Schedule A Meeting

Outlook can also help you plan your meetings, sending emails to the various guests.
The guests can respond by clicking a button, whether they will or will not participate in this meeting.
The answer is then entered in Outlook.
You can then view their replies by double clicking on the meeting.

To schedule a meeting, we open the “Calendar” folder and we select “Actions” – “Schedule Meeting” in the menu bar.
The “Schedule Meeting” dialog opens:

In this dialog, we give the email addresses of the persons we want to invite to our meeting.
We can manually type in the box “Click here and type a name.”
Or we can click on the “Add” button and select it from our “Contacts” folder.

Select the name, and click the button “Required->”, “Optional->” or “Resources->” depending on what this person does for this meeting.
Those organizing the meeting is always in the box of the required persons.
Click OK when you’re done.
The guests appear in the list:

The left-hand dialog box displays the invitees.
You also see the appointments of these guests appear here.
You also see, on the fill, when this person is “Busy”.
Obviously, these guests, or at least the events of the invitees are included in our calendar system of Outlook.
You can then possibly postpone the meeting for another hour or another day by clicking on the arrows “Beginning of the meeting” and “End of the meeting”.

Click on “Meeting Request” button
In the next dialog box that opens, we have a subject, location, etc and may have some more information.
Click the “Send” button when you have entered all your settings.

Responding to a request

If you are invited to participate in a meeting, it is expected of you to respond.
Double click the message you’ve received and select Accept, Reject, or propose a new time etc…

If you choose “Accept” the meeting, it will be added to your agenda.
If you select “Tentative”, the meeting will also be added to your calendar.
If you choose “Reject”, the organizer of the meeting is accordingly informed.
In versions 2003 and XP, you also have the opportunity to propose a new time.
Once you’ve made your choice, a pop-up window appears. Here you can select one of the options to answer the meeting request.
Make your choice and click OK.
The e-mail is automatically deleted from your Inbox, and the meeting is automatically added to your agenda.

Check for answers

If you are the person who have organized the meeting, you can check if the invitees have responded.
Double-click the meeting in the “Agenda”.
Select the tab to view the responses of the people you have invited to the meeting.

Planning an event

To insert an event we choose “Actions” – “New event that lasts all day” in the menu bar.
This opens the ‘Event’ dialog:

Enter a subject and a location.

In versions 2003 and XP, we can opt for a label (color) for our event, and choose a category.
Click on “Save and Close” in the standard toolbar.

Entering a Recurring event

Each time we add an appointment, meeting or event to our calendar, we have the opportunity to give it a recurring pattern.
Suppose you go to the hairdresser every week, then we can repeat this event.
Just click the “Recurrence” button in the standard toolbar of the event, meeting or appointment.

This opens the “Appointment Recurrence” dialog:

I think this is clear enough.
Click on OK when you’re happy with your settings.

Print Calendar

To print our agenda we click the “Print” button on the Standard toolbar, or choose “File” – “Print” in the menu bar.

Choose a printer and print style.
Select the number of pages, number of copies, and the range.
And you choose whether or not to print the private appointments.
Click OK when you’re happy with your settings.

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