Office Watch

Office 2013

Office Mobile / iPad

Office 2010

Office 2007

Office 2003

Office XP

Office for Mere Mortals

Access

Email

Buying Office

Office 365

Winks

Office News Wire

Join us!

Our Ebooks

Mobile | PDA

RSS


Search

Command Finder


Microsoft Office Bookshop

About

Home




Sharing an Outlook Appointment

It's easy to share appointment details with other people, whether they use Outlook or not.

by Office for Mere Mortals

Bookmark and Share

  | Mobile | click for more article services     


Microsoft has built some fancy appointment stuff into Outlook with shared calendars, resource allocation and all manner of gizmos. That's all wonderful in companies which have all the back-end support for such things. Shared calendars are a nice idea but personally I don't want people poking around in my appointments, even if it's just to see what time is available.

In the real world we don't put all out lives in the Outlook calendar, and so each person needs to control what appointments get added and changed. But that doesn't mean that you have to type in each appointment - Outlook lets you send and receive proposed meetings without all the extra stuff and in this issue of OfMM we'll tell you how.

Firstly - I'll talk about meetings and appointments, even though it sounds all business-like and formal. Personally I use these features for much more important and vital arrangements like theatre and dinner dates with friends.

Second - these features work best with anyone who uses Outlook (any version but preferably Outlook 98 or above, but not Outlook Express) and uses the Calendar feature. But if the people you send appointments to don't have Outlook they'll still see the message.

SENDING AN APPOINTMENT

Outlook lets you create an appointment in your calendar then email the details to other people. When they receive that message they can read the details but if they use Outlook there's bonuses.

  • the receiver can add the appointment to their Outlook calendar automatically, just click on buttons on the top of the message to accept, decline or accept tentatively.
  • the acknowledgement sent back to the sender automatically updates the sender's calendar. In effect the sender can track RSVP's automatically.

If there are changes to the appointment - a change of time or venue then the change can be sent around to all concerned and their calendars will be updated.

HOW TO SEND

To send an appointment you first create the appointment (not the email - Outlook will do that for you).

Go to New | Appointment. Fill in the subject, location, times etc. Since other people will see these details you might put in more details than you might for something you'd just read yourself.

Tip - anything you put in the large text comments area will go with the invitation. It's a good place to put extra info like directions to the meeting place. You can also attach images (say a street map) in this area.

Then click on the Scheduling tab. This is the part that seems overwhelming; in an integrated office with shared calendars for all you can list people or resources and check availability - there's even an Autopick option to choose the first available time for all the people your list. We mere humans don't want to worry about all that.

Just enter the names of the attendees, one per line. Type in names just like you would for an email message, and they will be resolved to Contacts in the same way. You can enter an email address for anyone not in your Contacts list.

( You may get a prompt to join the Microsoft Office Internet Free/Busy service - click the 'Don't show this again' box then Cancel. )

Once the appointment details and invitation list is ready, choose Send from the toolbar. The appointment will appear in your calendar and messages will go out to the invitees.

Article posted: Tuesday, 31 January 2006

[1] 2 Next » [ View on Single Page ]

there's more ...

If you liked this article you'll LOVE our new ebooks.

Office 2013: the real startup guide

OFFICE 2013: the real startup guide Everything you need to know about Office 2013 but Microsoft won't tell you.

How to save money, install, configure and use the new features in Office 2013.  Get it today - click here.

Windows 8 for Microsoft Office users

Windows 8 for Microsoft Office users A practical guide the new, changed and unfamiliar in Windows 8

A focused and unvarnished look at Windows 8, especially written for the many people who use Microsoft Office  Get it today - click here.

ORGANIZING OUTLOOK EMAIL - tame your Outlook 2010 Inbox

100+ pages of practical tips and help to streamline, automate and search your Inbox.  Get more than you ever thought possible from Outlook.  Read it today - click here.

More from Office Watch:



Article Services sponsored by: Office Watch Ebooks - available now to download and read today.
RSS feed for this category Subscribe

Translate | Mobile | Links
 Add to: Bookmarks | | DiggThis | Yahoo! My Web


New & Popular
» Office Online update
» Deleting Holidays
» Office Online in Google Chrome
» Windows 8.1 Update – secret changes list?
» Missing Easter from Outlook
» Ignore or Mute emails in Outlook


Office Watch, Office for Mere Mortals, Access Watch and all titles used within the publications are Copyright © 1996-2014 Office Watch.
Microsoft Office, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Powerpoint and doubtless many other names are registered trademarks of Microsoft Corporation.

Search  |  Sitemap |  Popular Topics | Privacy Statement |  Advertising |  Twitter |  Feedback / Contact Us
Office Watch is definitely not affiliated with Microsoft - and that's just one reason why we are so useful to Microsoft Office users around the world J (Erko).