This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?

Microsoft Outlook 2003

Using the Meeting Planner

When scheduling a meeting with Outlook's Meeting Planner, the person that sends out the meeting invitations is the organizer. The organizer completes a new meeting request which Outlook emails to the invited attendees in the form of an invitation. When the invitation is mailed, a tentative appointment will appear on the invitees' calendars. Potential attendees can then accept or reject the invitation. If an individual accepts, Outlook will automatically mark the time as busy on his or her Calendar. This document covers the process involved in using Outlook's Meeting Planner:

return to topMeeting Planner Considerations

The Meeting Planner is a powerful tool, but like many other tools, the value is determined by how people use it. If individuals actively maintain their Outlook Calendar, the Meeting Planner can be very useful. However, not all participants for a meeting will have access to Outlook and some will choose not to use the Calendar feature. If one or more of your participants does not maintain their Outlook Calendar, the value of the Meeting Planner decreases. How this is addressed is a departmental issue (or other appropriate group).

NOTE: The schedule that is displayed in the Meeting Planner is updated every 15 minutes.

return to topChecking Availability

Before sending out requests, you need to pick a meeting time that all or most attendees are free. To find out who is available, you can pick the best meeting time (i.e., the time when the greatest number of people or those whose attendance is most critical can attend).

  1. Open your Calendar

  2. From the Actions menu, select New Meeting Request
    The Meeting dialog box appears.

  3. In the To... text box, type the username(s) of the individuals you want to invite
    NOTE: Separate each username with a semicolon (;).

  4. Select the Scheduling tab
    NOTE: For more information, refer to Understanding Scheduling.
    Meeting dialog box

  5. Locate a time that works for everyone (or when those critical to the meeting are available)

Understanding Scheduling

The following will help you in determining attendee availability:

Blue busy
Blue and White Striped tentative appointments
Purple out of office
Black and White
Striped
no information available
(user is not an Outlook/Exchange user or is not a UWEC user)

To use AutoPick:

To quickly locate common times, use the AutoPick feature.

  1. Click AUTOPICK NEXT>>
    AutoPick adjusts the Meeting start time and Meeting end time to the time it finds most available.

return to topUsing New Meeting Request

Once you have established availability, you can proceed with sending out requests. To do this, you will use the New Meeting Request feature which Outlook's Meeting Planner will then send out in the form of an email invitation.

  1. Open your Calendar

  2. From the Actions menu, select New Meeting Request
    The Meeting dialog box appears.

  3. In the To... text box, type the username(s) of the individuals you want to invite
    NOTE: Separate each username with a semicolon (;).

  4. Select the Scheduling tab

  5. Locate a time that all attendees have in common
    The Meeting start time and Meeting end time are adjusted as you determine the most common time.
    NOTE: For more information, refer to Checking Availability.

  6. Select the Appointment tab

  7. Complete the email message with the appropriate meeting details
    EXAMPLE: Subject, Location

  8. Click SEND

return to topResponding to a Meeting Request

When you have been invited to attend a meeting, a tentative meeting will appear on your calendar and the request will appear in your Inbox. Your reply to the meeting request will be sent only to the person who originated the request.

  1. Read the invitation message

  2. Click the appropriate button (ACCEPT, TENTATIVE, or DECLINE)
    A dialog box appears asking if you want to edit the response, send the response, or not send a response.

  3. Select the desired option

  4. If you elect to edit a response, complete the resulting dialog box

Proposing a New Time

As the recipient of a new meeting request, you have an additional option: you can propose a new time to the meeting organizer. When doing this, you can see the free and busy times of all those invited.

Proposing a New Time: as Recipient of a Meeting Request

As the recipient of a meeting request, one of your options is to propose a new time. When doing so, you are able to view the busy and free times of all attendees, making your selection of a new time more informed.

  1. Read the invitation message

  2. Click PROPOSE NEW TIMEPropose New Time button
    The schedule of attendees showing busy and free times appears.

  3. Select a new time

  4. Click PROPOSE TIME
    You are returned to the original meeting request.

  5. OPTIONAL: In the message text box, add a message

  6. Click SEND
    The original meeting is currently shown on your calendar as tentative.

Accepting the New Time: as Organizer of the Meeting

As organizer of a meeting, you may receive proposals for a new meeting time. If you do not accept them, the original meeting time stands. If you accept a new meeting time, you can have Outlook notify the attendees and update their calendars.

  1. Open the new meeting time proposal

  2. If it is acceptable, click ACCEPT PROPOSALAccept Proposal button

  3. Click SAVE AND CLOSE
    A dialog box appears asking whether you would like to notify all attendees of the change.

  4. Click YES
    Attendees receive a new meeting request with the same options as the first. If they accept, their calendar is updated.

Excellence. Our Measure. Our Motto. Our Goal.