Using MS Outlook for scheduling meetings and appointments.

1.1. Planning a Meeting

• Select File/New/Meeting Request from the menu. (Note: These screens were captured
from using MS Outlook 2007)

• The new meeting screen appears. You need to specify for calendar who you would like to
attend your meeting. To do this, click on invite attendees then select the To: option to
display the Global Address Book.
 • Highlight the desired attendee(s) from the address book.
• Click on Required -> to place the selected name(s) in the recipient required list. Click
Optional -> to place the selected name(s) in the recipient optional list (they are not
required to attend).
• Select OK to return to the meeting planner window.
• Click the down arrow to the right of the Meeting start time box to select a time for the
meeting to start. Do the same to specify a Meeting end time.
• Position the cursor on the Subject: line. Enter something that describes the meeting.
This will appear in the Subject Line of the email message that invites the recipients to the
meeting.
• Position the cursor on the Location: Line. Enter the location where the meeting will be
held. This will appear in the Location Line of the email message that invites the recipients
to the meeting.
• Enter any notes about the meeting into the message text area in the lower half of the
Meeting dialog box.
• Press Send button when finished to send the meeting invitations to the attendee(s).
Outlook will send an email message to all of the recipients on the To: line. Once the
message has been received, the recipient has the option to accept or decline.
Confirmation will appear in your inbox when the meeting has been accepted or declined.

1.1.1. Checking Attendee Availability

You can check the schedules of people you would like to attend a meeting, prior to sending out
the meeting request. To do so, go through the following steps to begin planning a meeting:
 o Select File/New/Meeting Request from the menu or click on the down arrow
next to the New Appointment icon and then click on Meeting Request.
o The new meeting screen appears. You need to specify for Calendar who you
would like to attend your meeting. To do this, select the To: option to display the
Global Address Book.
o Highlight the desired attendee(s) from the address book.
o Click on Required -> to place the selected name(s) in the recipient required list.
Click Optional -> to place the selected name(s) in the recipient optional list (they
are not required to attend).
o Select OK to return to the meeting planner window.
• Select the Scheduling tab.

When the screen is displayed, click on the down arrow next to Zoom. If the attendee uses their
calendar to plan meetings and set up appointments, blocked out areas appearing in blue means
they are already busy. You can set the start and end time for the meeting while in this window as
well. Making it easier to see who and when free time is available.

• Clicking AutoPick is another way to set up a meeting based on the availability of the
attendees.
• Click on the down arrow next to AutoPick to choose who you want to schedule.
• Click on the right arrow button to go forward in the calendar until it finds a day and time
that all of the attendees are available.

1.1.2. Checking the Status of a Planned Meeting

• Double-click on the meeting in the Calendar to open the Meeting dialog box.
• Click on the Scheduling tab.
 • Click on the down arrow next to Zoom option and below is list of the attendee(s) the
meeting was sent to and their reply
• The list shows who has accepted the meeting invitation and who has declined it. None in
the response area indicates the person has not responded to the meeting request.
• Once you are finished viewing the meeting results, close the dialog box.
• Note: Only the meeting organizer can view the attendee responses, make changes to a
meeting or cancel a meeting.

1.1.3. Editing an Existing Meeting

• Double-click on the existing meeting on your calendar. The meeting is displayed on the
screen.
• Make the desired changes to the meeting.
• Click on the Send Updated button to send the revised meeting information to the
recipients. The changes will be noted in the calendar. If the meeting is accepted by the
recipients, an acceptance will appear in email and their calendars will display the
changes. Likewise, if the changes have been declined, a notification will be sent to your
email.

• Note: Only the meeting organizer can view the attendee responses, make changes to a
meeting or cancel a meeting.

1.1.4. Checking attendee’s meeting response

• Double-click on the meeting in the calendar to open the Meeting dialog box.
• Click on Tracking menu.
 • The list will shows who has accepted the meeting invitation and who has declined it.
None in the response area indicates the person has not responded to the meeting
request.
• Once you are finished viewing the meeting results, close the dialog box.
• Note: Only the meeting organizer can view the attendee responses, make changes to a
meeting or cancel a meeting.
• Once you are finished viewing the meeting results, close the dialog box.
• Note: Only the meeting organizer can view the attendee responses, make changes to a
meeting or cancel a meeting.

1.1.5. Editing an Existing Meeting

• Double-click on the existing meeting on your calendar. The meeting is displayed on the
screen.
• Make the desired changes to the meeting.
• Click on the Send Updated button to send the revised meeting information to the
recipients. The changes will be noted in the calendar. If the meeting is accepted by the
recipients, an acceptance will appear in email and their calendars will display the
changes. Likewise, if the changes have been declined, a notification will be sent to your
email.
• Note: Only the meeting organizer can view the attendee responses, make changes to a
meeting or cancel a meeting.

1.1.6. Cancelling a Planned Meeting

• Double-click on the meeting in the calendar to open the Meeting dialog box.
• Click on Actions menu choice. One of your options is to Cancel Meeting
 • You will be prompted by Outlook to Send cancellation and delete meeting or Delete
without sending a cancellation to your meeting attendee(s). If you decide to send a
cancellation and delete meeting, the meeting will be cancelled from your calendar, but
you will still need to send out the cancellation notice to the attendee(s) by clicking on
Send. Your attendee(s) will then receive a notice from you stating the meeting was
cancelled and it will also then be removed from their calendars. If you choose to delete
without sending a cancellation, and the meeting will be removed from the calendars of
the attendee(s). But, a notice will not be sent to them explaining the cancellation.
• Note: Only the meeting organizer can view the attendee responses, make changes to a
meeting or cancel a meeting.

1.2. Making an Appointment

• From Outlook calendar
• Double click on the desired start time of the appointment to display the appointment
window.

• Enter the Subject and the Location in the appropriate boxes. This information will be
displayed in the appointment display.
• Set the start date and time by typing or click the down arrow to the right of the start time
box to select a time.
• Set the end date and time by typing or click the down arrow to the right of the end time
box to select a time.
• Set the label if desired by clicking at down arrow( e.g. the type of appointment)
 • Set the reminder if desired. Clicking the down arrow to the right of the reminder box will
allow you to select the number of minutes prior to the appointment that you want the
reminder to occur, and show the time by clicking the down arrow.
• Enter any notes about the appointment in the large text box at the bottom of the
Appointment dialog box.
• Click on Save and Close to save the appointment and return to the calendar.

1.2.1. Editing an Appointment

• Double-click on the appointment to be changed. The appointment window is displayed.
• Make the changes desired. See Making an Appointment in this document for direction if
necessary.
• Click on Save and Close to save the appointment and return to the calendar.

1.2.2. Deleting an Appointment

• Select the appointment to be deleted by single clicking on the appointment.
• Select Edit/Delete from the menu. The appointment is removed from your calendar.