Outlook Calendaring Features Ease the Pain

Volume 5, No. 13

Avoid the trouble of sending meeting date options to colleagues; rather, set up an Outlook calendar appointment, invite the meeting participants, check out their availability and (after sending the invitation), go back and check to see who has responded.  Here’s simple directions:

1. Open the New Appointment window

2. Fill in the subject and location fields; select the start/end dates & times

3. Select the Invite Attendees icon on the Ribbon; notice a To…field has been added to header in the appointment window

4. Select the To…button to access the Global Address list; search for each meeting participants account

5. Add each invitation recipient to the appropriate field: Required or Optional; leave the Resources field empty

6. Click the OK button when all intended participants have been added.

7. Finally, select the Scheduling Assistant icon to verifiy free/busy times of invitees.

8. Finally, send the message

9. To review the status of read/unread invitation messages, select the Tracking icon that appears in the invitation window after the initial invitation has been sent.

Note: The above images were captured on a PC computer; however, the Mac interface is very similar. Contact the Help Desk for clarification if needed.

*This Issue’s Techno Term

  • Term:  alert box
  • Definition:  small window appearing that warns the computer is about to perform an operation which may result in damaging consequences (e.g., "Are you sure you want to permanently remove these items?"); most alert boxes include the standard alert icon -- a triangle with an exclamation point in the middle
  • Example in a sentence: Thanks to the appearance of an alert box warning me I was about to delete everything on my hard drive, I avoided taken an irreversible and devastating action.
  • Source: http://www.techterms.com/definition/alertbox

If you have questions or need assistance, please call the Help Desk at (805) 493-3698 or send e-mail to helpdesk@callutheran.edu

Additional information is available at the Computer Training Website; in addition, an archive of previous Tech Bytes issues is located at http://www.callutheran.edu/iss/training/tech_bytes/