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Setting Up A Meeting With Multiple People Can Be Like Trying To Herd Cats!

Want To Know How To Do This Easily With Outlook? (Tips/Tricks)

If you’ve ever sent a meeting invitation to more than one person, you know how challenging and frustrating it can be to get everyone to accept your invitation without having to reschedule it two or three times.

We have a few simple tips for doing this in Outlook.  Outlook has ways to handle this for you.  It can even read your plain text type.

Here’s What You Need To Do

Open your Outlook Calendar.

Next, click on New Meeting.

Type in the names of your recipients as you normally would.

Now, enter your subject.

Guess what?  We’re going to turn this into a Skype Meeting!

Enter in the details of your meeting including the Start Time and End Time.

Skype will automatically put in all the details!

You’ll see that a message popped up showing that one of our invitees will be out of the office and won’t be available on the date that we are holding the meeting. (Rob Schenk)

Did you know that your Outlook Calendar can interpret plain text?

This is where we’ll type a plain text message into Outlook to indicate that we want to change the date from August 1st to August 2nd.

We’ll type “next Wednesday” into our Start Time to replace August 1st.

Outlook knows to convert this to August 2nd and asks if we want to convert the date to August 1st.

Next, click on Scheduling History to check if this date will work for you and everyone else.

Look here and you can see your availability as well as the availability for everyone you’ve invited.

At the bottom of your screen there’s a legend.  This will tell you the best time to hold the meeting when most people are available.

 

To the right of your screen are suggested dates for the meeting based on your invitees’ availability.

 

You can choose a time from the suggested times.

After selecting a date and time you’ll see that Outlook has also changed the date at the bottom of your screen.

Another way you can change the date is to move the bar in the time and date column over.

Now you can go back to your original message and finish it up! Easy, right?

Remember, if at any time you have difficulty with Outlook, the team at Intivix can help. We may need to provide you the access in Outlook to make certain changes.

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