In this video, staff author 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.
- [Narrator] 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 find out who's accepted and who hasn't. I'll click tracking.
I can see who my optional attendees are and my required one. I can see their responses on the right-hand side. For example, Jenny's accepted and the conference room is available and has accepted also. Since I'm the meeting organizer, I don't need to respond and there's just two other people that haven't responded yet. I can send out an email to all of these people or just certain people. To send an email to everybody, I can select contact attendees and choose new email to attendees.
I'll close out of this. If I only wanted to send an email to either the people that have responded or the people that haven't, I can uncheck those that I don't want to receive an email. In this case, I'll uncheck the people who have already responded. Now I'll choose contact attendees, new email, and it's only going to populate with those that haven't responded yet. So now I can pop off a quick email, click send, and my email has been sent.
I can also change the time of the appointment. I'll click scheduling assistant and choose a new time for my meeting. I can click and drag with the slider or on the right-hand side I can also look at some suggested times that Outlook has decided for me that everybody's available. I'll click to this new time and I could also click appointment to change some more details, but I'm not quite done yet. I need to send this update to the attendees so the time also changes on their calendar.
I need to change back to tracking, make sure everybody is selected again, click on appointment, and choose send update. This is going to update everybody's calendars with the new time. There's a few ways I can cancel this meeting if I decide I don't need it at all. I can select it once in the view and on the top left-hand side of the screen I can click cancel meeting or I can double-click on my meeting and click cancel meeting right from here.
I'm still not done. I have to send the cancellation to everybody else so the tentative calendar appointment will be removed from their calendars. I'll click send cancellation. The meeting has been removed from my calendar and notices have been sent out to everybody else's inbox so they know the change has happened.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.