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Service Central Technology Tips
Jun 06 2011

How to Use Microsoft Outlook Scheduling Assistant


Technology Tips

Welcome to Technology Tips! Technology Tips is produced by Service Central, the same folks you can call for help with any of your technology or facilities needs at NYIT. Please give us a ring at x1400 or email servicecentral@nyit.edu. We're here to help you.

 

This Technology Tips reviews three great ways you can use Outlook to save time and headaches when setting up meetings. If we have to go meetings, we might as well make the process easier!

 

 

Schedule an in-person meeting

  1. On the File menu, point to New, and then click Meeting Request.

    • Keyboard shortcut To create a new meeting request, press CTRL+SHIFT+Q.
       
  2. In the Subject box, type a description.
     
  3. In the Start time and End time lists, select the start and end time for the meeting. If this is an all day event, select the All day event check box.

    • By default, the current time zone setting on your computer system is used to schedule meetings. If you want to schedule meetings based upon an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.
       
  4. Type any information that you want to share with the recipients, attach any files, or create a Meeting Workspace.

    • For more information about Meeting Workspaces, see the See Also section.
       
  5. On the Meeting tab, in the Show group, click Scheduling Assistant. The Scheduling Assistant helps to find the best time for your meeting

  6. Click Add Others, and then click Add from Address Book.
     
  7. In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource that you want to invite to the meeting. If you are searching with the More Columns option, then click Go.
     
  8. Select the name from the results list, and click Required, Optional, or Resources, and then click OK.

    • Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.
       
    • The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.


       
    • The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.

      Description: Suggested Times pane


       
  9. If you want to make the meeting recur, on the Meeting tab, in the Options group, click Recurrence, select the recurrence pattern, and then click OK.

    • When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.
       
  10. On the Meeting tab, in the Show group, click Appointment.
     
  11. Click Send.
     

 

 

Change a meeting

In Outlook Calendar, open the meeting that you want to change, and then do one of the following:

  • Change options for a meeting that is not part of a series

    1. Change the options, such as subject, location, and time, that you want to change.
       
    2. Click Send Update.
       
  • Change options for all meetings in a series

    1. Click Open the series.
       
    2. Change any options, such as subject, location, and time, that you want to change.
       
    3. To change recurrence options, on the Recurring Meeting tab, in the Options group, click Recurrence, change the options, such as time, recurrence pattern, or range of recurrence, and then click OK.
       
    4. Click Send Update.
       
  • Change options for one meeting that is part of a series

    1. Click Open this occurrence.
       
    2. On the Recurring Meeting tab, change the options, such as subject, location, and time, that you want.
       
    3. Click Send Update.
       

Tip - In Calendar, you can drag the meeting to a different date and you can also edit the subject by clicking the description text, pressing F2, and then typing your changes.

 

 

Make a meeting recurring

  1. Open the meeting that you want to make recurring.
     
  2. On the Meeting tab, in the Options group, click Recurrence.
     
  3. Click the frequency—Daily, Weekly, Monthly, or Yearly—with which you want the meeting to recur, and then select options for the frequency, and then click OK.
     
  4. Click Send Update.
     

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