MS Outlook Calendar
Setting Up Meetings
Adding People to an Appointment
Would you like to coordinate meetings so that all the people invited will have an appointment in their calendars and an e-mail reminder in their inbox? Here's how you can do it.
- Double-click a blank line or existing appointment in your calendar.
- Click the "Scheduling" tab above all of the settings.
- Now, click "Click here to add a name."
You may add as many attendees as you like, and you can determine whether their attendance will be required or optional.
If you go back to the appointment view, you'll see that it's changed slightly. Now, where it once said "Save and Close," it now says "Send." You can now send this appointment, with scheduling information and all, to each person marked as an attendee. Now it's both an appointment and an e-mail, with all the features of both. You can attach files, add body text, or what have you.
The attendees to whom you send the appointment will receive a special e-mail which they can accept, accept tentatively, or decline, or they may propose a new time. If they accept, the appointment will show up in their calendar, along with whatever reminders and other features you've assigned it. If they propose a new time, that sets off a whole new string of e-mails to determine an acceptable time.