Working Out Meeting Details

After you plan a meeting, Outlook enables you to send invitations, identify the subject of the meeting, and specify the meeting's location. You enter these details in the Meeting dialog box.

When you schedule a meeting, as described in the previous section, you finish by clicking the Make Meeting button in the Plan a Meeting dialog box. When you do that, Outlook displays the Meeting dialog box with the Appointment tab in front (see Figure 13.3).

Figure 13.3. Specify the details related to the meeting in the Appointment tab of the Meeting dialog box.


Follow these steps to specify meeting details for a meeting you've already scheduled:

  1. If you did not list the attendees in the Plan a Meeting dialog box, either click in the To text box and enter the names of the people that you want to attend the meeting, or click the To button to select the attendees from an address book or Contact list.

  2. In the Subject text box, enter a subject for the meeting.

  3. In the Location text box, enter a location for the meeting.

  4. (Optional) You can change the starting and ending dates and/or times in the Appointment tab. You also can choose the Scheduling tab to view the meeting in a format similar to that of the Plan a Meeting dialog box; make any changes to attendees, time, dates, and so on in the Scheduling tab.

  5. (Optional) Select the Reminder check box and enter a time for Outlook to sound an alarm to remind you of the meeting. See Lesson 12, "Using the Calendar," for more information on using the Reminder feature.

  6. (Optional) Enter any special text you want to send the attendees in the text box provided beneath the Reminder fields.


    Meetings Can Also Be Held On a Meeting Workspace Web Site You can also schedule meetings on a SharePoint Portal server that supports Meeting Workspaces. Your company can deploy their own SharePoint server or you can subscribe to services provided by Microsoft. Click the Meeting Workspace button in the Meeting dialog box. The Meeting Workspace task pane will open on the right side of the Outlook Window. Click the Create button and then specify the Workspace Website that you are using for the meeting (this information will typically be supplied to you by your network administrator or by Microsoft when you subscribe to their SharePoint Services) and then configure other workspace parameters as needed. Click OK when the Workspace is configured for the meeting. Meeting Workspaces are similar to Document Workspaces, which are discussed in the first section of this book (Part I) in Lesson 1, "What's New in Office 2003."

  7. After you have entered all the required information for the new meeting, you can send invitations. However, before you send the invitations, you might want to make sure that the recipients reply to your meeting invitation . Select the Actions menu and make sure that a selection check mark is next to Request Responses . If there isn't, click this selection to place a check mark next to it.

  8. Now you can send the invitations; click the Send button. The meeting is saved and the Meeting dialog box closes .

Microsoft Office 2003 All-in-One
Microsoft Office 2003 All-in-One
Year: 2002
Pages: 660
Authors: Joe Habraken

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