Outlook - Respond to a meeting Tutorial

In this video, you will learn how to respond to a meeting using Microsoft Teams and Outlook.
The video covers the process of scheduling events in Teams or Outlook, and how they appear in both applications.
It also demonstrates how to manage meetings in Teams, including accessing meeting details, changing information as the organizer, and sending updates to coworkers.
Additionally, the video explains how to start conversations, share files, create a notepad, and use a whiteboard during a meeting.
Finally, it shows how to cancel a meeting and respond to meeting invitations.
This tutorial will help you effectively respond to meetings and collaborate with your team using Microsoft 365.

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Available in Microsoft365

Objectifs :

Understand how to respond to meeting requests in Outlook, including accepting, declining, or proposing a new schedule.

Chapitres :

Responding to Meeting Requests
When you receive an email message containing a meeting request, you have several options for responding. These options are accessible in the ribbon under the 'Respond' group.
Available Response Options
You can choose from the following responses: - **Accept**: Confirm your attendance at the meeting. - **Tentative**: Indicate that you might attend but are not sure. - **Decline**: Inform the organizer that you cannot attend. - **Propose New Time**: Suggest an alternative schedule if the proposed time does not work for you.
Sending Responses
Each response option allows you to decide whether to send your response immediately or not. This flexibility helps you manage your communication with the meeting organizer.
Proposing a New Schedule
If you choose to propose a new schedule, you must first select either 'Tentative' or 'Decline.' In both cases, the Scheduling Assistant will open, allowing you to suggest a time that works best for you.
Calendar Integration
Once you accept a meeting request, it will disappear from your inbox. However, Outlook will automatically add this appointment to your Calendar, ensuring you stay organized and informed about your upcoming commitments.

FAQ :

How do I respond to a meeting request in Outlook?

You can respond to a meeting request by selecting options in the Respond group in the ribbon, where you can Accept, Tentative, Decline, or Propose a New Schedule.

What happens when I accept a meeting request?

When you accept a meeting request, it will disappear from your inbox and be added to your Outlook Calendar as a new appointment.

Can I propose a new time for a meeting?

Yes, you can propose a new schedule by selecting the option to propose a new time after choosing either Tentative or Decline.

What is the Scheduling Assistant in Outlook?

The Scheduling Assistant is a tool that helps you find a suitable time for meetings by checking the availability of all participants.

What does it mean to respond Tentative?

Responding Tentative means you are not fully committed to attending the meeting but may attend if your schedule allows.

Quelques cas d'usages :

Managing Team Meetings

Use the meeting request features in Outlook to efficiently manage team meetings by accepting, declining, or proposing new times based on team members' availability.

Scheduling Client Appointments

When receiving meeting requests from clients, utilize the Scheduling Assistant to propose new times that fit both your schedule and the client's availability.

Coordinating Cross-Department Meetings

For meetings involving multiple departments, use the Tentative response option to gauge interest before confirming attendance, ensuring all necessary participants can join.

Organizing Events

When organizing events, send out meeting requests and use the Propose a New Schedule option to accommodate attendees' preferences, improving attendance rates.

Glossaire :

Meeting Request

A formal invitation sent via email to schedule a meeting, which includes details such as time, date, and participants.

Respond Group

A section in the email ribbon in Outlook that provides options for responding to email messages, particularly meeting requests.

Accept

To agree to attend a meeting as indicated in the meeting request.

Tentative

A response option indicating that you may attend the meeting but are not fully committed.

Decline

To refuse the invitation to attend a meeting.

Propose a New Schedule

An option that allows the recipient of a meeting request to suggest a different time for the meeting.

Scheduling Assistant

A tool in Outlook that helps users find a suitable time for meetings by checking the availability of all participants.

Calendar

A feature in Outlook where accepted meetings and appointments are displayed.

00:00:05

that contains a meeting request,

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there are several ways to respond.

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In the ribbon in the Respond group,

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different choices are available.

00:00:13

You can Accept, attempt, or Decline this meeting,

00:00:17

but also propose a new schedule if it does not suit you.

00:00:21

Each option offers to send the response immediately,

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or do not send a response.

00:00:26

If you want to propose a new schedule

00:00:28

you first choose between Tentative or Decline.

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In both cases a Scheduling Assistant opens

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in which you can offer the schedule that suits you best.

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Finally, if you accept the meeting request

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it disappears from your inbox,

00:00:42

but Outlook will feed into your Calendar

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for this new appointment.

Mandarine AI: WHAT YOU SHOULD KNOW

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