In Outlook on the web you create a new meeting as you would create an appointment or event, and then add potential attendees. In this video, learn how to create new meetings.
- Appointments and Meetings are two different types of events, and the difference between them is that, when you have a Meeting, you invite other people. I'm going to open my Work on Presentation Appointment, some time that I'd marked off for my own work, and I'm going to edit it to turn it into a Meeting. All I need to do is invite attendees, and I'm going to invite Rob Molina, who's actually delivering this presentation with me. At the time that I have marked off, I'm told everyone is available right here, and some other times that we're all free if I wanted to switch to a different time. But actually, I like the original time right here to work on the presentation when everyone is available. The confirmation that everyone is available during the time I'd already selected, and these different times, come to us from the Scheduling Assistant. So if I go to the Scheduling Assistant, I can actually see my calendar and Rob's. Right now, Rob's calendar is open on the seventh and the eight, but if I were to add another required person, like Griffin Snow, when Griffin's calendar loads, we see that Griffin actually can't meet at that time. And so what I could do, then, is choose another time that Griffin is available. Notice then it turns green. So red means not so much, green means yep, that's a good time. Of course, that's in the lunch hour, so I might move that to Thursday at 7. Click Done to close the Scheduling Assistant, come back, everyone is available at that time. Everybody is also available on Friday at these two times. So again, information we're getting from the Scheduling Assistant, some of which is presented right here on the front of the form. If I choose a time that not everyone is available, there's kind of a cool thing that happens. So if I scoot up to this time, it says one person isn't available. Wonder who that is. Look down at the bottom, I'm available, Robert's available, Griffin is not. If I choose an earlier time, I'm not available, even though Rob and Griffin are. So I can make some choices. If I have to schedule a meeting on short notice and someone isn't going to be there, I'm being given enough information to decide who it is who will not be participating. This meeting is ready, I'm going to send it. There's another way to create a meeting, let's just create it from scratch. Click New event, and, as well as adding a title, make sure that you invite some attendees. There's another possibility, which is I can create a meeting from an email. So if I go back to my email, and... I have a request here for a group meeting. So I could write back, "Sure, that will work for me," but another one of my choices is to Reply all by meeting. And no matter how many people were included in this original email, a Meeting form will open that includes the subject of the email, and also includes the email itself embedded in the notes. So, because this is a reply, I can leave RE: on here, but I can also delete it, or put Requested Group Meeting. 'Cause remember, this is going to show up in the calendar. So, that quickly, I've moved from... here's an email saying why don't we meet, to here's a suggestion that we meet at 2:00. Send it. Now, I want to return for a moment to the Meeting that I created a few moments ago. Work on Presentation. Even if this had been new, it will show as Busy on my calendar. And the reason it shows as Busy is I'm committed to this Meeting, I created it. But if we could look at Griffin's calendar right now, and we can look at Rob's, notice that at that time, Rob has a Tentative meeting. Busy on my calendar, Tentative on his, and also on Griffin's. And the reason is, they haven't accepted this Appointment yet. When I invite someone to a Meeting, Outlook on the web creates a Tentative Appointment on their calendar, and the utility of this is, if we have a number of people trying to schedule Robert and Griffin at Meetings, when they're not immediately responding, like right now, it helps ensure that we're not all trying to get them at a Meeting at the same time. If someone else looks at the calendar and sees, "Oh, Robert's got a Tentative thing at 1:00," they're likely to choose another time. So, when you create a Meeting, it's on your calendar. It sits on other people's calendars as Tentative until they say Yes or say No. And that's true whether you created the Meeting from an existing Appointment, from scratch, or from an email message.
- Identify the ways to access Outlook on the web.
- Review options for sending emails and copying other recipients on emails.
- Describe methods to reply to emails that best utilize the features of Outlook on the web.
- Explain the various processes in creating calendar items.
- Distinguish between the three ways to create meetings in Outlook on the web.
- Differentiate between the various functionalities of Outlook on the web in utilizing lists.