Scheduling Assistant in Outlook: a Few Niceties
-Open a new meeting
-Click on “Scheduling Assistant”
1. You can schedule a pre-set group.
I have e-mail groups for several subsets, for example, Reference. So I can type in the name of the group and then click the + to expand the names.
It will ask you if you really want to do this; you do.
Now you can check for a time when everyone is free. If you were trying to get this group together, you’d be having a hard time….
2. Don’t forget to check the room, too, while you’re at it. I can click on the resources button below this list, find the Alden Rooms, and choose more than one at a time by holding down the shift key.
Slick.
Now I can choose a meeting time and etc., as we have seen in other Tech Tips.
3.
You can make some stipulations when you set your meeting:
-request responses, for example. IF you turn this off, people don’t have to respond to your meeting request. This is useful for an all-staff meeting, maybe, for which you do not need to know how many people plan to come.
-Allow people to suggest a different time for this meeting. I don’t recommend this unless it is a very small group!
The guy that makes the meeting has the power!
5. I like to color-code my meetings. I can do this from this screen, or later, after the meeting is in my calendar.
You can see I’ve already made categories, and all I have to do is click on the categories tab, choose my color, and the meeting shows up in color.
If I want to create new categories, I click on “All categories” and it lets me make a new one.
6. I can mark this meeting “private,” so other people can only see the block, not the details. I can mark this meeting “important” and that little icon will be highlighted on the meeting page.
You can check off TT 8 when you have used Scheduling Assistant to make a meeting with more than one person, marked it important, and color-coded it.
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