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Organize meetings with Outlook

Appointment tab and Tracking tab with information about responses to meeting request; commands on Actions menu

Fig. 1  You can track the responses using these tabs.
Callout 1 Use the Infobar on the Appointment tab.
Callout 2 Look in the Response column on the Tracking tab.
Fig. 2  Use these commands to control responses, meeting by meeting. You'll see these commands on the Actions menu when the meeting is open for editing.
Callout 1 See responses.
Callout 2 Allow others to propose new meeting times.

Once you've set up the meeting in your own calendar, you send the meeting request to the participants by clicking Send.

Note    Before you click Send, it's a good idea to check all the details because, unlike regular e-mail, there's no way to recall a meeting request once it has been sent.

Track responses

Once you've sent your request and started receiving responses, you can see how many people plan to attend by looking in the Infobar at the top of the meeting request in your calendar (you need to open the request to see this). And you can get more details by looking on the Tracking tab of the meeting item in your calendar. Do you remember what helps keep track of these details? That's right, your friend the "sniffer."

As we mentioned earlier in the course, the responses need to be in your Inbox for a short period of time so that the sniffer can process them correctly. If you're the kind of person who likes to file everything in folders for safe keeping (or to keep a "paper trail"), you'll be glad to know that once responses have been tallied, you can move them to a folder out of your Inbox.

Control responses

The following options give you some control over your meeting request:

  • Ignore responses    You can choose not to track the attendees' responses. If, for example, you're setting up a meeting for a very large group, you may not want to see all of the responses individually.
  • Allow new time proposals    As the one in charge of the meeting, you get to decide whether you allow attendees to suggest new times for your meeting. An attendee who has a schedule conflict may propose a new meeting time in order to make it. For a large meeting, however, this may not be practical.

Note    You cannot prevent meeting request responses if you want to allow attendees to propose new times.

You can modify these settings for all meetings that you make or you can adjust them meeting by meeting to suit your needs, as we've shown in Figure 2. (We'll show you where to adjust these settings for all meetings in the practice at the end of this lesson and again in the Quick Reference Card.)

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