Scheduling Meetings

With Outlook, you can schedule meetings, invite attendees ”both those who work for your organization and those who don t ”and reserve resources such as conference rooms or equipment. To choose a date and time for your meeting, you can check the availability of attendees and resources by viewing their free/busy information. When inviting attendees from within your organization, you can automatically see their Outlook Calendar information. You can see free/busy information for people outside of your organization only if they make this information available over the Internet.

You also can have Outlook select the meeting time for you. You can indicate whether the attendance of each invitee is required or optional. Outlook uses this information when looking for available meeting times, prioritizing times that work for all required attendees and most optional attendees.

After you have selected a time, you send a meeting request a type of e-mail message ”to each invited attendee and requested resource. Responses from attendees and those responsible for scheduling the resources you requested are automatically tracked as you receive them.

In this exercise, you will plan a meeting, invite attendees, and set and then remove a meeting reminder .

USE the SBSMeetings data file in the practice file folder for this topic. This practice file is located in the  My Documents\Microsoft Press\Office 2003 SBS\Meetings folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step .

BE SURE TO start Outlook before beginning this exercise.

OPEN the SBSMeetings data file from within Outlook, and then open the practice Contacts in the SBS Meetings data file folder.

  1. In the Navigation Pane , click the Folder List icon.

  2. In the practice Contacts folder, hold down the [CONTROL] key and drag the Kim Akers contact to your own Contacts folder. Then hold down the [CONTROL] key and drag the David Ortiz contact to your own Contacts folder.

  3. In the SBS Meetings data file folder, click the practice Calendar.

  4. In the Date Navigator, scroll to June 2003, and then click 18 .

    The Calendar displays the schedule for June 18, 2003.

  5. On the Actions menu, click Plan a Meeting .

    The Plan a Meeting form appears, listing you as the only attendee in the All Attendees list. The icon next to your name indicates that you are the meeting organizer. By default, the first available timeslot is selected for the meeting.

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  6. Click the Add Others button, and in the drop-down list, click Add from Address Book .

    The Select Attendees and Resources dialog box appears, with your name in the Required box.


    In this exercise, you have been provided with contact information for fictitious employees of The Garden Company. If you want, you can use the names of your co-workers or other contacts to plan an actual meeting.

  7. If you want to complete this exercise using the fictitious contacts, click the down arrow to the right of the Show Names from the box, and then click Contacts .

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  8. In the Name list, click Kim Akers , and then click the Required button.

    The selected name is added to the Required Attendees box.

  9. In the Name list, click David Ortiz , and then click the Optional button.

    The selected name is added to the Optional Attendees box.

  10. Click OK . If prompted to join the Microsoft Office Internet Free/Busy Service , click Cancel .

    The attendees are added to the All Attendees list, with icons that indicate whether their attendance is required or optional.

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  11. Use the horizontal scroll bar in the Free/Busy area to view attendee availability for Tuesday, June 17, 2003.

    This area shows whether attendees are free, tentatively scheduled, busy, or out of the office. Busy time appears in blue, tentatively scheduled time in blue stripes , and time out of the office in purple. (If you are using fictitious names, free/busy information will not be available.)

  12. In the Free/Busy area, click the 9:00 A.M. time slot to select that time.

    The half- hour time slot you clicked appears as a vertical white bar. The Meeting start time and Meeting end time boxes change to reflect the date and time you selected.


    To quickly find the next available free time for all attendees and resources, click the AutoPick Next button in the Plan a Meeting dialog box or on the Scheduling tab of the Meeting form.

  13. In the Free/Busy area, click the red bar on the right edge of the selected meeting time, and drag it to 10:00 A.M.

    The second Meeting end time setting reflects the change ”the meeting is now scheduled to last for one hour.

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  14. Click the Make Meeting button.

    A new, untitled Meeting form appears with the attendees and meeting time information already set.

  15. In the Subject box, type Plan for Home Show Exhibition , press the [TAB] key, and in the Location box, type 2nd Floor Conference Room .

  16. Select the Reminder check box, click the down arrow to the right of the Reminder box, and then click 10 minutes .

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  17. On the toolbar, click the Send button.

    The meeting request is sent.


    If the attendees you provided are fictitious, e-mail messages you send to them will be returned as undeliverable. You can delete the returned messages at any time.

  18. In the Plan a Meeting dialog box, click the Close button.

    The Plan a Meeting form closes .

  19. In the Calendar, navigate to June 17, 2003.

    The meeting request appears in the 9:00 A.M. ”10:00 A.M. time slot.

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  20. Double-click the Plan for Home Show Exhibition meeting.

    The Meeting form opens.

  21. Clear the Reminder check box.

  22. On the toolbar, click the Save and Close button.

    The updated meeting is saved. You will not receive a reminder for the meeting, but your meeting attendees will.

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Scheduling Meeting Resources

If you are working on a network that uses Microsoft Exchange Server and your system administrator has added resources (such as conference rooms, audiovisual equipment, or meeting supplies ) to the organization s Global Address List , you can reserve those resources for a specific meeting by inviting them to the meeting. Your meeting request is sent to the person designated by your administrator to manage the schedule for the resource. That person responds to your meeting request based on the availability of the resource at the time you requested.

To schedule a resource while creating a meeting request:

  1. In the Meeting form, click the Scheduling tab.

  2. Click the Add Others button, and then click Add from Address Book .

    The Select Attendees and Resources dialog box appears.

  3. In the Name list, select the resource or resources you want to add, click the Resources button, and then click OK .

  4. Send the meeting request as usual.

To schedule a resource for an existing meeting:

  1. Open the Meeting form.

  2. On the Scheduling tab, add the resources you want.

  3. Click the Send Update button.

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Scheduling and Hosting Online Meetings

With NetMeeting , a program that comes with Microsoft Internet Explorer, you can conduct online meetings over the Internet. You can use NetMeeting to conduct audio and video conferences with one or more other people. NetMeeting conference participants can share applications, collaborate on documents, draw on a shared electronic whiteboard, or transfer files.

To take full advantage of NetMeeting s audio and video capabilities, you need an audio card, video card, speakers , microphone, and camera connected to your computer. Without a camera, you can view other people s video, but they cannot view yours.

To schedule a NetMeeting:

  1. Create a new meeting request, including the attendees, subject, and meeting start and end times.

  2. Select the Reminder check box.

  3. Select the This is an online meeting using check box, and select Microsoft NetMeeting in the adjacent box. You might have to enlarge the window to see its entire contents.

  4. Click in the Directory Server box, type (the name of the Microsoft Internet Directory server).

  5. Select the Automatically start NetMeeting with Reminder check box.

  6. On the toolbar, click the Send button.

    The meeting request is sent. When the meeting time arrives, NetMeeting starts automatically so that you and the other attendees can connect to the conference.

Your organization might use a directory server other than the one named above.Contact your system administrator or ISP for more information.

To host a meeting in NetMeeting, start NetMeeting, and on the Call menu, click Host Meeting. In the Host Meeting dialog box that appears, you can give the meeting a name and password, and set the options for the meeting, including who can place outgoing calls, accept incoming calls, and use NetMeeting features. You can also choose whether or not to require security for the meeting.

After the meeting has started, you can place calls to other meeting attendees by clicking New Call on the Call menu. If you don t know an attendee s address, you can find it by clicking the Find Someone in a Directory button and searching for the person s address in the directory.

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For more information on using NetMeeting, start NetMeeting, and on the Help menu, click Help Topics. To start NetMeeting, click the Start button, point to Run,type conf, and click OK.

Microsoft Office 2003 Step by Step
MicrosoftВ® Office ExcelВ® 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615187
EAN: 2147483647
Year: 2005
Pages: 350
Authors: Curtis Frye

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