This document walks you through the highlights of Microsoft
Outlook's calendar features. You will learn how to create
appointments with multiple attendees, and use the basic
calendar features of Outlook.
These instructions assume that you have already changed
your view in outlook to use the folder list instead of the
"Outlook Bar." For more information on how to
do this, please click here.
|
|
Step 1: Accessing the Calendar
|
|
Once you've opened Outlook and have your folder
list visible, click on the "Calendar" object in
the folder list. This will bring up the calendar in the right-hand
pane of the screen.
|
|
|
|
Step 2: Creating an appointment with multiple
attendees
|
|
To create an appointment with more than one
attendee, just click the "New" button in the upper
left hand corner of the window as shown in the screen shot
below.
|
|
|
|
Step 3: Define the appointment
|
After you click "New" the new appointment window
will appear as shown in the screen shot below. Type a name
for the appointment in the "subject" field, and
enter a location if you would like to include a location.
Check the start date, end time, and select a reminder option
if you would like to receive a reminder for this appointment.
Next, to invite multiple attendees, click the "invite
attendees" button in the new appointment window as
shown in the screen shot below.
|
|
|
|
Step 4: Invite Attendees
|
|
The new appointment will change to include
a "To..." button. Click on the "To..."
button to select your attendees, as shown in the screen shot
below.
|
|
|
|
Step 5: Locate Attendees
|
After you click the "To..." button,
you will be presented with the address list. Click the drop-down
box in the "Show Names from the:" section and select
"Global Address List" as shown in the screen shot
below. |
|
|
|
Step 6: Choose Attendees
|
Scroll through the list of names, and click on each person
or resource you would like to include in the meeting. Once
you click on their name, click the Required, Optional, or
Resources button to add their names to the meeting. Once
you've added all the required attendees and resources, click
OK.
|
|
|
|
Step 7: Send the Meeting
|
Once you click OK, you will be brought back
to the previous screen, and all of the attendees that you
have selected will be listed in the "To..." field.
Once you click the
"Send" button, the appointment will be created,
and an invitation will be e-mailed to each attendee listed.
They will have the option to accept or reject the meeting
|
|
|
|
Step 8: Attendees receive invitation
|
Once you have sent the appointment, each recipient
will receive a e-mail with the proposed meeting. As shown
below, they will have the option to accept the meeting, tentatively
accept, decline, or propose a new time for the meeting. |
|
|
|
Step 9: Attendees Respond
|
Once the recipient clicks on of the options to accept or
decline, they will also have the option of having the system
automatically respond with an e-mail indicating their choice
to attend or decline the meeting, as shown in the screen
shot below.
At this point, the meeting is scheduled, and any changes
made to the meeting will be automatically updated in the
calendar of all attendees.
|
|
|
