Exchange Home Page

Support Desk, 792-9700
   helpdesk@musc.edu

WebAccess -
https://exchange.musc.edu/

Using Entourage and AppleMail

Using Outlook
   Glossary
   Email
   Calendar
   Contacts
   Tasks
   Notes
   Toolbar
   Sharing
   Tips
   Keystroke Shortcuts

Saving Mail:
   .pst file (Outlook)
   Older Mail Folder (all)

Quota
Retrieve Deleted Mail

Installation Instructions
   Mobile Devices
   Intel-based -- Non-LYNX, laptop, at home:
     Outlook 2003
     Outlook 2007/Vista
   Macintosh


Contact Webmaster    

 

   Info Services Home
   MUSC Home
   Related Links
   Disclaimer

Level 1 - Calendar

Scheduling Meetings

The process begins with a meeting form that you complete and send to all the meeting participants. The meeting is scheduled on your Calendar as soon as you send the meeting form. As each participant accepts or tentatively accepts that meeting, it is scheduled on their calendar and a response is sent to the meeting organizer via email. If the meeting is declined or a new time is proposed, a reply is sent. See below for the meeting scheduling process.

Meeting Form

The Meeting Form is used to invite participants to a meeting. It consists of three tabs:

• The Appointment tab allows you to enter a subject, a location for the meeting, start and end times, and any other information regarding the meeting.
• The Scheduling tab allows you to coordinate the meeting to fit the schedules of all attendees.
• The Tracking tab displays the meeting participants and their replies. This section is not visible until the Meeting form is sent to the participants.

A Meeting Resource is an item with its own email account that you can schedule for a meeting, and it will automatically accept or reject meeting invitations.

How to schedule a Meeting

1. In the Calendar (Date Navigator), click the New button drop-down arrow and select Meeting Request to display a new Meeting form -OR- double-click the time on your calendar.
2. Click Invite Attendees to add people and resources (such as conference room calendars) to your address. A "To" field will appear, just as if you are sending a mail message.
3. Click To to display the Attendees and Resources dialog box. This, too, is just like addressing a mail message and you can use your personal Contacts instead of the Global Address Book.
4. In the list box, select the attendees.
5. Click Required to add the selected user names to the Required text box. (NOTE: "Optional" invitees are people who either need to know about the meeting or can elect to attend. "Resources", such as conference rooms, are listed as users at MUSC. You do not need to use the "Resources" button.)





6. Click OK to return to the meeting form.
7. To see if the invitees are available, click the Scheduling tab. The beginning of your meeting will be the green bar to the left; the end, a red bar to the right. If someone is not available, there will be a solid bar on her calendar. To find the next available time for all of your proposed attendees, click the "AutoPick Next" button at the bottom left. You can search back (the double <<) if you're trying to schedule far in advance or forward (the double >>).
   




8. Once you have a time, click Send button in the upper left.

Reply to a Meeting Request

1. In the Inbox, open the meeting request message.
2. On the toolbar, click Calendar to check your calendar.

- To accept a meeting request.
• On the toolbar, click Accept.
• In the message box, click OK to send the response.
- To decline a meeting request
• On the toolbar, click Decline. A message box is displayed.
• Click OK to edit the response before sending.
• Type a response, click OK.
Note: You can choose to send the response without editing it or decline with sending a response.

3. Click Send.

Propose a New Meeting Time

If you receive an invitation for a meeting which you need to attend but are not available at the scheduled time, you could propose a new time for the meeting.

1. In the Inbox, open the meeting request message.
2. On the toolbar, click Propose New Time to display the dialog box.
3. From the start time drop-down list, select a new time.
4. Click Propose Time to display the Meeting Response form.
5. Type a response.
6. Click Send.

Track Meeting Responses

You can quickly track who has responded and who has not responded to a meeting request.

1. Display the Calendar.
2. Display the date on which the meeting is scheduled.
3. Double-click the meeting to open it.
4. Select the Tracking tab.
5. Click the Close button to close the meeting form.

Update Meeting Request

If you need to change the meeting day, time or location, you can update a meeting request:

1. In the Calendar, open the meeting form.
2. Make the appropriate changes.
3. Send the update button to update attendees of the change.
4. If you don’t need to notify the attendees of the change, on the toolbar, click Save and Close.

Cancel a Meeting Request

When you cancel a meeting, each participant is automatically notified via email, so you don’t have to worry about any participant showing up for a meeting that has been cancelled. In addition, the participant calendars will be clear so they can schedule another meeting for that time. To cancel a meeting:

1. In the Calendar, select the meeting entry that you want to cancel.
2. On the toolbar, click Delete . A message box is displayed. The option to send a cancellation message and delete the meeting is selected.
3. Click OK. A meeting form is displayed.
4. Enter a message (if necessary).
5. Click Send to send the cancellation message.