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University of Wyoming

Outlook
Plan a Meeting

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The Plan a Meeting feature is used in combination with co-workers and/or Exchange resource accounts.  It automatically picks a time when all individuals and/or resources are available.

  1. With the Calendar open, click Action > Plan a Meeting.  See Figure 1.

Figure 1. Plan a Meeting

Figure 1.  Plan a Meeting

Note:  As an alternative, click the Plan a Meeting icon Plan a Meeting icon on the Advanced toolbar.

  1. The Plan a Meeting dialog box displays showing the requestor's name.  See Figure 2.  Click the image to enlarge it.
Figure 2. Plan a Meeting Dialog Box Click the image to enlarge it.
Figure 2.  Plan a Meeting Dialog Box
  1. Click Add Others > Add from Address Book.
  2. Select the individuals and/or resources for the meeting from the Global Address List.  See Figure 3.

Figure 3. Select Attendees and Resources

Figure 3.  Select Attendees and Resources
  1. Click the Required button when attendance is mandatory.
  2. Click the Optional button when attendance is optional.
  3. Click the Resources button to include a resource.
  1. Click OK when the selections are complete.
  2. Set the meeting date and time in one of two ways.
    1. Manually select the meeting start time and end time.
    2. Click the AutoPick Next button.  The next available free time for attendees and/or resources is selected.
  3. Click the Make Meeting button.  A meeting dialog box displays addressed to the attendees.
  4. Complete the meeting information.
  5. Click the Send button.

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