Planning and Scheduling Meetings in Outlook 2010

Using your Outlook Calendar

Why use Outlook Calendar?

You can easily:

• Check availability• Track responses to an invite• Share documents in advance of a meeting• Notify attendees of changes to

date/time/location• Set meeting reminders for the forgetful

Getting started

• Agree as a team to use the Outlook Calendar for all appointments

• Share your calendar with your team

• Set your calendar options to show your working hours.

• Keep your own calendar up to date

Share your calendar

1. Click on Calendar

2. Click on Share Calendar

3. Type the name / distribution list of the people you want to share with

4. Tick to request to see recipient’s calendar

5. Choose how much information you want to share

6. Click on

You can mark individual appointments as private to show your availability but hide the details from your colleagues (e.g. medical appointments).

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Set your calendar options

• Click on the File tab and select Options

• Click on Calendar • Set your work days

and times• To add bank holidays

quickly, click on Add holidays

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Room availability

• Bookings for pooled rooms are managed by the Estates and Facilities management team• Visit

http://staffcentral.brighton.ac.uk/estateandfacilities/our-services/room-bookings.html for information

• You can maintain a shared calendar for meeting rooms your team manages– Not possible for rooms managed by E&FM (CMIS)– You can use the calendar for an existing shared mailbox– Allows people to check room availability using the calendar– Categories can be used to distinguish between rooms where

more than one room is managed by one team

Scheduling a meeting using Outlook

1. Create an appointment

2. Invite attendees

3. Schedule the appointment / check availability

4. Send the meeting request

5. Track responses

1. Create the appointment

• Click on your Calendar• Locate the date you propose for

the meeting• Double click on your preferred

start time• In the appointment, specify:

1. Subject

2. Location

3. Start & End Time

4. Text for the email invitation sent to attendees

• For regular meetings with the same group, click recurrence to schedule all at once

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• To attach documents or emails relating to the meeting, click on the Insert tab and choose or

2. Invite attendees

1. Click on

2. Add the attendees to the To field

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3. Check availability

1. Click on if the Room Finder pane is not visible on the right.

2. The suggested times pane shows availability for your selected day

– The best times for your meeting on the selected day are at the top.

3. If there are conflicts on your selected day, the colour coded calendar gives you an overview of availability on other days.

– Click on a day shaded white on the calendar to move the meeting to a day when all attendees are available.

4. The suggested times pane shows availability, with the best times for your meeting on the selected day at the top.

– Double click on a time to move your meeting to this date and time.

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4. Send the meeting request

1. Click on

2. All attendees will receive an email invitation

3. Attendees can use buttons to

– Accept*– Tentatively accept*– Decline– Propose a new time

*Appointment will automatically be added to the recipient’s calendar

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5. Track responses

1. Click on your Calendar

2. Double-click to open the appointment

3. Click on

4. Responses are shown where attendees have responded

– This only works if respondent chooses to “Send the response now”.

– If people do not send a response, they will show as “None” (but could still plan to attend!)

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To change a meeting

1. Click on your Calendar

2. Double-click to open the appointment

3. To cancel a meeting, click

4. Use start time/end time to change the date and/or time

5. Update the message text and then click on to send an update to the meeting details

6. Delete a name from the To field to cancel their invitation.

Outlook will ask you whether you want to send an email update for appointment changes.

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Want to have a go?

• Feel free to stay back• I’ll be here to help

Need to dash?

• A training guide for Outlook (including calendar) is available on www.brighton.ac.uk/is/docs

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