
I'll click back to Appointment to change the details. I'm not done yet, I need to send this update to the attendees. The first thing I'm going to do is click Tracking to make sure that everybody's checked off. I'll change back to the Appointment tab and now I'll click Send Update. If I send the updated calendar appointment, this is going to update everybody's calendars with the new time. As you can see, it's now bumped up the time slot in my calendar, and I can see that that's okay with the conference room.
There's a few ways I can cancel this meeting if I decide I don't want or need it at all. I can select it once in the view, and click Cancel Meeting on the top left-hand side of the screen. I could also double-click on my meeting and from here, click Cancel Meeting. I'm still not done, I have to send the cancellation to everybody so that the tentative calendar appointment will be removed from their calendars and it will free up the conference room. I'll click Send Cancellation, it's removed from my calendar and notices have been sent out to everybody else's inbox so they know the change has happened.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data