Microsoft Office Tutorials and References
In Depth Information
Viewing Group Schedules
Outlook’s Group Schedule feature, which (among other things) allows you to view the schedules
of other people when creating a meeting, is available only if you are using a Microsoft
Exchange account. You learn more about group schedules in Chapter 28.
The Scheduling window lists availability information for meeting attendees other than yourself only if
you are using a Microsoft Exchange Server. Otherwise, the Scheduling window lists attendees’ time as
“No Information,” indicated by diagonal hatching.
If the meeting time you have specified conflicts with one or more schedules — or even if it does
not — you can use the AutoPick feature to find another time free for all attendees. Click the
AutoPick Next >> button to select the next time period free for all attendees whose schedule
information is available; click the << button to look for the nearest earlier time slot. You can also change
the meeting time and date manually using the corresponding fields at the bottom of the window.
When you are finished with the Scheduling window, you can do one of the following:
n Click the Appointment button to return to the meeting form and finish setting up the
n Click the Send button to save the meeting and send requests to all attendees.
Setting Scheduling Options
You can see that the Scheduling window has an Options button. Click this button to do any of the
n Specify whether only your working hours, as defined in Outlook, are displayed.
n Specify whether calendar details are displayed.
n Select how the AutoPick feature works in identifying free time. For example, you can
specify that all attendees must be free or only that required attendees be free.
n Update the schedule display of other attendees to reflect any changes they may have
made to their calendars.
Responding to Meeting Invitations
When a recipient receives a meeting invitation and opens it, it appears as shown in Figure 12.5.
They can respond in various ways to an invitation. Responding lets them add the meeting to their
own calendar (unless they decline the meeting) and also sends a message to the person who
originally proposed the meeting. This lets them keep track of who can and who cannot attend the
meeting, and to change the time if needed.