4. Scheduling meetings using Outlook 2003

One of the great features of Nexus which can be accessed through Outlook is the ability to schedule meetings with colleagues. You can easily see when someone is free and plan your meetings accordingly. To schedule a meeting follow the instructions below:

  1. Click on the Calendar option in the Navigation Pane (or press <Ctrl-2>).
  2. To create a new meeting, appointment, or event, you can either click New (at the top of the screen), or double-click in your calendar. This will open up the Appointment screen. Here you can specify
    The name of the event as it will appear in your calendar
    The place where the event will take place
    One of a set of coloured flags to help you organise your calendar
    Start time and End time
    The beginning and end times, but see below for instructions on how to check the availability of the other participants, if any
    Should Outlook remind you when the event is due, and if so, how far in advance?
    Show time as
    Specify whether you will be Free, Tentative, Busy, or Out of Office for the duration of the event. For example, if you are entering the date of your holiday, you might want to choose Out of Office; for someone's birthday you might choose Free; for an uncofirmed meeting Tentative; or for an appointment, Busy. These labels will help others to schedule meetings with you at mutually convenient times.
    Body text
    This is a space for you to add any notes etc. which relate to the event.
    An example appointment
  3. If you want to invite other people to the event, click the Invite Attendees button in the toolbar at the top. Now an extra field appears above the subject line, labelled To.... Add attendees in the same way as you would for an email message, either by typing in their address or by clicking on the To button and choosing people from the address book:
    Now the appointment has two recipients in the To
                              field. Otherwise it looks the same
  4. You can now use the calendar free/busy information of the other participants to help you choose a suitable time for the meeting. Click on the Scheduling tab. Each participant is listed, including yourself. Items in their calendars are marked as either Busy (full blue bar), Tentative (striped blue bar), or Out of Office (purple bar). If there is no information for a participant (e.g. not a Nexus user), their bar appears white with diagonal black stripes. You can scroll and click in the calendar to choose a date/time, or use the boxes below the calendar. Alternatively Outlook will pick the next available time if you click the Autopick Next button.
    Calendar availability for the event organiser plus two
  5. Once you have chosen the start and finish times, click Send to send an email inviting your participants to the event. It will be added to your own calendar as well.
  6. If you need to change the event later, you can double-click on it in your calendar to open it. Make your changes and then click Send Update to inform the other participants.

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