Microsoft Outlook Webmail

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Making Meeting Requests

Webmail's Calendar streamlines the meeting request process. With Calendar, you can check attendee availability, schedule the meeting, and then send a meeting request to all potential attendees. This is similar to creating appointments, except that it involves multiple people.

NOTE: For meeting requests to work optimally, potential meeting attendees must be on Webmail's global address list and have their individual Calendars up to date.

Creating a New Meeting Request
Additional Meeting Options
Rescheduling a Meeting
Canceling a Meeting

Creating a New Meeting Request

By scheduling a meeting with Webmail Calendar, you can add invitees using the global Webmail Address Book and then establish a time accommodating all invitee schedules. Once you determine invitees and a meeting time, you can send a request to all invitees which includes full meeting details, and which gives invitees the ability to accept, tentatively accept, or decline the invitation. If an invitee accepts the invitation, the meeting is then automatically added to his or her calendar.

From the Navigation pane, click CALENDAR
On the toolbar, click NEW MEETING REQUEST
The New Appointment screen appears.
In the Required and Optional text boxes, enter the usernames of desired attendees
OR
To select attendees from the Address Book
1. Click REQUIRED or OPTIONAL
  The Address Book opens.
2. In the pull-down list, select the global Address Book or an address list
3. In the text box, type the username of the attendee you are looking for
4. Click FIND
  The search results appear in the Results area.
5. From the Results, select the appropriate entry
6. To add the selected entry to the Required text box, under Add recipient to, click REQUIRED
  To add the selected entry to the Optional text box, under Add recipient to, click OPTIONAL
In the Subject and Location text boxes, type the appropriate information
OPTIONAL: If the event lasts all day, select All day event
From the Start time pull-down lists, select the desired date and time
From the End time pull-down lists, select the desired date and time
From the Show time as pull down list, select the appropriate option
This determines the display for others viewing your calendar.
Options include Busy, Free, Tentative, and Out of Office.
OPTIONAL: In the large text box at the bottom of the New Appointment screen, add desired notes
Select the Scheduling Assistant tab
The Scheduling Assistant displays suggested meeting times based on attendee availability.
NOTES:
Suggested times are provided for one week beyond the date selected in Calendar's date selection area.
Attendee time conflicts are listed below suggested meeting times for each day.
From the Navigation sidebar, in the Duration pull-down list, select the appropriate meeting duration
NOTES:
Durations are provided in 30-minute increments, ranging from 30 minutes to 24 hours.
By default, the Scheduling Assistant displays suggested meeting times only for working hours.
OPTIONAL: To display all possible meeting times, deselect Show only working hours
To select a suggested meeting time, click the appropriate time suggestion
The Appointment tab reappears, with the suggested meeting date and time automatically selected in the Start time and End time pull-down lists.
Add any Additional Options
To send the meeting request to the selected attendees, click SEND
The meeting request is sent.
The Calendar screen appears with the meeting added your calendar.

Additional Meeting Options

There are additional options for managing meetings, such as checking names and establishing a recurring meeting.

Check Names

Outlook does not allow you to send a meeting request with an invalid username (i.e., a username not in Webmail's global address list). The Check Names feature lets you verify usernames in your meeting request before sending the request. Additionally, if a username has more than one possible email address, Check Names will show all matches and let you choose the correct email address.

Recurring Meetings

Outlook lets you set up meetings that recur daily, weekly, monthly, or yearly, so that you have to enter the meeting details only once. For more information, refer to Scheduling Appointments: Scheduling a Recurring Appointment.

Rescheduling a Meeting

Outlook makes it easy to reschedule meetings and send update notifications.

From the Navigation pane, click CALENDAR
In the schedule area, click the meeting that needs to be rescheduled
The Appointment screen for the selected meeting appears.
NOTE: If it is a recurring meeting, a message appears under the toolbar explaining that you are changing only a single occurrence of the meeting.
OPTIONAL: To change all occurrences of a recurring meeting, click EDIT SERIES
Using the Start Time and End Time pull-down lists, make the appropriate changes
To send the updated information to the attendees, click SEND UPDATE

Canceling a Meeting

When canceling a meeting, Outlook can send a cancellation notification to attendees.

From the Navigation pane, click CALENDAR
In the schedule area, click the meeting to be cancelled
The Appointment screen for the selected meeting appears.
NOTE: If it is a recurring meeting, a message appears under the toolbar explaining that you are changing only a single occurrence of the meeting.
OPTIONAL: To delete all occurrences of a recurring meeting, click EDIT SERIES
Click DELETE
NOTE: If you are deleting a recurring meeting, a message appears under the toolbar allowing you to cancel all occurrences after the selected date or to cancel all occurrences. If this applies, make the appropriate selection.
To send attendees a cancellation notification, click SEND CANCELLATION
The Calendar screen appears.
The meeting is cancelled and all attendees are sent a cancellation notice.