Chapter 21: Scheduling and Managing Meetings


Page 520

To plan a meeting

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

  2. In the Plan a Meeting dialog box, click the Add Others button and then click Add from Address Book .

  3. In the Select Attendees and Resources dialog box, select the Required and Optional attendees and the Resources, and then click OK .

  4. In the Free/Busy area, drag the red and green bars to set the meeting time, and then click the Make Meeting button.

  5. In the resulting meeting form, complete any additional information, and thenclick Send .

520

To set or remove a reminder

 
  1. In the meeting form, select or clear the Reminder check box.

  2. If setting a reminder, select the amount of time before the meeting that you wantto be reminded.

  3. Close the meeting form and save your changes.

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To invite others to a meeting

 
  1. In the meeting form, click the Scheduling tab, and then click the Add Others button.

  2. Click the contacts you want to add, click the Required or Optional button,and then click OK .

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To schedule an online meeting

 
  1. On the toolbar, click the down arrow to the right of the New button, and then click Meeting Request .

  2. On the Meeting form, select the This is an online meeting using check box.

  3. Complete the remaining meeting information, and then click Send .

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To accept a meeting request

 
  1. In the open meeting request or in the Reading Pane, click Accept .

  2. Choose whether to edit and send a response, and then click OK .

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To decline a meeting request

 
  1. In the open meeting request or in the Reading Pane, click Decline .

  2. Choose whether to edit and send a response, and then click OK .

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To propose a new meeting time

 
  1. In the open meeting request or in the Reading Pane, click the Propose New Time button.

  2. In the Free/Busy area, select the preferred time, and click the Propose Time button.

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To automatically respond to meeting requests

 
  1. On the Tools menu, click Options .

  2. On the Preferences tab of the Options dialog box, click the Calendar Options button.

  3. In the Calendar Options dialog box, click the Resource Scheduling button.

  4. In the Resource Scheduling dialog box, select the check boxes for the automatic response options you want, and then click OK in the open dialog boxes.

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To reschedule a meeting

 
  1. Open the meeting, and click the Scheduling tab.

  2. In the Free/Busy area, select new start and end dates and times.

  3. Click the Send Update button.

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To cancel a meeting

 
  1. Open the meeting, and on the Actions menu, click Cancel Meeting .

  2. Choose whether to send a cancellation notice to the attendees, and then click OK .

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To create a group schedule

 
  1. Make sure the Calendar is displayed.

  2. On the toolbar, click the View Group Schedules button.

  3. In the View Group Schedules dialog box, click the New button.

  4. In the Create New Group Schedule dialog box, type a name for the group schedule, and then click OK .

  5. Add the group members you want, and then click Save and Close .

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To open another person s calendar directly

 
  1. On the File menu, point to Open , and click Other User s Folder .

  2. Click the Name button, click the name of the person whose folder you wantto open, and then click OK .

  3. Make sure Calendar appears in the Folder box, and then click OK .

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To save your Calendar as a Web page

 
  1. On the File menu, click Save as Web Page .

  2. In the Duration area, enter the start and end dates for which you want to save the calendar.

  3. In the File Name box, type the name and path with which you want to save theWeb page.

  4. Click Save .

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To publish your free and busy times

 
  1. On the Tools menu, click Options .

  2. In the Calendar area of the Options dialog box, click the Calendar Options button.

  3. In the Advanced options area of the Calendar Options dialog box, click the Free/Busy Options button.

  4. Select the Publish at my location check box, and in the Publish at my location box, type the server location and file name.

  5. Close each of the open dialog boxes.

  6. On the Tools menu, point to Send/Receive , and then click Free/Busy Information to publish your free/busy information to your server.

  7. To view your published free/busy information, open your Web browser, and in the Address box, type the URL of the file on the server.




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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