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Part 6. Using Outlook > Task 5 How to Plan a Meeting

Task 5 How to Plan a Meeting

If you're using Outlook on a network that uses Microsoft Exchange Server, or if you have access to other people's Calendars through the intranet or Internet, you can use the Plan a Meeting feature to schedule meetings with others. The feature also enables you to designate any resources needed for the meeting, such as a conference room or equipment. You can use the Plan a Meeting feature to send e-mail messages to invite attendees and track their responses. To get started, open the Calendar folder by clicking the Calendar icon on the Outlook Bar.

  1. Open the Plan a Meeting Feature

    From the Calendar folder, open the Actions menu and select Plan a Meeting. This action opens the Plan a Meeting window.



  2. Enter the Attendees

    Click Click here to add a name and type a person's name. After you type a name and press Tab to enter the next person, Outlook automatically searches for the matching e-mail address in the Contacts list and inserts it. Continue typing one name per line until all the attendees have been listed. (You can also click Add Others to insert names instead of typing them.)



  3. Set a Date

    Click the Meeting start time drop-down arrows and choose a date and time for the meeting. Click the Meeting end time drop-down arrows to specify an end date and time for the meeting.



  4. Use AutoPick to Set the Time

    Alternatively, you can click AutoPick Next to find the next available free period for everyone in your list of attendees. (This option works only if the attendees'schedules are shared over a network or the Internet.) Outlook finds the next available time and date at which all the attendees are free. When you have finished specifying the meeting's attendees and times, click the Make Meeting button.



  5. Fill In Meeting Details

    The Meeting window, which resembles the Appointment window, opens. Refine the meeting details as needed.



  6. Send the Invitations

    When you have finished filling out the meeting details, click Send to send e-mail invitations to the attendees. Click the Close button to close the Plan a Meeting window.




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