Outlook Calendar 2010
Meeting requests
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Schedule and manage a
meeting with other people
• Create a meeting request
• Respond to meeting invitations
Create a meeting request ... 1
Preparation ... 1
Begin a new meeting ... 2
Send the meeting request ... 6
Respond to a meeting invitation ... 7
Accept, Tentative or Decline ... 7
Propose New Time ... 8
Manage meetings ... 9
Track attendees ... 9
Change a meeting ... 9
Cancel a meeting ... 10
Other meeting options ... 10
Room resources ... 10
Recurring meetings ... 11
Further help with Outlook Calendar ... 13
Web guide ... 13
Outlook 2010 Take Time to Learn ... 13
Guided IT Learning Sessions ... 13
Departmental courses ... 13
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Create a meeting request
Preparation
It’s easier to check availability first by opening the Calendars of the staff you want to invite to the meeting.
If you don’t already have the calendars available in your Navigation Pane:
1. Choose Open Calendar > From Address Book…
2. Choose your attendees from the Address Book
3. Click the Calendar -> button to add each person
4. Click OK
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Begin a new meeting
• If you already have the attendees’ calendars open you can create a New Meeting with All
• If you don’t, you can create a New Meeting and then add attendees
Create a new meeting with all
If you already have the attendees' calendars open:
1. Single click on the start time of the appointment in your Calendar
2. Select Home tab > click the New Meeting button
3. Select New Meeting with All
A meeting request will open up with the names of the attendees already showing in the To… box.
1. Fill in the details: Subject and Location
2. Check the Options and Tags
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Create a new meeting and invite attendees
If you don’t already have the attendees' calendars open:
1. Go to Calendar
2. Single click on the start time of the appointment in your Calendar
3. Select Home tab > click the New Meeting button
4. Fill in the details: Subject and Location
5. Check the Options and Tags
6. Change the start and end time
Add attendees
1. Within the meeting, click the To… button to open the Address Book
2. Type the last name of the person you want to invite
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Before you send the meeting request
Scheduling Assistant
Use the Scheduling Assistant to double check availability
1. Within the meeting request click Scheduling Assistant
2. Look at the green start line and the red finish line
3. Check that for each attendee, there are no appointments that clash with the meeting and show between these lines
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Check the details
When you send a meeting request, attendees respond to accept or decline it. If you have used the wrong date or time your attendees will need to respond again when you update the meeting.
If you change the location or other details the attendees will receive a notification.
To avoid unnecessary meeting requests and updates check the details carefully before you send.
1. Click the Appointment tab within the meeting request
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Send the meeting request
When you are sure you have added the correct attendees and details click the Send button.
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Respond to a meeting invitation
Accept, Tentative or Decline
You will receive meeting requests by email.1. Open the email
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3. As you respond you can choose to:
a. Edit the Response before Sending (send a message with your response)
b. Send the Response Now (organiser receives an automatic response) c. Do Not Send a Response (organiser won’t know that you’ve
responded)
When you decline it is best practice to choose Edit the Response, this will allow you to send an email with your apologies.
Do Not Send a Response is usually used to respond to invitations to large impersonal meetings such as a colleague’s leaving presentation in the office. In your calendar, meetings you’ve been invited to will initially show as
Tentative. This will change as you respond:
• Accept – meeting appears as busy
• Tentative – meeting continues to show as tentative • Decline – meeting is removed from your calendar
• Propose New Time – you can choose to decline or mark the meeting as
tentative
Propose New Time
When you choose Propose New Time you will see the free/busy information for all the attendees. If you can find a preferred time slot where all attendees are free you can select the new start time (and or date), then click Propose Time.
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Manage meetings
Track attendees
If you are the organiser of a meeting:
1. Double-click on a meeting in your calendar to open it
2. Click the Tracking button
3. You will see a list of all attendees and their responses
If an attendee has responded to you by phone or in person, you can amend the response:
4. Click on the current response and choose a different option.
Change a meeting
When you change a meeting and send an update attendees may need to respond to the request again:
• Date or time - response needed
• Location or other details – notification received but no response required
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To make a change:
1. Open the meeting from your calendar
2. Make the changes needed
3. Click Send Update
Cancel a meeting
1. Open the meeting from your calendar
2. Click Cancel Meeting
3. Type a message to let the attendee know why it’s being cancelled
4. Click Send Cancellation
Other meeting options
Room resources
Some departments have rooms set up as resources. This means they can be invited to a meeting and will respond automatically.
When making an appointment click the Rooms… button next to the Location to see which rooms are accessible as resources within your department.
• Select a room and click the Rooms button to add it to the meeting
If a room has been set up as a resource, you can also open the room calendar to view availability
• Choose Open Calendar > From Room List…
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Recurring meetings
Accept a recurring meeting
Recurring meetings occur on two or more occasions. When you accept a recurring meeting request you accept all occurrences at the same time. You will then need to find future appointments in your calendar and decline any individual meetings that you are unable to attend.
Decline an individual meeting date
Having accepted the recurring meeting request:
1. Select the meeting you want to decline and press Delete
2. Choose Delete this occurrence
3. You will be prompted to send a response to the organizer > choose Yes
4. You will be prompted to Edit the Response before Sending or Send the Response Now
Create a recurring meeting
1. Create a meeting request
2. With the appointment open, click the Recurrence button
1. Choose whether to repeat the appointment Daily, Weekly, Monthly or Yearly then choose the Recurrence pattern e.g. every Tuesday
2. If you want to limit the number of appointments or the date where they finish change the options in the Range of recurrence section.
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Manage a recurring meeting
For meetings that recur over a long period, consider scheduling them in smaller blocks of recurring meetings so that they are easier to manage. When you double click on a recurring meeting to open it and make a change you will be prompted to:
• Open this occurrence (this meeting only) • Open the series (all recurring meeting dates)
Make sure that you select the appropriate option.
Attendees may have accepted the series and declined individual occurrences. If you change the date or time of the series, they will need to accept the
series again and then decline each occurrence that they’re unable to attend.
Delete a recurring meeting
If you no longer need to meet regularly it is better to change the recurrence end date rather than deleting the series. If you delete the series, you will delete all records of previous meetings.
1. Open a meeting from your calendar
2. Choose Open the series
3. Click the Recurrence button
4. Change the End by date
Add a new attendee to a recurring meeting
If you open the series and add a new attendee, they will receive requests for previous meetings. It may be preferable to add them to individual
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Further help with Outlook Calendar
Web guide
For information on how to use Outlook 2010 and links to help resources visit the IT Help section on the IT Services website.
www.le.ac.uk/ithelp
Outlook 2010 Take Time to Learn
This course allows you to take time away from your desk to learn at your own pace. You can find out about Outlook and Outlook Calendar topics that are of interest to you, for example how to use categories, how to create and
manage meeting requests. www.le.ac.uk/it-training
Guided IT Learning Sessions
Book onto a one to one training session or book with up to two of your colleagues for help using Outlook.
www.le.ac.uk/guidedlearning
Departmental courses
You can ask for a short Outlook course for your department. Contact [email protected] for details.
IT Service Desk
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