Outlook Tip of the Month: Scheduling
Meetings - Part 2
Date: May 2, 2007
To: UCOP Community
From: Tara Brant, Manager, IR&C; Technology Service Desk
To help keep your meetings organized, follow these tips about making updates and changes in the Outlook calendar:
- Make room for one more .If you are the meeting organizer and you want to invite another person after sending the original meeting request, add the person to the attendee list (the To line) of the original meeting series or occurrence, and then send an update to all attendees or just that individual.
- Don't delete duplicate attendees. If for some reason the attendee list in one of your meeting requests contains two instances of a person's name, don't delete one. If you do, and then send a meeting update to the "Removed or Added Attendees," the person receives a cancellation. If you send the meeting update to "All Attendees," the person receives both a cancellation and an update.
- Convert an appointment to a meeting request . If you want to create a meeting from an appointment on your calendar, open the appointment, click Invite
Attendees, and then select the people you want to invite. This converts the appointment to a meeting request.
- Change a meeting end date to switch meeting organizers. If you need to reassign the ownership of recurring meetings, the original organizer should send an update with a new end date. This way, the past meetings remain on everyone's calendars, but future occurrences after the end date are removed. The new meeting organizer then should send a new request for future meetings.
- Take care with distribution lists. When you invite all the members of a distribution list, you should expand the list in the To line before sending the request. Caution: if you need to add or remove attendees from a meeting request that you already sent to an unexpanded distribution list, don't expand the list and start adding or deleting names. This could change your original distribution list. Instead, cancel the meeting and create a new one. It is usually best to not use a distribution list for inviting participants.
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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