Senin, 08 September 2008

How to Schedule Meetings for a Whole Team of People in MS Office Outlook

Schedule Meetings for a Whole Team of People in MS Office Outlook
If you frequently schedule meetings with the same team members, finding a free slot in everyone’s calendar can be challenging. It can also be irritating to keep adding all of your team members to the To line of your meeting request.

Defining and using a group schedule makes this task easier. Here’s what to do:
1. Define a group schedule.
a. In your Microsoft Office Outlook Calendar view, click Actions, and then click View Group Schedules.
b. Click the New button, assign a name to the new group schedule, and then click OK.
c. Add your teammates in the Group Members column (just as you would in a meeting request).
d. Click Save and Close.

2. Use your group schedule to create a meeting request.
a. From your Outlook Calendar view, click Actions, and then click View Group Schedules from the menu bar.
b. Click the group schedule that you defined from the list, and then click Open. Now you can see the free/busy information from all your teammates without having to select them individually in a meeting request.
c. Find a free slot and select it.
d. Click Make Meeting, and then click New Meeting with All. A new meeting request opens, prefilled with all your teammates on the To line.

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