• Creating Meeting Requests
• Creating Recurring Meetings
• Modifying Meetings
• Modifying Recurring Meetings
• Deleting Meetings
• Deleting Recurring Meetings
• Free/Busy Schedule
• Viewing Other’s Free/Busy Schedules
• Viewing Other’s Free/Busy Schedules While Creating a Meeting Request
• Free/Busy Legend
• Creating a Group Scheduling List
• To check a Group’s Schedule
• Create a Meeting Using the Plan a Meeting Feature
• Receiving Meeting Invitations
• Accepting Meetings (Single Meetings or Recurring Meetings)

• In your Calendar, click the down arrow beside the New button in the Standard Toolbar (see Figure 60)

Figure 60 – Click the down arrow beside the New button and select Meeting Request

• A new Meeting window will open (see Figure 61)

Figure 61 – A new Meeting window

• Enter the meeting title in the Subject: field, the location of the meeting in the Location: field, and details of the meeting in the main text box (see Figure 62)

Figure 62 – Enter the subject, location, and details of the meeting in the appropriate fields

• Click the down arrow beside the Start time: field and select the start date for your meeting in the mini-calendar (see Figure 63)

Figure 63 – Click the down arrow and select a start date in the mini-calendar

• Click the down arrow beside the start time field and select the start time of your meeting (see Figure 64)

Figure 64 – Click the start time and select your meeting’s start time

• Click the down arrow beside End time: and select the end date for your meeting in the mini-calendar (see Figure 65)

Figure 65 – Click the down-arrow and select your meeting’s end date in the mini-calendar

• Click the down arrow beside the end time field and select an end time for your meeting (see Figure 66)

Figure 66 – Select an end time for your meeting

• Click the down arrow beside the Label: field and select the proper classification for your meeting (see Figure 67)

Figure 67 – Click the down arrow and select a classification for your meeting

• Make the proper reminder selections if you want to be reminded of this meeting (see Figure 68)

Figure 68 – Make the proper selections for reminders and the free/busy schedule

• Make the proper selection for how you want this meeting to appear in your free/busy schedule (see Figure 68)
• Click the To… button to invite others from your Personal Contacts List (see Figure 69)

Figure 69 – Click on the To… button to invite people from your Personal Contacts List

• Your Personal Contacts List will open (see Figure 70)
• Highlight the contacts you want to invite and click on the Required button (see Figure 70)

Figure 70 – Highlight the contacts you want to invite and click on the Required button

• When you have finished, click on the OK button to go back to the Meeting window
• To invite someone from the Global Address List, click on the To… button again
• Under the Show Names from the: heading, select the Global Address List (see Figure 71)

Figure 71 – Select the Global Address List

• Under the Type Name or Select from List: heading, begin typing in the first and last name of the person you want to invite – Outlook will automatically show names from the Global Address List that best match what you type (see Figure 72)

Figure 72 – Names that best match what you type will appear

• Highlight the name of the invitee and click on the Required-> button
• When you are finished, click on the OK button
• When you are finished, click on the Send button in the Standard Toolbar (see Figure 73)

Figure 73 – Click on Send to send the meeting to the people you invited

• The meeting window will close the meeting event will now appear in your Calendar

• Create a new meeting
• Enter the appropriate information
• Invite the attendees
• Click on the Recurrence button in the Standard Toolbar (see Figure 74)

Figure 74 – Click the Recurrence button to make your meeting reoccur

• The Recurrence window for that meeting will open (see Figure 75)

Figure 75 – The Recurrence window for your meeting; select the proper options to determine how often you want your meeting to reoccur

• Select the options to determine how often you want your meeting to reoccur
• When you are finished, click on OK
• Information about the Recurrence will appear in the Meeting window (see Figure 76)

Figure 76 – Information about the meeting’s Recurrence

• Click on Save and Close on the Standard Toolbar
• The meeting window will close and your meeting will appear in your calendar

• In your Calendar, right-click on the meeting you want to modify (see Figure 77)

Figure 77 – Right-click on the meeting you want to modify and select Open in the menu

• The meeting window for that event will open
• Make the necessary changes
• When you are finished, click on Save and Close in the Standard Toolbar
• You will be prompted whether or not you want to send an update of the meeting to the attendees of the meeting (see Figure 78)

Figure 78 – Make the appropriate decision of whether or not you want to send a Meeting update

• Click on Yes if you want to send attendees an update or No if you do not want to
• When you click on either Yes or No, the meeting will window will close and the meeting will appear in your calendar reflecting the changes you’ve made
  

• In your Calendar, right-click on the meeting you want to edit
• Select Open in the menu
• You will be prompted on if you want to open the current meeting you right-clicked on or the entire series of the recurring meeting (see Figure 79)

Figure 79 – Select either the current occurrence or the entire series of meetings to edit

• That meeting window will open
• Make the necessary changes to the meeting
• Click on Save and Close in the Standard Toolbar
• You will be prompted if you want to send the changes to the meeting attendees (see Figure 80)

Figure 80 – Make the decision to either send the meeting update or not

• Select Yes if you want to send an update of the changes or select No if you do not want to send an update to the attendees
• The meeting window will close and the updated changes will be reflected in your Calendar

• In your Calendar, right-click on the meeting you want to delete
• Select Delete in the menu (see Figure 81)

Figure 81 – Select Delete to remove the meeting from your Calendar

• You will be prompted whether or not you want to send a cancellation notice to the attendees (see Figure 82)

Figure 82 – Make the decision whether or not you want to send a notice to your attendees of the meeting cancellation

• If you selected Send cancellation and delete meeting, the meeting window will open and you can enter information about the meeting cancellation
• Click on Send in the Standard Toolbar
• The notice will be sent to the attendees of the meeting cancellation

Note: If you selected "Delete without sending a cancellation" the meeting will just be removed from your Calendar and no notice will be sent to your attendees

• In your Calendar, right-click on the meeting you want to delete
• Select Delete in the menu (see Figure 83)

Figure 83 – Right-click on the meeting you want to remove and select Delete in the menu

• A prompt will appear asking if you want to delete the meeting you right-clicked on or the entire series of the same meeting (see Figure 84)

Figure 84 – Select if you want to delete just the meeting you right-clicked on or the entire series of the same meeting

• Make your selection and click on OK
• You will be prompted whether or not you want to send a cancellation notice to the attendees (see Figure 85)

Figure 85 – Make the decision whether or not to send a cancellation notice to your attendees

Note: If you selected "Delete without sending a cancellation" your meeting will just be removed from your calendar and no notification will be sent to your attendees.

• If you selected Send cancellation and delete meeting, the meeting window will open
• Enter information regarding the meeting cancellation and click Send on the Standard Toolbar
• Your attendees will be notified of the cancellation and the meeting will be removed from your Calendar

The free/busy schedule displays blocks of your availability and unavailability. This tool can be used to people’s availability when you are trying to schedule a meeting.
Figure 86 is an example of the free/busy schedule.

Figure 86 – The free/busy schedule

There are 2 ways to check someone’s free/busy schedule

• While you are creating a meeting request– in the Scheduling tab of a new meeting request, you can add your attendees and view their schedules simultaneously
• Creating a Group Scheduling List – you can create a group of attendees who’s schedules you want to see prior to booking a meeting (this is useful when you conduct meetings on a regular basis with the same group of people)

• Create a new meeting request
• Click on the Scheduling tab (see Figure 87)

Figure 87 – Click on the Scheduling tab to access the free/busy schedule

• Click the Add Others button (see Figure 88) and select Add from Address Book to add someone from your Contacts List

Figure 88 – Add someone from your Contacts List to view their free/busy schedule

• Your Contacts List opens (see Figure 89)

Figure 89 – Highlight the Contacts you want to add and click the Required button

• Click on OK when you are finished
• The people you selected from your Personal Contacts List will now appear in the All Attendees list (see Figure 90)

Figure 90 – Attendees from your Contacts List

• To add someone from the Global Address List, click where it says Click here to add a name in the All Attendees list (see Figure 91)

Figure 91 – Click to add a name from the Global Address List

• Type the Full Name, First Name, or Last Name of the person you want to add and click on the Check Names button in the Standard Toolbar (see Figure 92)
  

Figure 92 – Type the name of the person you want to add from the Global Address List and click on the Check Names button in the Standard Toolbar

• A window with a list of possible matches opens
• Find the name of the person you want to add and highlight their name by clicking on the name
• Click OK
• That person will now be added to the All Attendees list (see Figure 93)

Figure 93 – Adding someone from the Global Address List to the All Attendees list in order to check their free/busy schedule

• Use the mini-calendars and times beside Meeting start time: and Meeting end time: to select the date and time range you want to view everyone’s free/busy schedule (see Figure 94)

Figure 94 – Use the mini-calendars and times to select the block of time you want to view

• The range you selected will be outlined in white (see Figure 95)

Figure 95 – The range you selected will be outlined in white

• Blue Blocks (Busy): indicate that the person is Busy and has another commitment
• Striped Blue Blocks (Tentative): indicate that the person has been invited to another meeting but has not yet accepted that meeting
• Purple (Out of Office): indicates that the person is not in the College (this can be used for vacations, appointments, or any other event that requires that person to leave the College)
• White Striped Box (No Information): indicates that there is not information available for that block of time

You can use the Group Scheduling feature in Microsoft Outlook 2003 to create a group of attendees to view their free/busy schedules.

• In your Calendar, click on the View Group Schedules icon in the Standard Toolbar (see Figure 96)

Figure 96 – The View Group Schedules icon

• The Group Schedules window opens (see Figure 97)

Figure 97 – The Group Schedules window

• Click on New
• Enter a name for your new Group Schedule (see Figure 98)

Figure 98 – Name your new Group Schedule

• Click OK
• A blank free/busy schedule grid will open (see Figure 99)

Figure 99 – A blank free/busy schedule grid

• To add someone from your Personal Contacts List, click on the Add Others button (see Figure 100)

Figure 100 – Click on Add Others and highlight Add from Address Book to add someone from your Personal Contacts List

• Select Add from Address Book in the menu (see Figure 100)
• Your Personal Contacts List will open
• Highlight each person you want to add and click on To: (see Figure 101)

Figure 101 – Highlight each person you want to add to your Group Schedule and click on To:

• When you are finished, click on OK to go back to the free/busy schedule
• The people from your Personal Contacts List will appear in the free/busy schedule (see Figure 102)

Figure 102 – People from your Personal Contacts List in your Free/Busy Group Schedule

• To add someone from the Global Address List, click on Click here to add a name (see Figure 103)
  

Figure 103 – Click to add a person from the Global Address List

• Type in the Full Name, First Name, or Last Name of the person you want to add (see Figure 104)

Figure 104 – Type the name of the person and press the Tab key – the name will be underlined in red if there are multiple matches

• Press the Tab button on your keyboard
• If there are multiple matches to the name you entered, the name will be underlined in red (see Figure 104)
• Right-click on the name and a list of possible matches will appear (see Figure 105)

Figure 105 – Right-click on the underlined name and either select a name or select More… to see more names

• If the name you are searching for isn’t in the immediate list, select More… in the menu (see Figure 105) otherwise, select the name in the list
• When you are finished, click on Save and Close
• You can now refer back to that Group Schedule whenever you want to see the free/busy schedules for everyone on the list

• In your Calendar, click on the View Group Schedules icon in the Standard Toolbar
• The Group Schedules window will open
• Highlight the group whose schedule you want to look at (see Figure 106)

Figure 106 – Highlight the group you want to view and click Open

• You are now able to see that group’s free/busy schedule (see Figure 107)

Figure 107 – The free/busy schedule for a group you created

Note: To create a meeting in Group Scheduling, click on "Make Meeting" and select "New Meeting with All" to create a meeting that will include everyone in your Group Schedule.

The Plan a Meeting Feature allows you to view Invitees’ Free/Busy schedule prior to creating the meeting.

• In your Outlook, click on either the Calendar button or icon
• Click on Actions in the Menu Bar and select Plan a Meeting… (see Figure 108)

Figure 108 – Click Actions and select Plan a Meeting…

• The Plan a Meeting window opens (see Figure 109)

Figure 109 – the Plan a Meeting window

• Click on the Add Others button and select Add from Address Book (see Figure 110) to add Meeting Invitees to the All Attendees List

Figure 110 – Click on Add Others and select Add from Address Book

• Use your Personal Contacts and/or the Global Address List to add Meeting Invitees
• Once all the names of the Invitees have been added, their Free/Busy Schedules are showed (see Figure 111)

Figure 111 – With the Plan a Meeting Feature, you are able to see all Meeting Invitees’ availability for a specific date and time before you create the Meeting Event

• Use the Meeting start time: and Meeting end time: features to view the availability for those times
• To create the Meeting Event, click on the Make Meeting button
• A new Meeting Window will open with the names of the Meeting Invitees and the date and time already filled in
• Add the necessary information (room number, meeting subject, any notes you would like to make regarding the meeting)
• Click the Send button to send the meeting to Invitees

When you are invited to a meeting, the notification will appear in your Inbox (see Figure 112)

Figure 112 – You will receive Meeting Invitations in your Email

• In your Inbox, double-click on the meeting to view its details (see Figure 113)

Figure 113 – Meeting Invitation details

• You can type in any messages regarding the meeting in the text box (see Figure 114)

Figure 114 – Add comments or suggestions relating to the meeting in the main text box

• When you are finished, you can either click on Accept (to let the meeting organizer know that you will be attending), Tentative (to let the meeting organizer know that you are not sure you will be able to attend the meeting), Decline (to let the organizer know that you will not be attending), or Propose New Time. These buttons are all located on the Standard Toolbar (see Figure 115)

Figure 115 – Accept, mark yourself as Tentative, Decline, or Propose a New Time

• You will be prompted to either edit the response before sending, send the response now, or don’t send a response (see Figure 116)

Figure 116 – Make a selection to either edit the response, send the response, or to not send a response

• If you are ready to send your response, select Send the response now and click OK
• The meeting invitation be removed from your Inbox
• Unless you declined the meeting invitation, the meeting will appear in your Calendar

Note: For Recurring Meetings the procedure is the same, however if you accept the meeting invitation you will be accepting to ALL the meetings in the Series.