Microsoft Office Tutorials and References
In Depth Information
Chapter 14: Big-Time Collaboration with Outlook
meetings and making decisions. Although some of these features are available
to all Outlook users, they work much better when you’re using Exchange as
Organizing a meeting
Suppose that you want to set up a meeting with three coworkers. You call
the first person to suggest a meeting time and then call the second, only to
find out that the second person isn’t available when the first one wants to
meet. So you agree on a time with the second person, only to discover that
the third person can’t make this new time. You might want to invite a fourth
person, but heaven knows how long it’ll take to come up with an appropriate
time for that one.
If you use Outlook, you can check everyone’s schedule, pick a time, and
suggest a meeting time that everyone can work with in the first place —
with a single message.
To invite several people to a meeting, follow these steps:
1. Click the Calendar button in the Navigation bar (or press Ctrl+2).
Your calendar appears.
2. Select the Home tab and click the New Meeting button in the Ribbon
(or press Ctrl+Shift+Q).
The New Meeting form opens.
3. Click the Scheduling Assistant button.
The Attendee Availability page appears (see Figure 14-1). If Outlook
doesn’t connect to an Exchange server, you won’t see a Scheduling
Assistant button. Instead, the button will say Scheduling.
4. Click the Add Attendees button at the bottom of the form.
The Select Attendees and Resources dialog box appears.
5. Click the name of a person you want to invite to the meeting.
The name you click is highlighted to show that you’ve selected it.
6. Click either the Required or Optional button, depending on how
important that person’s attendance is to the meeting.
The name you select appears in either the Required or Optional box,
depending on which button you click.
7. Repeat Steps 5 and 6 until you’ve chosen everyone you want to add to
The names you choose appear in the Select Attendees and Resources
dialog box (see Figure 14-2).