Microsoft® Office Outlook® 2003 Training

Microsoft® Office Outlook® 2003 Training
Your STS, Tom Redd, presents: Microsoft® Office Outlook® 2003 Training [Note to trainer: For detailed help in customizing this template, see the last slide. Look for additional lesson text in the notes pane of some slides.] Organize meetings with Outlook

Organize meetings with Outlook
Course contents Overview: Organize meetings and attendees Lesson 1: Who's who and what’s what Lesson 2: When you are the meeting organizer Lesson 3: When you receive a meeting request Each lesson includes a list of suggested tasks and a set of test questions. Organize meetings with Outlook

Overview: Organize meetings and attendees
Using Outlook to keep track of meetings can save you time and prevent aggravation because Outlook uses and the Calendar to keep the details straight. To get the best use from this feature, it helps to understand who's who and what's what in Outlook meetings. That's what this course will help you do. Learn how to set up meetings and how to be an effective and considerate attendee when someone has invited you to a meeting. Handle all aspects of Outlook meetings with finesse no matter how many times the affair is rescheduled. Organize meetings with Outlook

Course goals Identify the basic components required for organizing a meeting and know what goes on behind the scenes. Set up a meeting, see who's coming, make changes, and keep everyone updated. Manage and respond to meeting requests. Organize meetings with Outlook

Who's who and what’s what
Lesson 1 Who's who and what’s what

Who's who and what’s what
A successful meeting requires three basic components: an organizer, participants, and a location. Outlook meetings are no different. In an Outlook meeting, each person involved has a distinct role that dictates what that person does and the amount of control he or she has. The components of a meeting A meeting requires three basic elements: someone to organize it, people to come, and a place to meet. Outlook can help pull these pieces together quickly and efficiently. Organize meetings with Outlook

The players Outlook meetings are activities you schedule in your Calendar that involve inviting other people or reserving resources. In Outlook, each "player" in the meeting is represented by an icon that you can see on the Scheduling tab of a meeting request. Each meeting member has its own icon. Organize meetings with Outlook

The players Meeting organizer: Whoever sets up a meeting becomes the meeting organizer. The organizer is the only person who can change the meeting details once it has been set up. Each meeting member has its own icon. Keep in mind that you can never assign a new organizer to an existing meeting. Once you're the organizer, you're always the organizer. Organize meetings with Outlook

The players Attendee: Anyone who is invited to the meeting is considered an attendee. There are two categories of attendee: required and optional. Once an attendee is added to the attendee list, that person will always be considered an attendee for the meeting. Each meeting member has its own icon. Even if an attendee declines a meeting, he or she is still considered an attendee. Organize meetings with Outlook

The players Location/Resource: The place the meeting will occur is the location, sometimes referred to as a resource. How you specify a location (or resource) for the meeting will depend on how things are set up at your organization. Each meeting member has its own icon. We'll talk more about this in the "Location, location, location" section later on in this course. Organize meetings with Outlook

The process When meetings are scheduled and maintained in Outlook, you can greatly improve the efficiency of the process because Outlook keeps track of the details using the Inbox and the Calendar. When these details change, they can be updated for everyone, all at once, with the click of a button. Organize meetings with Outlook

The process Here's a quick overview of the process: The meeting organizer sends a meeting request to attendees. The request goes both to the Inboxes and the Calendars of the attendees. Responses go back to the meeting organizer. Organize meetings with Outlook

The process The meeting organizer schedules the meeting and sends all of the participants a special type of message called a meeting request. This request is delivered to the Inboxes of all of the meeting participants. Once the request is in the attendee's Inbox, Outlook recognizes it as something that belongs in the Calendar and puts it there as a "tentative" entry until the attendee has a chance to respond. Organize meetings with Outlook

The process Attendees read the request and respond. A meeting response, which is similar to a meeting request, is sent to the meeting organizer’s Inbox. As Outlook receives each response, the meeting entry is updated in the organizer's calendar with information about who is coming. In the next two lessons, you'll learn the specifics for how to create and respond to meetings. Organize meetings with Outlook

What's going on behind the scenes
Outlook works behind the scenes to maintain the connections between meeting requests, responses, and entries in your Calendar. See the image at left. A meeting request sent to an attendee. The Infobar. A tentative Calendar entry for the meeting. A meeting request and a tentative response [Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.] Organize meetings with Outlook

The comings and goings of meeting requests and their related calendar entries are tracked in Outlook by something nicknamed the "sniffer.” You'll see the work of the sniffer by looking at the Infobar of a meeting request in your Inbox or a meeting entry in your Calendar. A meeting request and a tentative response Note: Requests and responses need to linger in the Inbox for a short period of time so that the sniffer has time to notice them and can add them to your Calendar. The exact amount of time required will vary, but it can range anywhere from 30 seconds to five minutes, depending on your specific setup and what else Outlook is doing when the meeting arrives in your Inbox. If you're in a hurry, you can click a meeting-related item in the Inbox and the sniffer will be alerted to it right away. Organize meetings with Outlook

When you're a meeting organizer: The meeting requests you send to your attendees, as well as their responses, are detected by the sniffer as they sit in your Inbox. The sniffer then updates the Calendar and the requests themselves with the relevant information. A meeting request and a tentative response For example, you can look in the Infobar to see the responses that the sniffer has counted in your Inbox. Organize meetings with Outlook

When you're an attendee: When you receive a meeting request, the sniffer automatically enters that request as a tentative item in your calendar to help reduce your chances of getting double-booked. A meeting request and a tentative response Need help keeping track of whether a meeting has been rescheduled? The sniffer can help there, too. For example, if the sniffer has detected a later version of a meeting request, the Infobar of that request may say "This request is out-of-date." Organize meetings with Outlook

The Infobar in two different meeting requests. The Infobar in a meeting request to an attendee that has been subsequently updated. The Infobar for a meeting in the meeting organizer's Calendar showing a quick count of how many attendees have accepted and how many have declined. A meeting request in the Inbox Organize meetings with Outlook

Suggestions for practice
Make a meeting. Cancel the meeting. See the "sniffer" in action. Online practice (requires Outlook 2003) [Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, you can work through each of these tasks in Outlook 2003, with instructions to guide you. Important: If you don’t have Outlook 2003, you won’t be able to access the practice instructions.] Organize meetings with Outlook

Test 1, question 1 In an Outlook meeting, _____ controls the meeting. (Pick one answer.) The organizer. The first attendee to accept. The resource. Organize meetings with Outlook

Test 1, question 1: Answer The organizer. The person who sets up the meeting controls it. In Outlook, that's the meeting organizer. Organize meetings with Outlook

Test 1, question 2 Which of the following is NOT considered a meeting attendee? (Pick one answer.) Someone who is not invited to the meeting at all. Someone who declines the meeting request. A person who accidentally moves the meeting out of his Inbox. Organize meetings with Outlook

Test 1, question 2: Answer Someone who is not invited to the meeting at all. Anyone whose name appears on the meeting request is an attendee. Anyone who isn't on the request is not an attendee. Organize meetings with Outlook

Test 1, question 3 In Outlook, _____ links your Inbox and your Calendar and keeps entries in each up to date. (Pick one answer.) The "smeller." The "sniffer." The "stinker." The "auto organizer detector." Organize meetings with Outlook

Test 1, question 3: Answer The "sniffer." Organize meetings with Outlook

When you are the meeting organizer
Lesson 2 When you are the meeting organizer

As the meeting organizer, you are the one who is in control of the meeting. You invite people to the meeting, arrange for a place to meet, and choose the meeting's time and duration. The meeting organizer sets up the meeting. In the old days, with your planner in hand, you may have called people on the phone or walked down the hall and spoken to them in person. These methods work well if the people are there or if you aren't planning a big meeting. Organize meetings with Outlook

But what if people aren't available when you call or come by? Phone messages and sticky notes aren't always efficient, especially if you’re trying to reach a big group. And what if you have to reschedule? Outlook can help. The meeting organizer sets up the meeting. Organize meetings with Outlook

Start with the meeting request
As the meeting organizer, you set up the meeting and you control it in the Calendar. Your first step is to create the meeting request, which you always do from the Calendar. New Meeting Request and Plan a Meeting commands Organize meetings with Outlook

The picture on the left shows you three ways to start your meeting request. On the Actions menu, click New Meeting Request. Or… On the Actions menu, click Plan a Meeting. Or… New Meeting Request and Plan a Meeting commands This method gives you a blank slate for the meeting and starts you off in the To box of the meeting request. When you use this method, you'll need to fill in all of the meeting details. Use this method when your first goal is to find a time that's free in everyone's schedule. You can use this method when you want to book the meeting at a specific time. Because you select the time first, that part of the request will be filled in when it opens. Right-click a selected time in your calendar, and click New Meeting Request. Organize meetings with Outlook Don't worry if you're not yet sure about these various options and when you would use them. In the next few sections of this course you'll learn more of the details that will help you choose. [Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.]

Every request should include three basic details: The people who will attend the meeting. The time and duration of the meeting. A place to meet. New Meeting Request and Plan a Meeting commands One nice thing: the process is flexible. Once you're in the Calendar, the exact steps you take to create the request and include these details can vary depending on your specific needs. How you proceed may also depend on the type of system your company uses and how your company handles conference room booking. Organize meetings with Outlook

Attend to your attendees
You can't have a meeting by yourself. Therefore, a key step in creating your meeting request is to choose people for your attendee list. The best way to add attendees to your meeting is to use the Address Book, which you can easily access from the Select Attendees and Resources dialog box. Select Attendees and Resources dialog box This dialog box lets you specify whose attendance at the meeting is required and who can opt out without having the meeting be a dud. Organize meetings with Outlook

Attend to your attendees
See the image at left. The Select Attendees and Resources dialog box lets you specify whether an attendee is Required or Optional. Icons on the Scheduling tab help you keep track of your choices. Select Attendees and Resources dialog box Organize meetings with Outlook

Find time with the Scheduling tab
We mentioned that one thing that may influence your choice for how you set up meetings will be the type of system your company uses. If your organization uses Microsoft Exchange Server for your , you'll have the ability to check the schedules of your coworkers before you set up a meeting. The Scheduling tab at a company using Microsoft Exchange Server. You do this from the Scheduling tab. Organize meetings with Outlook

Colored horizontal bars show time constraints, such as Free, Busy, or Out of Office. The green and red vertical bars represent the start and end times of the meeting you're setting up. To quickly find a time when everyone is available, click AutoPick Next. The Scheduling tab at a company using Microsoft Exchange Server. In the pictures, we've shown you two versions of the Scheduling tab. In the image on this slide, notice the horizontal bars. These bars are what you'll see if you're using Microsoft Exchange Server. They let you know who is available and when. Organize meetings with Outlook

With Microsoft Exchange Server, people in your organization share information about their schedules automatically. In Outlook, this information is called free/busy time. The function of the Scheduling tab is to let you check free/busy time for all of your meeting participants, all at once. The Scheduling tab with free/busy information unavailable. The image on this slide shows the Scheduling tab in a non-Exchange setting. (You might also see something like this if you're working offline or if you're experiencing other network connectivity issues.) You see the names of attendees, but you can't see when they're free or busy. [Note to trainer: We've included some links to more information about sharing free/busy information in the Quick Reference Card at the end of this course.] Note: You may be familiar with the concept of sharing calendars. While you don't need to share calendars to be able to see free/busy time, if you do decide to share, you'll be able to see the details of each other's schedules, such as the subject of your meetings. [Note to trainer: For more information about sharing calendars, you may be interested in the “See and share multiple calendars” training course.] Organize meetings with Outlook

Location, location, location
Logically enough, by filling in the Location box of the meeting request, you let everyone know where your meeting will be located. How this box gets filled in will also depend on how things are done at your company. The Location box in a meeting request. Organize meetings with Outlook

If your company uses Microsoft Exchange Server for its server, you may set up the location for your meeting by inviting the meeting room to your meeting—just as you would invite any other participant. You do this by specifying that the invited room is a resource. The Location box in a meeting request. For more details about how things are set up at your workplace, you'll need to contact your systems administrator or other technical guru. Before this process can work, someone at your company must set up conference rooms as "users" on the system. [Note to trainer: We've included a link for information about how to do this in the Quick Reference Card, linked to at the end of this course.] Organize meetings with Outlook

If your company doesn't use Microsoft Exchange Server to handle conference room scheduling, you can specify a location for your meeting by typing the location of the meeting into the Location box of the meeting request. The Location box in a meeting request. Remember that you may first need to check with an administrative assistant or write your name on a sign-up sheet outside of the conference room to reserve the room. Organize meetings with Outlook

Send the meeting request, track responses
Once you've set up the meeting in your own Calendar, click Send to send the meeting request to the participants. The Location box in a meeting request Note: Before you click Send, it's a good idea to check all the details because, unlike regular , there's no way to recall a meeting request once it has been sent. Organize meetings with Outlook

Once you've sent your request and started receiving responses, you can see how many people plan to attend by looking at the Infobar at the top of the meeting request in your Calendar (you need to open the request to see this). You can get more details by looking at the Tracking tab for the meeting item in your Calendar. The Location box in a meeting request. Do you remember what helps keep track of these details? That's right, the "sniffer." As we mentioned earlier in the course, the responses need to be in your Inbox for a short period of time so that the sniffer can process them correctly. If you're the kind of person who likes to file everything in folders for safekeeping (or to keep a "paper trail"), you'll be glad to know that once responses have been tallied, you can move them to a folder out of your Inbox. Organize meetings with Outlook

See the image at left. You can track the responses using these tabs. Use the Infobar on the Appointment tab. Look in the Response column on the Tracking tab. The Location box in a meeting request. Organize meetings with Outlook

See the image at left. Use these commands to control responses meeting-by-meeting. You'll see these commands on the Actions menu when the meeting is open for editing. Request Reponses and Allow New Time Proposals commands See responses. Allow others to propose new meeting times. Organize meetings with Outlook

The following options give you some control over your meeting request: Ignore responses: You can choose not to track the attendees' responses. Allow new time proposals: Since you’re in charge of the meeting, you decide whether to allow attendees to suggest new times for your meeting. Request Reponses and Allow New Time Proposals commands For example, if you're setting up a meeting for a large group, you may not want to see all of the responses individually. An attendee who has a scheduling conflict may propose a new meeting time in order to make it. For a large meeting, however, this may not be practical. Note: You cannot prevent meeting-request responses if you want to allow attendees to propose new times. You can modify these settings for all meetings that you make, or you can adjust them meeting-by-meeting to suit your needs, as we've shown in the image on this slide. [Trainer: We'll show you where to adjust these settings for all meetings in the practice session at the end of this lesson and again in the Quick Reference Card.] Organize meetings with Outlook

Wrong time, place, or person? Change it!
You can change any aspect of the meeting any time after the meeting request has been sent: First, make your changes in the meeting request in your Calendar. Then, send an update to the people who need to know about the change by clicking the Send Update button. Send Update button Organize meetings with Outlook

Here is the process to update a meeting. After you make a change to the meeting request, click Send Update. An updated meeting request is sent to attendees. Send Update button Organize meetings with Outlook

See the picture to the left. If you add or remove attendees, you can choose whether to send an update to everyone or only to those attendees who will be affected by the change. Send Update to Attendees dialog box Organize meetings with Outlook

Send updates to all attendees: If you've changed something substantial, like the time or location of the meeting, everyone needs to know. Send Update to Attendees dialog box Organize meetings with Outlook

Send updates only to some attendees: If you made changes to the attendee list only—for example, if you added one person to the meeting—there's no need to send the whole group an update. Send Update to Attendees dialog box Only the added or deleted attendees need to receive the updated request. Need to cancel a meeting? Use the Cancel Meeting command on the Actions menu. Note: In "The players" section of this course, we mentioned that once someone is an attendee, they're always an attendee. What that means is that even if someone declines a meeting, he or she will still receive updated meeting requests. If an attendee truly does not want to know about the meeting, you should remove that person from the attendee list entirely. Organize meetings with Outlook

Open the practice file. Open the sample meeting. Look at attendees and scheduling. Look at the Tracking tab. [Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2003, you won’t be able to access the practice instructions.] (Continued on next slide.) Organize meetings with Outlook

Suggestions for practice, cont’d.
Make changes to a meeting and send an update. Remove an attendee. Cancel the meeting. See how to always prohibit counterproposals. Online practice (requires Outlook 2003) Organize meetings with Outlook

Test 2, question 1 What is a quick way to know how many participants will be attending a large meeting? (Pick one answer.) Look at the Tracking tab and count the attendees. Open the meeting in your Calendar and look at the Infobar. Look in your Inbox, sort the messages by subject, and count the responses to your meeting request. Organize meetings with Outlook

Test 2, question 1: Answer Open the meeting in your Calendar and look at the Infobar. If you're tallying responses, the Infobar is your quickest way to see how many people are coming. Organize meetings with Outlook

Test 2, question 2 On the Scheduling tab of a meeting request, you can check _____ if your company is using Microsoft Exchange Server for its . (Pick one answer.) Whether an attendee is coming. Whether an attendee is free or busy. Whether the attendees can suggest alternate times. Organize meetings with Outlook

Test 2, question 2: Answer Whether an attendee is free or busy. For each attendee that's using Microsoft Exchange Server, you can check free/busy time by looking at the Tracking tab. You'll see different colored horizontal bars indicating that the attendee is Busy, Tentative, or Out of Office. If, instead, you always see a white band with slashes, meaning No Information, chances are that someone (you or the attendee) is not using Microsoft Exchange Server. Organize meetings with Outlook

Test 2, question 3 You can reassign ownership of a meeting once it has been set up. (Pick one answer.) True. False. Organize meetings with Outlook

Test 2, question 3: Answer False. Once a meeting has been set up by an organizer, that organizer is the only person who can own the meeting. To assign a new organizer, that person would need to create a new meeting. Organize meetings with Outlook

Test 2, question 4 The only detail about a meeting you've changed is the attendee list. You've added one person, "Chris Gray." What's the best update method to let only Chris know of the change? (Pick one answer.) When prompted, select the Send updates only to added or deleted attendees option. When prompted, select the Send update to all attendees option. There isn't a way to update only Chris. Organize meetings with Outlook

Test 2, question 4: Answer When prompted, select the Send updates only to added or deleted attendees option. Use this option, and you'll avoid cluttering the Inboxes of everyone else. You'll send one update to the person who really needs to know...and that's Chris, the person you added. Organize meetings with Outlook

When you receive a meeting request
Lesson 3 When you receive a meeting request

When you receive a meeting request
When a meeting request lands in your Inbox, it is automatically added to your Calendar. This reduces the potential for double- bookings and helps you to avoid missing meetings. You still need to reply to the meeting organizer, however, confirming your attendance. After all, how many people are always on top of all of the messages in their Inboxes? With a little know-how, you can do your part to keep the meeting organizer organized. This lesson will help you do that. Organize meetings with Outlook

How to respond So the request lands in your Inbox, and the meeting time is blocked out tentatively in your Calendar. Now, it's up to you to respond to the organizer's request. Animation: Right-click, and click Play. A meeting request in the Inbox [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, slide 65 is a duplicate of this one, with static art. Delete either this or slide 65 before using this presentation.] When someone sends a meeting request to your Inbox, the meeting is tentatively added to your Calendar. When you accept the meeting by clicking Accept, the meeting time is marked as Busy and a response is sent to the meeting organizer. To respond to a meeting request, click one of the buttons in the request. When you do this, a meeting response is created and sent to the meeting organizer. Once you respond, the request is removed from your Inbox. Note: You can keep meeting requests in your Inbox after you respond to them if you prefer. If you do this, you'll need to pay extra close attention to the text in the Infobar so that you don't respond multiple times. Organize meetings with Outlook

How to respond So the request lands in your Inbox, and the meeting time is blocked out tentatively in your Calendar. Now, it's up to you to respond to the organizer's request. A meeting request in the Inbox [Note to trainer: This slide is identical to slide 64 except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either this slide or slide 64 one before using this presentation.] When someone sends a meeting request to your Inbox, the meeting is tentatively added to your Calendar. When you accept the meeting by clicking Accept, the meeting time is marked as Busy and a response is sent to the meeting organizer. To respond to a meeting request, click one of the buttons in the request. When you do this, a meeting response is created and sent to the meeting organizer. Once you respond, the request is removed from your Inbox. Note: You can keep meeting requests in your Inbox after you respond to them if you prefer. If you do this, you'll need to pay extra close attention to the text in the Infobar so that you don't respond multiple times. Organize meetings with Outlook

How to respond Your main choices for responses are: Accept Decline Tentative A meeting request in the Inbox Tips: Before you respond, read the text in the Infobar to make sure you're responding to the most up-to-date version of the request; and: If you want to check your Calendar before you respond to a request, you can click the Calendar button on the Standard toolbar of the request. Accept a meeting that you know you'll be able to attend. When you accept a meeting, the meeting is scheduled in your Calendar and you receive updates if the meeting organizer changes the details of the meeting. If others view your free/busy time, the time appears as Busy by default. Decline a meeting if you can't go. Declining a meeting deletes the item from your Calendar and frees that block of time but it does not sever your ties with the meeting. You'll still get updates if the meeting organizer makes them, and you'll have the opportunity to respond to the update. Caution: If you simply delete the request without responding, you will lose the meeting request from your Calendar. If you truly want to opt out of a meeting, you may want to ask the organizer to remove your name from the attendee list. Tentative: Use this option if you're interested in the meeting but aren't sure whether you'll be able to make it. The meeting is scheduled in your Calendar, and that block of time is displayed to others as tentatively unavailable. Organize meetings with Outlook

How to respond After you click one of the buttons to respond to a meeting request, you are given three options for your response: Include a message with your response Send the response right away Do not send a response at all The Accept button in a message box Organize meetings with Outlook

How to respond Include a message with your response. Do you need to let the meeting organizer know that you might be late? Maybe you need to verify if lunch will be provided at a lunchtime meeting or whether you need to bring anything to a client presentation. When you respond to a meeting request, you can send a personal note to the organizer. The Accept button in a message box Only the meeting organizer will see your message—it doesn't go to the rest of the attendees. Organize meetings with Outlook

How to respond Send the response right away. The meeting response is sent back to the organizer's Inbox, and the meeting entry is updated in the Calendar. The Accept button in a message box Organize meetings with Outlook

How to respond Do not send a response at all. The meeting response is sent back to the organizer's Inbox, and the meeting entry is updated in the Calendar. The Accept button in a message box Tip: It's always best to send a response to a meeting request. Organize meetings with Outlook

How to respond See the image to the left. To include a message with your response: Respond to the meeting request. Select Edit the response before sending, and click OK. Write your message in the response before sending it to the meeting organizer. The Accept button in a message box Organize meetings with Outlook

See who else is coming Want to know who else is invited? It may be considered rude to ask, but with Outlook you can look for yourself and no one will be the wiser. The Scheduling tab of a meeting request Note, however, that only the meeting organizer knows who is coming for sure. Why? Because only the meeting organizer receives the responses to the meeting request, and it's the responses that tell the meeting organizer who is coming and who isn’t. Organize meetings with Outlook

See who else is coming You can use the Scheduling tab to see who else is coming to the meeting: Open the meeting request. Click the Scheduling tab. You'll see a list of all of the other people who were invited to the meeting. The Scheduling tab of a meeting request If you’re using Microsoft Exchange Server for your , you'll see the colored bars, which indicate free/busy time for attendees. Organize meetings with Outlook

Want to meet at a different time?
You can propose a different time for the meeting by using the Propose New Time button . When you do this, the meeting organizer receives your request. But, as with all things about the meeting, the organizer gets to make the final decision about the new meeting time. Propose New Time button Note: As mentioned in the first lesson, the organizer has the ability to turn this feature off. Organize meetings with Outlook

Want to meet at a different time?
To propose a new meeting time: Click Propose New Time to suggest a new meeting time. The meeting organizer can choose whether to accept the proposal. The organizer can also view all proposals at once. Propose New Time button Organize meetings with Outlook

It's in your calendar, but you don’t own it
Once you've accepted (or tentatively accepted) a meeting request, you'll have the ability to open and modify it in your own Calendar—but you shouldn't. Remember, you don't own the meeting, so it's not really yours to change. Meeting in Calendar with reminder from attendee Opening the meeting to see its details is fine; however, it's bad practice to modify the details of a meeting that you don't own. Why? Because changes you make will be overwritten if the meeting organizer sends an updated request. That means that if you set a reminder for the meeting because the organizer didn't, your reminder will be overwritten if the meeting gets updated. Organize meetings with Outlook

It's in your calendar, but you don’t own it
See the image to the left. An appointment in the Calendar with a reminder that was set by the attendee, not the meeting organizer. The meeting organizer sends an update. The reminder is overwritten. Meeting in Calendar with reminder from attendee Organize meetings with Outlook

Use caution when forwarding
Does someone else need to know about this meeting? It's possible to forward a meeting request to someone else. When you forward a meeting request, if that person responds to it, the meeting organizer will receive a message directly from that person—you'll be out of the loop. Forward command on Actions menu Organize meetings with Outlook

Will the forwarded request be an unpleasant surprise to the organizer? Before you forward a meeting request, think about whether the meeting organizer will be inconvenienced by your actions. Forward command on Actions menu It's easy to forward a meeting request using the Forward command on the Actions menu. But the meeting organizer might not appreciate your action. Think before you forward. Organize meetings with Outlook

For example, think about these factors: Are there space limitations for the meeting location? Is there a cost associated with the meeting? (Is the organizer providing expensive handouts or lunch?) Is the subject matter of the meeting likely to be controversial or confidential? Forward command on Actions menu These are just a few thoughts. You may be aware of other issues that could make forwarding a bad idea. In these situations, it's best to ask the meeting organizer to add a new attendee rather than taking matters into your own hands. For some meetings, an organizer may feel that the more, the merrier. In these cases, feel free to forward away. Organize meetings with Outlook

Open the practice file. Accept a meeting request. Tentatively accept a meeting. Change time to display as free. [Note to trainer: With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice session. In the practice session, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2003, you won’t be able to access the practice instructions.] (Continued on next slide.) Organize meetings with Outlook

Suggestions for practice, cont’d.
Propose a new time. Clean up and close the practice file: Close the practice data file. Delete "Undeliverable" messages. Online practice (requires Outlook 2003) Organize meetings with Outlook

Test 3, question 1 If you modify your copy of a meeting request (for example, by adding important notes about items that you want to talk about at the meeting), what's the danger? (Pick one answer.) You'll lose the changes if the meeting organizer updates the meeting. Other people will be able to see your notes because the meeting request includes other attendees besides yourself. Modifying the request will cause you to become the meeting organizer, and you'll be the new owner of the meeting. Organize meetings with Outlook

Test 3, question 1: Answer You'll lose the changes if the meeting organizer updates the meeting. There's always a risk of losing changes you make to a meeting you don't own. Organize meetings with Outlook

Test 3, question 2 You aren't interested in the meeting and you don't want to receive updates. How should you respond? (Pick one answer.) Tentative. Just decline. Decline, and ask to be removed from the attendee list. Organize meetings with Outlook

Test 3, question 2: Answer Decline, and ask to be removed from the attendee list. If you're truly not interested, you'll need to have the meeting organizer remove you from the attendee list. This could be the perfect opportunity to use the Edit the response before sending option when you send your response. Organize meetings with Outlook

Test 3, question 3 A meeting appears in your Calendar with a free/busy status of Tentative. You haven't yet responded to the request, but since you want to be tentative about the meeting, there's no need to do anything more. (Pick one answer.) True. False. Organize meetings with Outlook

Test 3, question 3: Answer False. Some action is required on your part so that the meeting organizer knows your intentions. If you do nothing, the organizer sees your status as No Response. To let the organizer know you're tentative, you have to respond as such. Organize meetings with Outlook

Test 3, question 4 The meeting organizer has contacted you because uninvited attendees are accepting meeting requests for a meeting (and there's not enough room for everyone). What's the likely cause? (Pick one answer.) The organizer may have forgotten to clear the Request Responses option. Someone is forwarding the meeting requests to uninvited people. The location wasn't specified. Organize meetings with Outlook

Test 3, question 4: Answer Someone is forwarding the meeting requests to uninvited people. That's the most likely scenario. When a meeting request is forwarded, the forwardee can accept the meeting request just as if that person had been invited by the organizer. If the meeting organizer is trying to keep the number of participants to a certain size or limit it to a certain group of people, forwarding can be problematic. Organize meetings with Outlook

Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Organize meetings with Outlook

Microsoft® Office Outlook® 2003 Training

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Microsoft® Office Outlook® 2003 Training

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