Core Training for Microsoft Office XP

Scheduling and Managing Meetings

Scheduling Meetings

1 To start scheduling a meeting, click the Actions menu and click Plan a Meeting.
2 In the Plan a Meeting dialog box, notice that your name is listed in the All Attendees list, click the Add Others button, and then click Add from Address Book in the list.
3 In the Select Attendees and Resources dialog box, click Chris Hill, hold down the CTRL key, click Conference Room 1, and then click the Required button.
4 To add an optional invitee, click twice below the scroll box on the scroll bar, click Mandy Vance, and then click the Optional button.
5 To close the Select Attendees and Resources dialog box, click the OK button, and notice that the attendees you just specified are now added to the All Attendees list, with icons that indicate whether their attendance is required or optional.
6 To specify the start time of the meeting, click to the right of the scroll box on the horizontal scroll bar, click the 3:00 time slot, and notice that the meeting start time is now set for 3:00 PM.
7 To extend the length of the meeting to one hour, click the second Meeting end time arrow and click 4:00 PM (1 hour) in the list.
8 To create the meeting request, click the Make Meeting button.
9 In the Meeting window, type World Wide Importers Offsite Meeting Planning in the Subject box and press the TAB key.
10 To specify where the meeting will take place, type Conference Room 1 in the Location box.
11 To send the completed meeting request, click the Send button on the Standard toolbar.
12 To close the Plan a Meeting dialog box, click the Close button.

Responding to Meeting Requests

1 To verify whether a meeting request would interfere with previous engagements before accepting it, double-click the Quarterly Sales Meeting meeting request from Chris Hill and click the Calendar button on the Standard toolbar.
2 In the Calendar window, verify that no conflicts exist and click the Close button on the title bar of the window.
3 To accept the meeting request, click the Accept button on the Standard toolbar.
4 When prompted to specify how you want to respond to the request, make sure that the Send the response now option is selected and click OK.
5 Notice that the Soccer Practice meeting request from John Evans is opened, and click the Decline button on the Standard toolbar.
6 When prompted to specify how to respond to the request, make sure that the Edit the response before sending option is selected and click OK.
7 In the Meeting Response window, type Sorry, John, I'll have to miss this practice since I'll be in sunny Hawaii! and click the Send button on the Standard toolbar.
8 To propose a new time for a meeting you have been invited to, double-click the Lunch with Stephanie meeting request from Mandy Vance.
9 In the Meeting window, click the Propose New Time button on the Standard toolbar.
10 In the Propose New Time dialog box, click the 1:00 column in the Free/Busy area and drag the right edge of the meeting time to 2:30.
11 Notice that the start and end times have been updated, and click the Propose Time button.
12 In the Meeting Response window, type Stephanie's plane doesn't land until noon and click the Send button on the Standard toolbar.

Updating and Canceling Meeting Requests

1 To update a scheduled meeting based on new information you just received, double-click the Account Review: Coho Winery meeting.
2 In the Meeting window, click the Scheduling tab to update the start time of the meeting.
3 On the Scheduling tab, click the 11:00 AM time slot for June 5th in the Free/Busy area and drag the right edge to the 12:00 PM time slot.
4 To modify the list of meeting attendees, click the Add Others button and click Add from Address Book in the list.
5 In the Select Attendees and Resources dialog box, click Mandy Vance in the Optional box and press the DELETE key.
6 To close the Select Attendees and Resources dialog box, click OK.
7 To send the updated meeting request, click the Send Update button on the Standard toolbar.
8 To cancel a meeting that is no longer needed, click 4 in the Date Navigator for the month of June 2003.
9 To select the meeting to cancel, double-click the Contoso Ltd. Account Update meeting.
10 In the Meeting window, click the Actions menu and click Cancel Meeting.
11 When prompted to specify how to notify the attendees that the meeting has been canceled, make sure that the Send cancellation and delete meeting option is selected and click OK.
12 To send the cancellation notice, click the Send button on the Standard toolbar.