Organize Meetings

Microsoft ® Office Outlook ® 2003 Training Organize meetings with Outlook presents:

Course contents ,[object Object],[object Object],[object Object],[object Object],Organize meetings with Outlook Each lesson includes a list of suggested tasks and a set of test questions.

[object Object],Overview: Organize meetings and attendees Organize meetings with Outlook To get the best use from this feature, it helps to understand who's who and what's what in Outlook meetings. That's what this course will help you do.

Course goals ,[object Object],[object Object],[object Object],Organize meetings with Outlook

Lesson 1 Who's who and what’s what

Who's who and what’s what ,[object Object],[object Object],Organize meetings with Outlook The components of a meeting

The players ,[object Object],Organize meetings with Outlook Each meeting member has its own icon. In Outlook, each "player" in the meeting is represented by an icon that you can see on the Scheduling tab of a meeting request.

The players ,[object Object],Organize meetings with Outlook Each meeting member has its own icon. The organizer is the only person who can change the meeting details once it has been set up.

The players ,[object Object],Organize meetings with Outlook Each meeting member has its own icon. There are two categories of attendee: required and optional. Once an attendee is added to the attendee list, that person will always be considered an attendee for the meeting.

The players ,[object Object],Organize meetings with Outlook Each meeting member has its own icon. How you specify a location (or resource) for the meeting will depend on how things are set up at your organization.

The process ,[object Object],[object Object],Organize meetings with Outlook

The process ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],[object Object]

The process Organize meetings with Outlook This request is delivered to the Inboxes of all of the meeting participants. The meeting organizer schedules the meeting and sends all of the participants a special type of message called a meeting request.

The process Organize meetings with Outlook Attendees read the request and respond. A meeting response, which is similar to a meeting request, is sent to the meeting organizer’s Inbox. As Outlook receives each response, the meeting entry is updated in the organizer's calendar with information about who is coming.

What's going on behind the scenes ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],[object Object],A meeting request and a tentative response

What's going on behind the scenes ,[object Object],[object Object],Organize meetings with Outlook A meeting request and a tentative response

What's going on behind the scenes ,[object Object],Organize meetings with Outlook A meeting request and a tentative response

What's going on behind the scenes ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],A meeting request in the Inbox

Suggestions for practice ,[object Object],[object Object],[object Object],Organize meetings with Outlook Online practice (requires Outlook 2003)

Test 1, question 1 ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],[object Object]

Test 1, question 1: Answer ,[object Object],Organize meetings with Outlook The person who sets up the meeting controls it. In Outlook, that's the meeting organizer.

Test 1, question 2: Answer ,[object Object],Organize meetings with Outlook Anyone whose name appears on the meeting request is an attendee. Anyone who isn't on the request is not an attendee.

Test 1, question 3 ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],[object Object],[object Object]

Test 1, question 3: Answer ,[object Object],Organize meetings with Outlook

Lesson 2 When you are the meeting organizer

When you are the meeting organizer ,[object Object],[object Object],Organize meetings with Outlook The meeting organizer sets up the meeting.

When you are the meeting organizer ,[object Object],Organize meetings with Outlook The meeting organizer sets up the meeting. Phone messages and sticky notes aren't always efficient, especially if you’re trying to reach a big group. And what if you have to reschedule? Outlook can help.

Start with the meeting request ,[object Object],[object Object],Organize meetings with Outlook New Meeting Request and Plan a Meeting commands

Start with the meeting request Organize meetings with Outlook New Meeting Request and Plan a Meeting commands ,[object Object],The picture on the left shows you three ways to start your meeting request. ,[object Object],[object Object]

Start with the meeting request ,[object Object],Organize meetings with Outlook New Meeting Request and Plan a Meeting commands ,[object Object],[object Object],[object Object]

Attend to your attendees ,[object Object],Organize meetings with Outlook Select Attendees and Resources dialog box The best way to add attendees to your meeting is to use the Address Book, which you can easily access from the Select Attendees and Resources dialog box.

Attend to your attendees ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],Select Attendees and Resources dialog box

Find time with the Scheduling tab ,[object Object],[object Object],Organize meetings with Outlook The Scheduling tab at a company using Microsoft Exchange Server.

Find time with the Scheduling tab Organize meetings with Outlook ,[object Object],The Scheduling tab at a company using Microsoft Exchange Server. ,[object Object],[object Object]

Find time with the Scheduling tab ,[object Object],[object Object],Organize meetings with Outlook The Scheduling tab with free/busy information unavailable.

Location, location, location ,[object Object],Organize meetings with Outlook The Location box in a meeting request.

Location, location, location ,[object Object],Organize meetings with Outlook The Location box in a meeting request. You do this by specifying that the invited room is a resource.

Send the meeting request, track responses ,[object Object],Organize meetings with Outlook The Location box in a meeting request

Send the meeting request, track responses ,[object Object],[object Object],Organize meetings with Outlook The Location box in a meeting request.

Send the meeting request, track responses ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],The Location box in a meeting request.

Send the meeting request, track responses ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],Request Reponses and Allow New Time Proposals commands

Wrong time, place, or person? Change it! ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],Send Update button

Wrong time, place, or person? Change it! ,[object Object],Organize meetings with Outlook Send Update to Attendees dialog box

Suggestions for practice ,[object Object],[object Object],[object Object],[object Object],Organize meetings with Outlook (Continued on next slide.)

Suggestions for practice, cont’d. ,[object Object],[object Object],[object Object],[object Object],Organize meetings with Outlook Online practice (requires Outlook 2003)

Test 2, question 1: Answer ,[object Object],Organize meetings with Outlook If you're tallying responses, the Infobar is your quickest way to see how many people are coming.

Test 2, question 2: Answer ,[object Object],Organize meetings with Outlook For each attendee that's using Microsoft Exchange Server, you can check free/busy time by looking at the Tracking tab. You'll see different colored horizontal bars indicating that the attendee is Busy, Tentative, or Out of Office. If, instead, you always see a white band with slashes, meaning No Information, chances are that someone (you or the attendee) is not using Microsoft Exchange Server.

Test 2, question 3 ,[object Object],Organize meetings with Outlook ,[object Object],[object Object]

Test 2, question 3: Answer ,[object Object],Organize meetings with Outlook Once a meeting has been set up by an organizer, that organizer is the only person who can own the meeting. To assign a new organizer, that person would need to create a new meeting.

Test 2, question 4: Answer ,[object Object],Organize meetings with Outlook Use this option, and you'll avoid cluttering the Inboxes of everyone else. You'll send one update to the person who really needs to know...and that's Chris, the person you added.

Lesson 3 When you receive a meeting request

When you receive a meeting request ,[object Object],[object Object],Organize meetings with Outlook

How to respond ,[object Object],[object Object],Organize meetings with Outlook Animation: Right-click, and click Play. A meeting request in the Inbox

How to respond ,[object Object],[object Object],Organize meetings with Outlook A meeting request in the Inbox

How to respond ,[object Object],Organize meetings with Outlook A meeting request in the Inbox ,[object Object],[object Object],[object Object]

How to respond ,[object Object],Organize meetings with Outlook The Accept button in a message box ,[object Object],[object Object],[object Object]

How to respond ,[object Object],Organize meetings with Outlook The Accept button in a message box Do you need to let the meeting organizer know that you might be late? Maybe you need to verify if lunch will be provided at a lunchtime meeting or whether you need to bring anything to a client presentation. When you respond to a meeting request, you can send a personal note to the organizer.

How to respond ,[object Object],Organize meetings with Outlook The Accept button in a message box The meeting response is sent back to the organizer's Inbox, and the meeting entry is updated in the Calendar.

How to respond ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],[object Object],The Accept button in a message box

See who else is coming ,[object Object],Organize meetings with Outlook The Scheduling tab of a meeting request

See who else is coming ,[object Object],Organize meetings with Outlook The Scheduling tab of a meeting request ,[object Object],[object Object],[object Object]

Want to meet at a different time? ,[object Object],Organize meetings with Outlook Propose New Time button When you do this, the meeting organizer receives your request. But, as with all things about the meeting, the organizer gets to make the final decision about the new meeting time.

Want to meet at a different time? ,[object Object],Organize meetings with Outlook Propose New Time button ,[object Object],[object Object]

It's in your calendar, but you don’t own it ,[object Object],[object Object],Organize meetings with Outlook Meeting in Calendar with reminder from attendee

It's in your calendar, but you don’t own it ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],[object Object],Meeting in Calendar with reminder from attendee

Use caution when forwarding ,[object Object],[object Object],Organize meetings with Outlook Forward command on Actions menu

Use caution when forwarding ,[object Object],Organize meetings with Outlook Forward command on Actions menu Before you forward a meeting request, think about whether the meeting organizer will be inconvenienced by your actions.

Use caution when forwarding ,[object Object],Organize meetings with Outlook ,[object Object],[object Object],[object Object],Forward command on Actions menu

Test 3, question 1: Answer ,[object Object],Organize meetings with Outlook There's always a risk of losing changes you make to a meeting you don't own.

Test 3, question 2: Answer ,[object Object],Organize meetings with Outlook If you're truly not interested, you'll need to have the meeting organizer remove you from the attendee list. This could be the perfect opportunity to use the Edit the response before sending option when you send your response.

Test 3, question 3 ,[object Object],Organize meetings with Outlook ,[object Object],[object Object]

Test 3, question 3: Answer ,[object Object],Organize meetings with Outlook Some action is required on your part so that the meeting organizer knows your intentions. If you do nothing, the organizer sees your status as No Response. To let the organizer know you're tentative, you have to respond as such.

Test 3, question 4: Answer ,[object Object],Organize meetings with Outlook That's the most likely scenario. When a meeting request is forwarded, the forwardee can accept the meeting request just as if that person had been invited by the organizer. If the meeting organizer is trying to keep the number of participants to a certain size or limit it to a certain group of people, forwarding can be problematic.

Quick Reference Card ,[object Object],Organize meetings with Outlook

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