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Part 9. Working with Meetings and Group ... > Task 5 How to View Participant Statu...

Task 5 How to View Participant Status

Although the Meetings view displays response documents to meeting invitations, determining whether all the invitees have responded and accepted isn't easy. You should quickly view the status of the responses so you can take action if necessary.

1.
Check Responses to Invitations

In the Meetings view, expand the meeting entry to see the list of responses. The thumbs-up (accepted) and thumbs-down (declined) icons tell you immediately what a response is. The text tells you whether the invitation was declined, accepted, or delegated to someone else. You will also see any requests for further information.

2.
Open a Response

Double-click the response entry in the Meetings view to open the response document. The title of the document tells you immediately what the invitee's decision was, but comments might be included that you should read.

3.
Find a Participant Status

To get a quick view of who was invited, who has agreed to come, and who has refused, select the meeting entry and then click the Owner Actions button. Select View Invitee Status, and the Invitee Status dialog box opens.

4.
View a Participant Status

You see a complete list of the invitees in the dialog box, plus the name of the chair (the person who issued the invitation—you). Click Print to print the list. Then click Close to close the dialog box.

5.
Send a Memo to Participants

In preparation for the upcoming meeting, you might want to communicate with all the meeting attendees about changes to the agenda or to provide details about the meeting. Select the meeting entry in the Meetings view, and then click the Owner Actions button. Select Send Memo to Invitees Who Have Responded. A new memo opens addressed to all the invitees who accepted your invitation.

6.
Remind Procrastinators

If you have a number of invitees who haven't responded to your invitation, you can send them a memo reminding them that you are expecting a timely response. Select the meeting entry in Meetings, click the Owner Actions button, and select Send Memo to Invitees Who Have Not Responded. A new memo opens addressed only to those invitees who haven't responded yet. Write your message and send it.

7.
Contact All Invitees

If you need to contact everyone you invited to the meeting, select the meeting entry in Meetings, click the Owner Actions button, and select Send Memo to All Invitees. A new memo opens addressed to all the meeting invitees. Write your message and send it.


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