Creating a Meeting Invitation
A meeting is an event to which other people are invited. You create a meeting in much the same way you create an appointment:
- Click New while viewing your calendar.
- Click Invite Attendees.
Note that a To... field similar to the one that appears in email is displayed.
- Type the names of invitees in the To... field, or click To... to select them from the GAL.
To invite someone from outside BC to a meeting, type their email address in the To... field. When you invite individuals who are not using Outlook within an Exchange environment, they will only receive an email with the details of the meeting and will not see accept or decline buttons. This includes individuals at BC who are still using CampusTime or who are using an email client other than Outlook, such as Thunderbird, as well as external recipients.
- Click the Scheduling Assistant to see invitees’ availability.
- Solid blocks of color indicate the individual is busy during that time period.
- Forward leaning stripes /// indicate the person has something scheduled tentatively.
- Backward leaning \\\ stripes indicate there is no information for that person. If there is no information for a person it is likely that the individual is still using CampusTime and has not yet been moved to Exchange. If this is the case, you will need to log into CampusTime to see their availability.
If someone is using CampusTime, you will not be able to invite them to the meeting using CampusTime, but you can view their availability there. To invite them, simply add them to the field of your meeting invitation in Outlook and they will receive an email informing them of the meeting.
- Enter a Subject for your meeting
- Enter a Location for the meeting EXCEPT if you are reserving a resource, such as a conference room or shared meeting space, for the meeting (see the next section for working with resources).
- Select the Start and End times.
- If desired, enter a message in the body.
- Click Send.
There are other ways to create meetings and appointments. For example, you can simply click on your calendar on the date and time that you want the event to be held and type a name for the event.
- To edit a meeting once it has been created, find it on your calendar and double-click it to open. Make your changes, then click Send. The invitees will receive a notification that something about the meeting has changed.
- As the organizer of a meeting, to reschedule an event you can click on it and drag it to a new date and time on your calendar. When you move the meeting, you will be prompted to send an update to invitees.