Have you had to schedule a meeting lately and not been quite sure how to go about doing it so that you aren’t scheduling something when one or more of your attendees cannot make it? Here are some simple instructions from David White on how to submit a meeting request:
– Within the Mail view you can click on “New Items” under the “Home” Tab and select “Meeting” (you can also enter your calendar and click on “New Meeting” under the “Home” tab as well).
– Once you’re in the Meeting window you’ll need to add the people you want to have in the meeting in the “To:” field. Add the subject (title) of the meeting and the location. You should also add additional information into the message if additional information is helpful. You can attach documents to the meeting request by clicking on the “Insert” command in the toolbar (then click on either “Attach File” to find something on the i:, h:, or c: drives or “Outlook Item” to attach an email.). You can also set the date, begin time, and end time for the meeting here.
– Next you’ll want to click on the “Scheduling Assistant” – you’ll be able to see the free/busy information for all requested attendees – you can use this to help make sure that you schedule the meeting during a time that most or all are able to attend. This works great as long as everybody has accurate calendar items. Be sure you have set the date, as well as start and end times, for the meeting (if you haven’t yet, you can do it within this window…you’ll see that information at the bottom of the meeting request screen in the “Scheduling Assistant” view) . You can also add or remove invited individuals within this window.
– If you want to use the ITS: Conference Room, be sure to include it as one of the attendees so it, too, will receive the meeting request and be reserved for you. The conference room is listed as “ITS Conference Room” (no colon after ITS:).
– Once you’re all set you can just “send” the meeting request!
You can also find more detailed instructions here: http://office.microsoft.com/en-us/outlook-help/schedule-a-meeting-with-other-people-HP010354402.aspx.
If you have questions or get stuck in any of the steps, feel free to give the Help Desk, me, or David a call. Thanks, David, for the information!
ITS:Always fun, never boring (and now a helpful resource, too!)
Respectfully submitted,
Linda Petro
