Outlook Tip of the Month: Scheduling
Meetings - Part 1
Date: April 6, 2007
To: UCOP Community
From: Tara Brant, Manager, IR&C; Technology Service Desk
Have you ever heard someone say, "I didn't know we scheduled a meeting today. I never saw the meeting request!" Follow these meeting do's and don'ts for smooth scheduling.
Meeting Basics: Invitations, Changes, Cancellations
- Make a decision. Be sure to "accept," "accept as tentative," or "decline" each meeting request you receive, especially if it is an update to a meeting request that you previously accepted. This way, you keep the meeting organizer apprised of your decision and you prevent the meetings that you want to attend from being accidentally deleted from your calendar. If you need to attend a meeting but can't at the time it is scheduled, you can propose
a new time for the meeting.
- Send updates. After modifying one of your own meeting requests, remember to click Send
Update to send the updated request to all recipients so they know what change was made.
- Cancel a single meeting. If you need to cancel a meeting, delete the meeting from your calendar, click Send
cancellation and delete meeting, and then send the cancellation to everyone you invited.
- Cancel recurring meetings. If you, as the meeting organizer, are cancelling or ending a recurring series of meetings, open the meeting on your calendar, set a new end date, and then send an update. This keeps past meetings on everyone's calendars, but removes future occurrences.
- Keep meetings from vanishing. If you run Outlook on two computers, you need to accept the meeting on both computers. Deleting a request on one computer after accepting it on another can cause the meeting to disappear from your calendar entirely.
- Remove it correctly. If you receive a meeting cancellation, click Remove
from Calendar to remove the meeting from your calendar. Deleting the cancellation from your Inbox won't remove the meeting from your calendar.
- Process meeting requests and updates from the Inbox. Always accept or decline a meeting request from your Inbox. While Outlook allows you to accept or decline a meeting from its time slot on your calendar, the meeting request will stay in your Inbox which might confuse you later.
If you have questions about this tip or any other Outlook feature, please
contact the IR&C; TechDesk at 987-0457 or techdesk@ucop.edu.
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