Scheduling Meetings in MOS Outlook

Key Concepts

Scheduling meetings in Microsoft Outlook involves several key concepts:

• Creating a New Meeting Request
• Adding Attendees
• Setting Meeting Details
• Sending and Tracking Meeting Requests

Creating a New Meeting Request

Creating a new meeting request in Outlook is the first step in scheduling a meeting. To create a new meeting request:

• Open Outlook and go to the "Calendar" module.
• Click on the "New Meeting" button in the "Home" tab.
• This opens a new meeting request form where you can input all necessary details.

Think of creating a new meeting request as drafting an invitation. Just as you would prepare an invitation for a physical meeting, you start by opening a form to fill in the details.

Adding Attendees

Adding attendees to your meeting request ensures that the right people are invited. To add attendees:

• In the meeting request form, click in the "To" field.
• Start typing the name of the attendee and select from the suggestions.
• You can also add attendees from your Contacts list by clicking on the "To" button and selecting contacts.

Imagine adding attendees as listing the names of people you want to invite to a party. Each name you add ensures that the person receives the invitation.

Setting Meeting Details

Setting meeting details involves specifying the date, time, location, and agenda of the meeting. To set meeting details:

• Enter the meeting title in the "Subject" field.
• Specify the start and end times in the "Start" and "End" fields.
• Enter the meeting location in the "Location" field.
• Add any additional details or agenda items in the "Body" of the meeting request.

Think of setting meeting details as planning the itinerary for a trip. You specify where and when the meeting will take place and what will be discussed, ensuring everyone is on the same page.

Sending and Tracking Meeting Requests

Sending and tracking meeting requests ensures that attendees receive the invitation and respond accordingly. To send and track meeting requests:

• After filling in all the details, click the "Send" button to send the meeting request.
• You can track responses in the "Tracking" tab of the meeting request form.
• Outlook will update the status of each attendee (e.g., Accepted, Tentative, Declined) in the "Tracking" tab.

Imagine sending and tracking meeting requests as sending out invitations and keeping a guest list. You send the invitations and then monitor who has confirmed their attendance, ensuring you have an accurate headcount.