Outlook 2016 Intermediate/Advanced

OUTLOOK 2016

I NTERMEDIATE /A DVANCED

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

O UTLOOK 2016

I NTERMEDIATE /A DVANCED

Presented by OFFICEPRO, Inc.

Manual # MS16-649-01S

Copyright 2017, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

•

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

Technical Support •Receive 1 year of post-training support on topics covered in class • Email: help@officeproinc.com • Phone: 301-468-3312

Microsoft Office Specialist Certifications •Validate skills needed to use features of Microsoft Office applications •Contact OFFICEPRO to schedule an exam!

Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS...........................................................................................III

LESSON 1 -

MANAGING MEETINGS ..................................................................1 Scheduling a Meeting ...............................................................................................2 Scheduling a Resource for a Meeting.......................................................................7 Accepting/Declining Meeting Requests .................................................................10 Proposing a New Meeting Time .............................................................................12 Responding to a New Time Proposal......................................................................14 Tracking Meeting Responses..................................................................................16 Updating a Meeting................................................................................................18 Canceling a Meeting ...............................................................................................20 Creating Group Calendars ......................................................................................21 Exercise – Managing Meetings ...............................................................................24 WORKING WITH TASKS AND THE TO DO BAR................................27 Using the Tasks Pane ..............................................................................................28 Adding a Task..........................................................................................................30 Creating a Recurring Task .......................................................................................32 Editing a Task..........................................................................................................35 Marking a Task Complete .......................................................................................37 Sorting Tasks...........................................................................................................38 Assigning a Task to Another Outlook User .............................................................39 Accepting/Declining Tasks......................................................................................42 Indicating the Progress of a Task............................................................................44 Sending a Status Report .........................................................................................47 Viewing Tasks Assigned to Others..........................................................................49 Printing Tasks Information .....................................................................................51 Viewing Tasks in the To-Do Bar ..............................................................................52 Deleting a Task .......................................................................................................55 Exercise...................................................................................................................57

LESSON 2 -

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LESSON 3 -

ORGANIZING OUTLOOK ITEMS .....................................................59 Assigning a Category to an Outlook Item ...............................................................60 Modifying the Master Category List .......................................................................63 Setting the Quick Click Category ............................................................................65 Applying the Quick Click Category..........................................................................66 Using Instant Search ...............................................................................................68 Customizing Instant Search ....................................................................................70 Using Search Tools..................................................................................................73 Using Conditional Formatting.................................................................................74 Using AutoCreate....................................................................................................77 Viewing the Reminder Window..............................................................................79 Adding a Field to a View .........................................................................................81 Removing Fields from a View .................................................................................83 Exercise...................................................................................................................86 FORMATTING OUTLOOK MESSAGES .............................................89 Inserting a File as Text into a Message...................................................................90 Checking Spelling/Grammar as You Type...............................................................92 Running the Spelling and Grammar Checker .........................................................95 Applying Character Formatting ..............................................................................99 Formatting Paragraphs .........................................................................................101 Creating a Bulleted List in a Message ...................................................................103 Applying a Style to a Paragraph............................................................................105 Finding Text in a Message ....................................................................................107 Using the Thesaurus .............................................................................................111 Changing the Message Background Color............................................................113 Inserting a Picture into a Message .......................................................................114 Switching Message Formats .................................................................................117 Using Stationery to Create a Message .................................................................118 Exercise.................................................................................................................121 WORKING WITH RULES .............................................................. 123 Using Rules ...........................................................................................................124 Creating a Rule Based on a Message....................................................................125

LESSON 4 -

LESSON 5 -

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Deleting a Rule......................................................................................................127 Creating a Rule using the Rules Wizard................................................................130 Changing the Value of a Rule ...............................................................................136 Editing a Rule........................................................................................................138 Creating a Rule Based on a Template...................................................................141 Managing Alerts ...................................................................................................146 Using the Out of Office Assistant .........................................................................147 Exercise.................................................................................................................152 WORKING WITH NOTES.............................................................. 155 Using the Notes Pane ...........................................................................................156 Creating a Note.....................................................................................................157 Opening a Note.....................................................................................................159 Coloring a Note.....................................................................................................160 Printing a Note......................................................................................................162 Deleting a Note.....................................................................................................163 Exercise.................................................................................................................165 CUSTOMIZING VIEWS................................................................. 167 Working with Custom Views ................................................................................168 Moving a Field in a View.......................................................................................168 Formatting a Column in a Tabular View...............................................................170 Filtering a View.....................................................................................................172 Reset a View .........................................................................................................177 Grouping Items in a Folder ...................................................................................178 Formatting the Settings for a View ......................................................................182 Formatting the Settings for Other Views .............................................................186 Formatting Multi-line Layouts ..............................................................................188 Saving a Custom View...........................................................................................191 Defining a New Custom View ...............................................................................194 Using Automatic Formatting ................................................................................198 Exercise.................................................................................................................201 WORKING WITH THE PEOPLE PANE ............................................ 203 Enabling the People Pane.....................................................................................204

LESSON 6 -

LESSON 7 -

LESSON 8 -

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Using the People Pane Normal Mode ..................................................................205 Using the People Pane Minimized mode .............................................................206 Expand or Collapse the People Pane ....................................................................208 Exercise.................................................................................................................210 WORKING WITH FOLDERS AND FORMS ...................................... 211 Using Folder Properties ........................................................................................212 Setting Home Page Properties..............................................................................215 Setting Permissions Properties.............................................................................216 Accessing Another User's Folder ..........................................................................219 Opening a Folder in its Own Window...................................................................222 Creating a Personal Folder ...................................................................................223 Opening an Outlook Data File ..............................................................................226 Setting Global AutoArchive Properties.................................................................228 Setting Folder AutoArchive Properties.................................................................231 Using the Mailbox Cleanup Dialog Box.................................................................233 Archiving a Folder.................................................................................................236 Creating a Form ....................................................................................................239 Using a Form.........................................................................................................245 Setting Up Public Folders......................................................................................246 Posting a Discussion Item to a Folder...................................................................249 Exercise.................................................................................................................252 SETTING MESSAGE AND SECURITY OPTIONS ............................... 253 Setting Email Options ...........................................................................................254 Setting a Default Expiration Date .........................................................................257 Reading Messages in Plain Text............................................................................259 Setting Default Message Fonts.............................................................................261 Setting Reading Pane Options ..............................................................................264 Changing Desktop Alert Settings ..........................................................................265 Using Digital Certificates.......................................................................................267 Encrypting Messages ............................................................................................270 Viewing the Trust Center......................................................................................272 Exercise.................................................................................................................275

LESSON 9 -

LESSON 10 -

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Lesson 1 - M ANAGING M EETINGS

This lesson covers the following objectives:

Scheduling a Meeting Scheduling a Resource for a Meeting Accepting/Declining Meeting Requests Proposing a New Meeting Time Responding to a New Time Proposal Tracking Meeting Responses

Updating a Meeting Canceling a Meeting Creating Group Calendars Exercise – Managing Meetings

Lesson – Managing Meetings

Outlook 2016

S CHEDULING A M EETING  D ISCUSSION

You can use the Outlook Calendar to schedule meetings. A meeting is an appointment to which you electronically invite people and resources. Resources include items you typically use in a meeting, such as a conference room, an overhead projector, or a laptop computer. Both people and resources may or may not be available for a meeting, and you can use Outlook to determine a time for your meeting that best fits all attendees’ and resources’ schedules. The Scheduling Assistant display shows the free and busy times of every attendee or resource invited to the meeting. Note: The Scheduling Assistant Button usually only appears when using a Microsoft Exchange or Microsoft.com account; otherwise the button just appears as Scheduling in the Show group under the Meeting tab. If a time slot is blank, the attendee or resource is free. If a time slot is colored, then the attendee or resource is either busy or tentatively busy. If a time slot displays diagonal bars, that person’s schedule is not published. If a scheduling conflict occurs, the AutoPick tool can automatically locate free time slots for the specified invitees and resources. You can use AutoPick for all invitees, all people and one resource, required people only, or required people and one resource. Responses to the meeting requests are delivered to your Inbox and can be tracked in the Meeting window. The Room Finder task pane is a feature that was new in Outlook 2013. This tool allows you to quickly find resources like Conference rooms that are available to book for a meeting, provided the resource’s schedule is published. Meeting times in the Scheduling Assistant display are indicated by green and red vertical bars. The green bar indicates the meeting start time and the red bar indicates the meeting end time. You can move these bars to adjust the length of a meeting. The hours available in the Scheduling Assistant display are based on the Calendar working hours set in the Options dialog box. These hours may vary depending on your working environment.

You can access the Scheduling Assistant display from the Calendar Ribbon, or when you are in an open Meeting or Appointment window.

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Outlook 2016

Lesson – Managing Meetings

Planning a meeting using the Scheduling Assistant tool

NOTE When adding people and resources from the Address Book, each entry you select can be designated as Required , Optional , or Resources . If you decide not to invite a potential attendee before sending the invitation, select the attendee’s name and press the [Delete] key. You can also add attendees by typing their names or e-mail addresses into the All Attendees column when you click the Meeting tab in the Show group Scheduling buttom. Attendees that you type in are automatically designated as Required . You can however, select the up arrow icon to the left of the name and select another option from the drop- down list. You can create a new meeting request from any folder by selecting the Home tab, clicking the New Items button and selecting the Meeting . After entering the invitees’ names in the To box and selecting a date and time for the meeting, you can use the Scheduling Assistant page to access meeting availability.

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Lesson – Managing Meetings

Outlook 2016

NOTE If you use OneNote , a new Outlook feature is Meeting

Details (located on the Home tab in OneNote ), which allows you to insert details about any Calendar item, including meetings. You’ll be able to see the participants, location and any details about the meeting in the OneNote window.

You can also use the Meeting Notes button in any selected or open Calendar item to collaborate with OneNote.



P ROCEDURES

1. Open the Calendar folder.

2. Select the Home tab.

3. Select the New Meeting

button.

4. Type the email address for each attendee.

5. Add any resources to the meeting – you must click the To:

button to

include a Resource or an Optional invitee.

6. Click the Scheduling Assistant

button and find a meeting time

where all attendees and resources are available.

7. When a satisfactory time slot is located for all attendees and resources, click the

Appointment

button.

8. Type a subject for the meeting.

9. Select the Location box.

10. Type a location for the meeting.

11. Select options as desired and then click the Send

button.

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Outlook 2016

Lesson – Managing Meetings



S TEP - BY -S TEP Schedule a meeting.

Open the Calendar pane and display the schedule for the current day.

Pair up with a fellow student so that you can exchange meeting requests. Use the Date Navigator to select next Thursday on the Calendar. In the Day view, click the 9:00 AM time slot.

Steps

Practice Data

1. Select the Home tab.

Click Home

The Actions menu appears.

2. Select the New Meeting button.

A new appointment form opens with a To… field.

Click

3. Click the Scheduling Assistant button OR the button might only read as Scheduling . The Scheduling window appears.

Click

4. Select Add Attendees .

Click Add Attendees

The Select Attendees and Resources dialog box opens.

5. Add the attendees and resources to the meeting. The attendee names and resources appear in the appropriate boxes. 6. Drag the red and/or green bar in the calendar box to adjust the length of the meeting. The length of the meeting is adjusted in the calendar box and the Meeting end time box.

Select the name of your partner and select Required .

Drag the red and/or green bar so that the red bar starts at 10:30 am and the meeting is scheduled for 1-1/2 hours (the green bar should start at 9:00 am )

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Lesson – Managing Meetings

Outlook 2016

Steps

Practice Data

7. Select Options .

Click Options

The Options menu appears.

8. Point to the AutoPick command to display a list of schedules to check. The AutoPick submenu appears.

Point to AutoPick

9. Select the desired command to

Click All People and Resources , if necessary

indicate the schedules you want to check using AutoPick. The green and red bars in the calendar box move to display the next available time slot. 10. Continue to select the AutoPick next button to display other free time slots, if desired. The red and green bars in the calendar box move to select the next available time slot and the new times appear in the Meeting start time and Meeting end time boxes. 11. When a satisfactory time slot is located for all attendees and resources, you can finalize your invitation and press Send . The Meeting window opens with the To box completed and the insertion point in the Subject box.

Point to AutoPick

and Click All People and Resources again.

Click the Appointment

button .

12. Type a subject for the meeting.

Type Departmental Meeting:

The text appears in the Subject box.

13. Type a location for the meeting.

Select the Location field and type Conference Room A

The location appears in the Location box.

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Outlook 2016

Lesson – Managing Meetings

Steps

Practice Data

14. Select options as desired and then select the Send button. The Meeting window closes and the meeting requests are sent to the attendees and resources.

Click

S CHEDULING A R ESOURCE FOR A M EETING  D ISCUSSION

You can schedule a resource for a meeting just as you would schedule a person. Resources include conference rooms and equipment, such as a projector. To schedule a resource, the resource must be set up with its own mailbox, usually by the system administrator.

The same scheduling rules that apply to a person apply to a resource. When scheduling a meeting, you invite the resource and, if the resource is free, it will accept the meeting. If the resource is not free, it will automatically reject the invitation.

NOTE In order to schedule a resource, it must be set up with its own mailbox, usually by the system administrator. The system administrator can restrict the ability to schedule a resource. For example, the administrator can decide that only a manager can schedule a resource. Resources appear automatically in the Location box on the Appointments page in the Meeting window as well as in the To box.



P ROCEDURES

1. Open the Calendar folder.

2. Select the Home tab.

3. Select the New Meeting

button.

4. Type the email address for each attendee.

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Lesson – Managing Meetings

Outlook 2016

5. Add any resources to the meeting.

6. Click the Scheduling Assistant

button and find a meeting time

where all attendees and resources are available.

7. When a satisfactory time slot is located for all attendees and resources, click the

Appointment

button.

8. Type a subject for the meeting.

9. Select the Location box.

10. Type a location for the meeting.

12. Select options as desired and then click the Send

button.



S TEP - BY -S TEP

Schedule a resource for a meeting.

Open the Calendar pane.

Pair up with a fellow student so that you can exchange meeting requests. Use the Date Navigator to select next Monday on the Calendar. One partner should select the 9:00 - 10:00 AM time slot, while the other partner selects the 1:00 - 2:00 PM time slot.

Note: In step 10, enter your initials after the Proposal Prep Meeting subject (i.e., Proposal Prep Meeting:TJ ).

Steps

Practice Data

1. Select the Home tab.

Click Home

The Actions menu appears.

2. Select the New Meeting button.

A new appointment form opens with a To… field.

Click

3. Click the Scheduling Assistant button. The Scheduling window appears.

Click

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Outlook 2016

Lesson – Managing Meetings

Steps

Practice Data

4. Select Add Rooms .

Click Add Rooms

5. Select the desired resource.

Scroll as necessary in the Name list box and click Conference Room1 or the resource as indicated by your instructor

The desired resource is selected.

6. Select Add Attendees .

Click Add Attendees

The Select Attendees and Resources dialog box opens.

7. Add any other attendees or resources to the meeting.

Select your partner’s name and select

Required . Select Projector 1 (or another resource as indicated by your instructor) and add the resource to the Resources box.

The attendee names or resources appear in the appropriate box.

8. Select OK .

Click

The Select Attendees and Resources dialog box closes and the selected attendees and resources appear in the All Attendees list in the Plan a Meeting dialog box.

9. When a satisfactory time slot is located for all attendees and resources, click the Appointment button. The appointment form is now

Click the Appointment button.

displayed attendees and resources are in the To…field.

10. Type a subject for the meeting.

Type Proposal Prep Meeting:

The text appears in the Subject box.

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Lesson – Managing Meetings

Outlook 2016

Steps

Practice Data

11. Select options as desired and then select the Send button. The Meeting window closes and the meeting requests are sent to the attendees and resources.

Click

Notice the meeting on your Calendar.

NOTE You can also use the Room Finder tool for scheduling Resources, provided the Resources have been configured by the System Administrator.

Scheduling Window with Room Finder Task Pane

A CCEPTING /D ECLINING M EETING R EQUESTS  D ISCUSSION

As other users schedule meetings, you may receive meeting requests in your Inbox. You have the option of accepting, declining, or submitting a tentative response. You can respond to a meeting request from the Reading Pane or the Message window. When you select the Accept , Tentative , or Decline button, Outlook opens a warning box in which you have options to edit the response, send the response, or not send the response at all.

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Outlook 2016

Lesson – Managing Meetings

Meeting requests are automatically added to your schedule as a tentative appointment when Outlook updates your Calendar or after you read the meeting request. If you accept the meeting, the meeting time changes to busy. If you decline the meeting, the meeting is removed from your schedule.

Responding to a meeting request

NOTE Meeting responses are delivered to the meeting planner’s Inbox and are also tracked on the Tracking page in the original meeting request. Something important to note is that by default, when someone responds to a Meeting Request, the original invite is deleted from their Inbox. To change this setting, click the File tab, select Options. In the Mail pane, in the Send Messages section, Uncheck the option to ‘ Delete meeting requests and notifications from Inbox after responding ’.



Procedures

1. Open the Inbox folder.

2. Select the meeting request message in the Reading pane .

3. Select the Accept button, the Tentative button, or the Decline

button as desired.

4. Select the Send the response now option.

5. Select the

button.

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Lesson – Managing Meetings

Outlook 2016



S TEP - BY -S TEP

Accept/Decline meeting requests.

After your partner’s meeting request is delivered to your Inbox, your schedule should show a tentative meeting for that time slot. Open your Inbox folder. You should have received a Proposal Prep Meeting: invitation in your Inbox.

Select the Proposal Prep Meeting: invitation in the Reading pane , if necessary.

Steps

Practice Data

1. Select the Accept , Tentative , or Decline button as desired.

Click Accept

A drop down box appears, prompting you for a selection.

2. Select the desired option.

Click Send the response now

The desired option is selected and response is sent to meeting organizer.

You should receive an Accepted: Proposal Prep Meeting message in your Inbox. Select the message and view the message in the InfoBar.

Your Calendar should reflect that the meeting is no longer tentative, but shown as Busy.

P ROPOSING A N EW M EETING T IME  D ISCUSSION

If you would like to respond to a new meeting by proposing a new time, you can use the Propose New Time button to select a new time and respond to the invitation to the meeting. You can propose a new time from the Reading Pane or the Message window.

When you use the Propose New Time button, you should also use the AutoPick Next or Previous button to find a time that is open to all participants of the meeting. When using the Propose New Time button, the message is delivered with an InfoBar indicating that you have tentatively accepted this meeting, but would like to propose

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Outlook 2016

Lesson – Managing Meetings

a new time. After you send the message, the meeting organizer receives a New Time Proposed message that they can respond to.

NOTE The default response when you are proposing a new time is Tentative . You can change the default to Accept or Decline by selecting the File tab and going to Options. Go to the Calendar button and select the desired option from the U se this response when you propose new meeting times list.



P ROCEDURES

1. Open the Inbox folder.

2. Open the meeting invitation message.

3. Select the Propose New Time

button in the Meeting invitation window.

4. Click

.

5. Select a new time.

6. Select the

button.



Step-by-Step

Propose a new meeting time.

Open your Inbox folder. You should have received a Departmental Meeting invitation in your Inbox.

Select the Departmental Meeting invitation in your Inbox folder.

Steps

Practice Data

1. Select the Propose New Time button Meeting ribbon. The Propose New drop-down opens.

Click

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Lesson – Managing Meetings

Outlook 2016

Steps

Practice Data

2. Select Tentative and Propose New Time . The Propose New Time window opens.

Click

3. Select a new time.

Follow the instructions shown below the table before continuing to the next step

The red and green bars in the calendar box move to select the next available time slot and the new times appear in the Meeting start time and Meeting end time boxes.

4. Select the Propose Time button.

Click

The Propose New Time dialog box closes, and a new Message window opens with the list of recipients in the To box.

5. Select the Send button.

The Message window closes, and the message with the proposed new time is sent.

Click

One partner should click the AutoPick Next

button while the

other partner clicks the AutoPick Previous ( << )

button.

Return to the table and continue to the next step (step 3).

You should receive a message from your partner in your Inbox proposing a new meeting time.

R ESPONDING TO A N EW T IME P ROPOSAL  D ISCUSSION

When you receive a New Time Proposed message from an invitee for a meeting you have scheduled, you can open it to view your options. If you invited several people to

the meeting, you can use the View All Proposals button to view all new proposed times. This button opens the Scheduling page in the Meeting window

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Outlook 2016

Lesson – Managing Meetings

where you can view the current meeting time and all the new meeting proposal times.

After checking the proposals for conflicts and selecting the best time for the meeting,

you can select the Appointment

button, then select the Send

Update invitees.

button on the Ribbon to send updated meeting requests to all the

Responding to new time proposals



P ROCEDURES

1. Open the Inbox folder.

2. Double-click the New Time Proposed meeting response in your Inbox.

3. Select the

button.

4. Select the desired proposal in the Proposed Date and Time list at the top of the Scheduling page.

5. Select the

button.

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Lesson – Managing Meetings

Outlook 2016



S TEP - BY -S TEP

Respond to a new time proposal.

If necessary, open your Inbox folder. You should have received a New Time Proposed: Departmental Meeting meeting response.

Steps

Practice Data

1. Double-click the New Time Proposed meeting response in your Inbox. The message opens in a Meeting Response window. 2. Select the View All Proposals button in the Respond group. The Scheduling page of the Meeting window opens with the current meeting time displayed. 3. Select the desired proposal in the Proposed Date and Time list at the top of the Scheduling page. The new time appears.

Double-click the New Time Proposed: Departmental Meeting

Click

Click the new time proposed by your partner (second row)

4. Select the Send button.

Click

The Meeting window closes and the updates are sent.

You should receive an Updated: Departmental Meeting meeting response to your new proposed time in your Inbox. Accept the new meeting time and send the response.

T RACKING M EETING R ESPONSES  D ISCUSSION

When you schedule a meeting, you send messages to people requesting their presence. As the attendees receive these requests, they should respond to you by indicating whether they will attend. You can monitor these responses to track who will be attending and who has declined your meeting request, as well as which of the resources you invited will be available for use. The Tracking page in the Meeting

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Lesson – Managing Meetings

window lists the people and resources that have been invited to the meeting and their responses.

Tracking meeting responses



P ROCEDURES

1. Open the Calendar folder.

2. Double-click the meeting for which you want to check meeting responses.

3. Select the Tracking

button.

4. View the grid.

5. Close the Meeting window.



S TEP - BY -S TEP

Track responses to your meeting requests.

Open the Calendar and select the following Thursday to display the date on which the Departmental Meeting: entry appears.

Steps

Practice Data

1. Double-click the meeting for which you want to check meeting responses. The Meeting window opens with the meeting details displayed. 2. Select the Tracking button in the Show group. The Tracking page appears with the meeting responses displayed.

Double-click the Departmental Meeting: meeting

Click Tracking

View the grid and then close the Meeting window.

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Lesson – Managing Meetings

Outlook 2016

U PDATING A M EETING  D ISCUSSION

When you update a meeting, you can change the attendees, time, location, and resources for any meeting for which you are the organizer. You cannot change information for meetings that you do not organize.

You can change the status of a meeting to recurring; or, if a meeting attendee calls to decline a meeting invitation instead of responding via e-mail, you can also update the meeting and change the attendee’s status to declined.



P ROCEDURES

1. Open the Calendar folder.

2. Select the meeting you want to update. This will activate the Meeting Ribbon.

3. Select the Add or Remove Attendees

button.

4. Select a name from the Name list box.

5. Select Required or Optional .

6. Select the

button.

7. Select the Send Update

button.

8. Select the desired option.

9. Select the

button.



S TEP - BY -S TEP Update a meeting.

Open the Calendar to the Thursday containing the Departmental Meeting:< your name > meeting. Select the Departmental Meeting:< your name > meeting.

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Lesson – Managing Meetings

Steps

Practice Data

1. Select the Add or Remove Attendees command from the Attendees group. The Select Attendees and Resources dialog box opens. 2. Select a name from the Name list box. A name is selected.

Click Add or Remove Attendees

Scroll as necessary and click the name of a fellow student from the Name list box as indicated by your instructor

3. Select Required or Optional .

Click Optional

The name is added to the Required or Optional list box.

4. Select the OK button.

Click

The Select Attendees and Resources dialog box closes.

5. Select the Send Update button. The Send Update to Attendees

Click

Send Update

warning box opens, prompting you to designate who should receive the message.

6. Select the desired option.

Click Send updates only to added or deleted attendees. , if necessary

The appropriate option is selected.

7. Select the OK button.

Click

The Send Update to Attendees warning box and the Message window close and an update is sent to the appropriate attendees.

Practice the Concept: Move the meeting to the following day at the same time. Select Yes to send an update to the meeting attendees. Send the update.

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Lesson – Managing Meetings

Outlook 2016

C ANCELING A M EETING  D ISCUSSION

You can cancel a scheduled meeting. When you cancel a meeting that you have already created, and to which you have sent invitations, you should always send cancellation notices to the meeting attendees.

NOTE You can also cancel a meeting when it is open by clicking the Delete button in the Meeting window.



P ROCEDURES

1. Open the Calendar folder.

2. Select the meeting you want to delete.

3. Click the Cancel Meeting

button on the Home tab .

4. Select the Send Cancellation

button.



S TEP - BY -S TEP Cancel a meeting.

Open the Calendar to the Proposal Prep Meeting:< your initials > meeting.

Steps

Practice Data

1. Select the meeting you want to delete. The meeting is selected. 2. Click the Cancel Meeting button on the Home tab .

Click the Proposal Prep Meeting:< your initials > meeting

Click

A Microsoft Outlook email is generated to attendees of the meeting.

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Lesson – Managing Meetings

Steps

Practice Data

3. Select Send Cancellation.

The appropriate notification is sent.

Click

Send

Cancellation

C REATING G ROUP C ALENDARS  D ISCUSSION

Group calendars can be created for a group of people and/or resources. When you want to plan a meeting, you can open the group calendar, view the availability of everyone in the group at a single glance, and then schedule a meeting.

You can create and save more than one group calendar. For example, you can create a calendar with all the employees from a specific department, or a calendar with a group of people that attend a regular meeting. Group calendars can also be created solely from resources. You may want to create a group calendar for resources to find when they are free.

Create a group calendar

NOTE For a resource to be included in a group calendar, it must be set up with its own mailbox by the system administrator. You can also view other users’ free/busy information on other networks, the Internet, or an intranet.

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Lesson – Managing Meetings

Outlook 2016



P ROCEDURES

1. Open the Calendar folder.

2. Select the Home tab.

3. Click the Calendar Groups

button.

4. Select the Create New Calendar Group option.

5. Type a name for the new group.

6. Select the

button.

7. Select the names of the people or resources you want to include in the group schedule.

8. Use the Address book to add any additional names to your list.



S TEP - BY -S TEP

Create a group calendar.

If necessary, open the Calendar pane.

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home ribbon appears.

2. Click the Calendar Groups button command. The Group Schedules dialog box opens. 3. Select the Calendar Group option. The Create New Calendar Group dialog box opens with the insertion point in the Type a name for the new calendar group box.

Click

Click Create New Calendar Group

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Steps

Practice Data

4. Type a name for the new group schedule.

Type Marketing Dept.

The name appears in the Type a name for the new Group Schedule box.

5. Select the OK button.

Click

The Create New Calendar Group schedule dialog box opens .

6. Select the names of the people or resources you want to include in the group schedule. The names are selected.

Follow the instructions shown below the table before continuing to the next step

7. Review the schedule.

Use the Scroll Bar to move to view the next week.

The group schedule dialog box closes, and the group calendar for the new group is displayed.

Use the Add Others button and the Add from Address Book command to add your partner and another person as indicated by your instructor. If using other email platforms, the next series of dialogue boxes might be different, just follow your instructor’s direction. Select OK .

Return to the table and continue to the next step (step 7).

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Lesson – Managing Meetings

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E XERCISE – M ANAGING M EETINGS  T ASK Practice managing meetings.

Note: To complete this exercise you will need to pair up with a fellow student to exchange meeting requests and messages. Substitute your initials for the < your initials > text in the meeting subjects.

1. Open the Calendar, if necessary.

2. Display the Day view for the current day. One partner should select the 9 :00 to 10:00 am time slot and the other the 10:00 to 11:00 am time slot. Open the Meeting window ( Hint: Select the Home tab, the New Meeting button. ) 3. The subject of the meeting is New Catalog:< your initials > and the meeting location is My office . Use AutoDate to schedule the meeting for a date two weeks from today, instead of the currently displayed date. Use the Scheduling page to invite your partner. Send the meeting request. Make a note of the date and time. 4. To schedule a second meeting, display the Calendar for a week from Friday and select the 1:00 to 3:00 pm time slot. Open the meeting planner. Schedule the Projector1 resource and invite your partner to the meeting. Make the meeting. 5. The meeting is called the Managers Meeting:< your initials > . For the location, substitute Board Room for Projector1 . Accept the other default settings, send the meeting request and close the meeting planner. Make a note of the date and time. 7. Propose a different time for the Managers Meeting:< your partner’s initials > . One partner should pick the 8:00 AM to 10:00 AM time slot and the other the 10:00 AM to 12:00 PM time slot. 8. When you receive a new time proposal from your partner, open the message and view all proposals. Select your partner’s proposal and send the update. 9. When you receive an update for the new time proposal for your partner’s meeting, accept the new meeting time. 10. Check the meeting responses for the Manager Meeting:< your initials > meeting for which you are the organizer. ( Hint: Use the Tracking page. ) 6. Accept the invitation to the New Catalog:< your partner’s initials > meeting.

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11. Add another attendee to the Manager Meeting:< your initials > that you scheduled. and send updates to all attendees. 12. Cancel the New Catalog meeting for which you are the organizer. Do not send a cancellation message. 13. Create a group calendar called Executives and add your partner and another student as indicated by your instructor.

14. View the attendee calendars.

15. Delete the Executives calendar group.

16. Delete any meetings on your Calendar without sending a response or cancellation notice.

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