What does Outlook automatically point out when you are invited to a meeting?
Scheduling meetings through Outlook is significantly simpler than scheduling meetings manually, particularly when you are coordinating the schedules of several people. A primary difficulty when scheduling a meeting is finding a time that works for everyone. Outlook displays the individual and collective schedules of people within your own organization, and of people outside of your organization who have published their availability to the Internet.
You can send a meeting invitation (referred to as a meeting request) to any person who has an e-mail account (even to people who don’t use Outlook). You can inform non-critical attendees of the meeting by marking their attendance as Optional. You can invite entire groups of people by using an e-mail alias or distribution list. The meeting request can include text and Web links, as well as file attachments. This is a convenient way of ensuring that meeting attendees have specific information available to them. Outlook automatically tracks responses from attendees and those responsible for scheduling theresources you requested, so you always have an up-to-date report of how many people will be attending your meeting.
If your organization is running Microsoft Exchange Server and the Exchange Server directory includes shared resources such as conference rooms or presentation equipment, you can request these resources by inviting them to the meeting. Resource requests may be automatically approved, or an individual may be assigned the responsibility of approving each resource request.
You might find it necessary to change the date, time, or location of a meeting—for example, because of a schedule conflict. You can change any information in a meeting request at any time, including adding or deleting invited attendees, or canceling the meeting. To edit a meeting request, double-click the meeting on your calendar. If the meeting is one of a series (a recurring meeting), Outlook prompts you to indicate whether you want to edit the meeting series or only the selected instance of the meeting. After you make changes, Outlook sends an updated meeting request to the invited attendees to keep them informed. If the only change you make is to the attendee list, Outlook gives you the option of sending an update only to the affected attendees.
In this exercise, you will create and send a meeting request. There are no practice files for this exercise.
An untitled meeting window opens.