In this video, author Megan Hoffman demonstrates how to create meetings, use the scheduling assistant, schedule resources, utilize the room finder, reschedule meetings, cancel meetings, and notify recipients. Master these MOS objectives as a part of your prep for the Microsoft Office Specialist PowerPoint 2013 exam.
- [Voiceover] In this video, you'll learn to create and manage meetings. Let's take a quick look at the MOS objectives in this section. You'll learn to create meetings, use the Scheduling Assistant, schedule resources and utilize Room Finder, reschedule meetings, and cancel meetings. These are all important for the MOS Exam. Be sure to practice the details of all of these options. So here I am in Outlook, and I'm looking at the Calendar module. My first goal is to create a meeting. I'll note that there's two ways to start out.
You can click on New Appointment or New Meeting. In this case I'll click New Appointment, and start out similar to what we've been doing for appointments and events. In the Subject, I'll type Budget Review. I'd like to note that we'll use the Scheduling Assistant to add the people and choose a good date and time, and we'll use the Room Finder to choose a location. So after entering the initial subject, I can really move on to those next two tools. I'll start by clicking Scheduling Assistant on the ribbon.
This takes me to the Scheduling Assistant view of the screen. You'll notice at the left, where it says All Attendees, that I have the ability to begin adding people. You'll notice the section in the middle, where I'll be able to see people's schedules and locate a good time to meet with everyone. Note the buttons at the bottom of the screen. There's a button to Add Attendees, where I'll add the people, and a button to Add Rooms, where I'll search for a room. I'll click Add Attendees, which takes me to my Address Book.
Here I'll choose Cecilia and I'll also choose Chong. Notice when I double-click their names, that they're added to the Required box. I can also select someone's name, such as David, and add him to the Optional box by clicking on that box. If you have resources within your list, you can add Resources here too. This is a good area to be familiar with for the MOS Exam. I'll click OK, and start looking at the schedule for my people. Notice that each person is listed at the left and we see an entire row for their schedule.
For example, we see an entire row for Cecilia's schedule. If she had any items where she was busy or out of the office, they would display with the color codes at the bottom of the screen. This is why we've been so careful to set availability status when we've added items to our own calendar. Keep in mind that all of the availability and statuses is only available when you're in a Microsoft Exchange environment. However, if you're not using Exchange or you're interacting with people who are not on your Exchange server, you can still use this screen to invite people, you just won't see their availability.
I'll go ahead and look for a time next week that the entire group is available. Notice as I start to scroll, you start to see the blue items representing the meetings that we can see on other people's calendars. If they've shared their details with me, I'll be able to see what appointments they have. So here I'm looking at Tuesday, February 16th, and I'll look for a time when everyone's available. It looks like 9:00 a.m. is good, so I'll click there to add that as a start point, and I'll drag the blue bar for the end point of the meeting to ten o'clock.
I'd also like to look for a room that's available at this time. I'll click Add Rooms at the bottom left side of the box. Note that the rooms that are available to me display, including their locations, capacities, and as I scroll further to the right, I even get a description and an email address. I'll go ahead and choose Conference-London, double-click to add it to the Room section at the bottom, and then click OK. I can now see the availability for the room, and notice that this conference room is also available at 9:00 a.m.
Now that I've got a time for the people and for the room, I'll go ahead and finalize the details of my meeting. I'll click back on the Appointment button on the ribbon to return to the area where I can see all of this information. If I want to include any notes, I can do so in the box at the bottom of the screen. This is a good time to double-check my meeting settings. I can see that this is marked Busy with a 15-minute reminder. That looks good. Once I'm comfortable with all the settings, I'm ready to send this out.
I'll note the date and time, February 16th at nine o'clock so I can find this on my own calendar after sending the invitation. I'll click Send at the left side of the box. Then I'll note that this displays on my own calendar on February 16th from nine to ten. From here, the invitation is sent to the other people I'm inviting, and they will get an opportunity to accept or decline. The last couple topics we'll look at related to meetings are rescheduling meetings and canceling meetings. Let's say that I need to reschedule this meeting, and I'd like to make sure and notify all of the recipients.
I'll double-click the Budget Review to make changes, and choose a different date. I'll choose February 17th in this example, but I'd also like to make sure that this date and time works for everyone. For this, I'll click the Scheduling Assistant at the top of the screen. Here I'll note that the blue bars at nine o'clock and ten o'clock on February 17th represent this meeting. I note that are conflicts for other people because I see blue bars within that section. It looks like everyone's free from 10 to 11 so I'll go ahead and drag to adjust this meeting time on that date.
From here, everything looks good so I'll go ahead and send the meeting request. When I send the meeting request, the recipients are notified that this has been rescheduled, and will again get to accept or decline the meeting. The last topic we'll cover is canceling meetings. This is another topic where I want to make sure the recipients are notified. I can cancel a meeting just by clicking on it and pressing Delete on my keyboard. So I've clicked Budget Review, and now I'll press Delete on my keyboard.
It opens the meeting with the opportunity for me to click Send Cancellation at the left. I'll go ahead and click Send Cancellation, and you can see that the meeting has been removed from my calendar, and a notification has been sent to all of the recipients. That's our overview of creating meetings. Keep practicing with these tasks so that you'll be comfortable doing them quickly during the MOS Exam.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing settings, automating Outlook, printing and saving, and searching in Outlook. Learn how to manage messages, including creating, formatting, and organizing messages, and manage schedules, including creating and managing the calendar, appointments, meetings, and events. Learn to manage notes, tasks, journals, contacts, and groups.
Challenges exercises are included along the way, and the course concludes with a full-length practice exam.
Disclaimer: Microsoft does not produce, provide, or endorse this video training course.
- Preparing for the exam
- Reviewing exam objectives
- Customizing Outlook settings
- Printing and saving information
- Creating and formatting messages
- Creating new calendars
- Creating appointments, events, and meetings
- Managing tasks and notes
- Creating contacts and groups
- Importing contacts
- Taking a full-length practice exam