Core Training for Microsoft Office Outlook 2003

Scheduling and Managing Meetings

Scheduling Meetings

1To begin planning a meeting, you first need to select the meeting's date, so in the Date Navigator, click November 19.
2To plan the meeting on the selected date, click the Actions menu, and then click Plan a Meeting.
3Notice that, in the Plan a Meeting dialog box, Ben Smith (yourself) is the only attendee. To add other attendees, click Add Others, and in the drop-down list, click Add from Address Book.
4To add a required attendee, in the Select Attendees and Resources dialog box, in the Name list, click Kim Akers, and then click Required.
5To add an optional attendee, in the Name list, click David Ortiz, and then click Optional.
6To add the selected attendees to the meeting, click OK.
7To view attendee availability for Tuesday, November 18, 2003, in the Free/Busy area (the schedule to the right of the All Attendees list), click the indicated area of the horizontal scroll bar.
8To select a time, in the Free/Busy area, click the 9:00 A.M. time slot.
9To change the end time of the meeting, in the Free/Busy area, drag the red bar on the right edge of the selected meeting time to 10:00 A.M.
10To create a meeting request for the selected time slot, click Make Meeting.
11To specify the subject of the meeting in the new Meeting form, for the purposes of this exercise, press SPACEBAR, and Plan for Home Show Exhibition will be typed for you in the Subject box.
12To enter the location of the meeting, press the TAB key and then press SPACEBAR, and 2nd Floor Conference Room will be typed for you in the Location box.
13Notice that a reminder is set to appear by default 15 minutes prior to the meeting. To change the time when attendees receive the reminder, click the Reminder arrow, and in the drop-down list, click 30 minutes.
14To send the meeting request to the listed attendees, on the meeting form's toolbar, click Send.
15To return to the Calendar, in the Plan a Meeting dialog box, click Close.
16To view the new meeting in your Calendar, in the Date Navigator, click November 18.
17To open the Plan for Home Show Exhibition meeting, double-click it.
18To remove the reminder for this meeting, click the Reminder check box to clear the check mark.
19To save your changes, on the meeting form's toolbar, click Save and Close.

Responding to Meeting Requests

1To view the details of a meeting request, in the Inbox, double-click the Weekly Status meeting request.
2To view the meeting in your Calendar before you respond, on the meeting form's toolbar, click the Calendar button.
3The meeting appears to pose no scheduling conflicts. To return to the meeting form, click the Calendar window's Close button.
4To accept the meeting request, on the meeting form's toolbar, click Accept.
5To send a standard response that informs the meeting's organizer of your acceptance, make sure the default Send the response now. option is selected, and then click OK.
6To check for scheduling conflicts with the Project Kick-off meeting request, in the Inbox, double-click the Project Kick-off meeting request, and then on the toolbar, click the Calendar button.
7Notice that the proposed meeting conflicts with an all-day event away from the office. To return to the meeting request, click the Calendar window's Close button.
8To decline the selected meeting request, on the toolbar, click the Decline button.
9To send a personalized response to the meeting's organizer, make sure the default Edit the response before sending. option is selected, and then click OK.
10To enter the text of your response, for the purposes of this exercise, press SPACEBAR, and the message text will be typed for you in the message body.
11To send the response, on the message window's toolbar, click Send.
12To propose a new time for a requested meeting, in the Quarterly Status message now displayed, in the Reading Pane, click Propose New Time.
13To select the time you want to propose, in the Free/Busy area of the Propose New Time: Quarterly status window, click the 11:00 column, and then drag the right edge of the meeting time to 12:00.
14To propose the new time, click the Propose Time button.
15To add a personal message to the response, press SPACEBAR, and the message text will be typed for you in the message body.
16To send the response, on the meeting form's toolbar, click Send.

Updating and Canceling Meetings

1To open an existing meeting that you want to update, in the Calendar, double-click the Conference Planning meeting.
2To reschedule this meeting, in the meeting form, click the Scheduling tab.
3In the Free/Busy area, click once to the right of the scroll box on the horizontal scroll bar to view the attendees' schedules for November 11, click the 11:00 A.M. time slot, and drag the right edge of the shaded area to 12:00 P.M.
4To delete an attendee from the meeting, in the All Attendees list, click the envelope icon for Kim Akers, and then click Don't send meeting to this attendee.
5To send the updated meeting, on the meeting form's toolbar, click Send Update.
6To open an existing meeting that you need to cancel, in the Date Navigator, click November 13, and then double-click the Schedule Review meeting.
7To cancel the meeting, on the meeting form's menu bar, click the Actions menu, and then click Cancel Meeting.
8To create a cancellation notification that you can send to all invitees, notice that in the message box, the Send cancellation and delete meeting option is selected by default, and click OK.
9To send the meeting cancellation notice, on the meeting form's toolbar, click Send.

Using Multiple Calendars

1To create a new Outlook Calendar, click the New arrow, and then click Folder in the drop-down list.
2To specify the folder name, in the Create New Folder dialog box, for the purposes of this exercise, press SPACEBAR, and Home Show will be typed for you in the Name box.
3Notice that in the Folder contains box, Calendar Items has already been selected. To place the new calendar at the same level as your own Outlook Calendar, in the Select where to place the folder box, click the Mailbox - Ben Smith folder.
4To create the new calendar, click OK.
5To display the new Home Show calendar next to your own, in the Navigation Pane, in the My Calendars list, click the Home Show check box to insert a check mark.
6To view group schedules, on the Standard toolbar, click the indicated View Group Schedules button.
7To create a new group schedule, in the Group Schedules dialog box, click the New button.
8To name the group schedule, press SPACEBAR, and Home Show Team will be typed for you in the Type a name for the new Group Schedule box.
9To display the new group schedule, click OK.
10Notice that the Home Show Team group schedule still has no members. To add members, click Add Others, and then in the drop-down list, click Add from Address Book.
11To add two new group members, in the Select Members dialog box, in the Name list, double-click Ben Smith, and then double-click Kim Akers.
12To add another group member, in the Name list, click David Ortiz, click the To button, and then click OK.
13To see the most recent schedule information for the group members, on the Home Show Team group schedule, click Options, and then click Refresh Free/Busy.
14To view schedule information for a different date, click the Go to arrow, and then click November 17.
15To zoom out and display the entire week at a glance, click the Zoom arrow, and then click 50% (Week View) in the drop-down list.
16To create a new meeting with the other members, in the Home Show Team dialog box, click Make Meeting, and on the drop-down list click New Meeting with All.
17To cancel the meeting and return to the group schedule, click the Meeting form’s Close button, and then in the message box that asks if you want to save changes, click No.
18To save the new members and close the group schedule, in the Home Show Team group schedule, click the Save and Close button.
19To close the Home Show calendar and return to displaying only your own Calendar, in the Navigation Pane, in the My Calendars list, click the Home Show check box to clear the check mark.

Saving a Calendar as a Web Page

1To begin saving your Calendar as a Web page, click the File menu, and then click Save as Web Page.
2To specify the beginning of the time period you want to display in the Web page, in the Save as Web Page dialog box, click the Start date arrow, and then in the drop-down calendar, click November 1.
3To specify the end of the time period you want to display, click the End date arrow, and then in the drop-down calendar, click November 30.
4To change the Web page title, click to the right of the words Ben Smith in the Calendar title box, press SPACEBAR, and the words November 2003 will be typed for you.
5To specify the file name and location for saving the calendar, click Browse.
6To name the file, press SPACEBAR, and Nov2003 will be typed for you in the File name box.
7To save the file in your Garden Company folder, click the Garden Company folder, click Open, and then click Select.
8To finish saving the Web page and open it in your Web browser, notice that the Open saved web page in browser check box is selected by default, and click Save.
9To close the Web browser after viewing your new Web Calendar, click the browser window's Close button.