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Outlook - Schedule a meeting Tutorial

In this video, you will learn how to schedule meetings using Microsoft Teams.
The video covers the process of creating team meetings or private meetings, setting the date, start time, and end time, adding details about the meeting, and scheduling recurring meetings.
It also explains how to specify whether the meeting should take place in a channel or be private.
The video demonstrates how to add people to the meeting and find a schedule that suits everyone.
It also shows how to use the scheduling assistant to view participants' availability and set the right timezone.
Once the meeting is created, you can access different tabs to chat, add files, and create a meeting.
This tutorial will help you effectively schedule meetings using Microsoft Teams and enhance your collaboration with others.

1:50
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Available in Microsoft365

Description

Objectifs :

This video aims to guide users on how to transform an appointment into a meeting in their calendar, highlighting the differences between the two and providing step-by-step instructions for inviting attendees and managing meeting details.

Chapitres :

Introduction to Appointments and Meetings
In this section, we explore the fundamental difference between an appointment and a meeting. An appointment typically involves only one person, while a meeting includes multiple participants who are invited to discuss specific topics.
Transforming an Appointment into a Meeting
To convert an existing appointment into a meeting, follow these steps: 1. Open your appointment by clicking on the 'Invite Attendees' button. 2. Notice that the 'To' field appears, and the 'Registration' button is replaced by a 'Send' button. The tab name will change to 'Meeting'.
Creating a New Meeting
Alternatively, you can create a meeting directly: - Click on the 'New Meeting' button in the ribbon. - In the 'To' field, enter the email addresses of the participants affected by the meeting. You can click 'To' to access the address book for easier selection.
Adding Participants
When adding participants, you can categorize them as 'Required' or 'Optional'. This allows you to inform individuals whose presence is not mandatory but who should still be aware of the meeting. After entering the names, click 'OK' to proceed.
Choosing a Meeting Location
To select a location for your meeting: - Click on 'Rooms'. If your organization has meeting rooms or resources listed in the address book, you can add one here. This feature helps check the availability of the room. - The room name will appear in both the 'Location' and 'To' fields.
Finalizing Meeting Details
Before sending the meeting invitation: - Add a description if necessary. - Click 'Send' when you are ready. You can also check the availability of participants and meeting rooms using the 'Scheduling Assistant'.
Participant Notifications and Responses
Once the invitation is sent, each participant in the 'To' line receives a notification via email. They can choose to accept or decline the invitation. You can track their responses by opening the meeting details in your calendar.
Conclusion
In summary, transforming an appointment into a meeting involves inviting other participants, selecting a location, and managing details effectively. Understanding these steps enhances your ability to organize meetings efficiently.

FAQ :

What is the difference between an appointment and a meeting?

An appointment typically involves only one person or a small group and does not require additional attendees, while a meeting involves multiple participants and requires invitations to be sent to them.

How do I invite attendees to a meeting?

To invite attendees, open your appointment and click on the 'Invite Attendees' button. Enter the names or email addresses in the 'To' field and click 'Send' to notify them.

What is the purpose of the 'To' field in a meeting invitation?

The 'To' field is where you enter the names or email addresses of the attendees you want to invite to the meeting.

Can I check the availability of meeting rooms?

Yes, you can check the availability of meeting rooms by clicking on 'Rooms' in the meeting invitation and selecting a room from the address book.

What is the Scheduling Assistant?

The Scheduling Assistant is a feature that allows you to check the availability of participants and meeting rooms before sending out a meeting invitation.

What happens after I send a meeting invitation?

Each person in the 'To' line receives a notification and can choose to accept or decline the invitation. You can track their responses by opening the meeting details in your calendar.

Quelques cas d'usages :

Organizing Team Meetings

Use the meeting scheduling features to organize regular team meetings, ensuring all relevant team members are invited and can confirm their attendance.

Client Consultations

Schedule meetings with clients by inviting them through the calendar application, allowing for efficient communication and collaboration.

Resource Management

Utilize the 'Rooms' feature to book meeting rooms for important discussions, ensuring that the necessary resources are available for your meetings.

Project Kick-off Meetings

Set up a project kick-off meeting by inviting all stakeholders, using the Scheduling Assistant to find a suitable time for everyone involved.

Follow-up Meetings

After an initial meeting, schedule follow-up meetings to track progress and ensure all participants are informed and engaged.

Glossaire :

Appointment

A scheduled event in a calendar that typically involves only one person or a small group, without the need for additional attendees.

Meeting

A scheduled event that involves multiple participants, where discussions or decisions are made. Meetings require invitations to other attendees.

Invite Attendees

A feature that allows the organizer to add participants to a meeting by sending them an invitation.

To field

A section in the meeting invitation where the names or email addresses of the attendees are entered.

Send button

A button that, when clicked, sends the meeting invitation to the listed attendees.

New Meeting button

A button in the calendar application that allows users to create a new meeting directly.

Required field

A section in the meeting invitation where the presence of attendees is mandatory.

Optional field

A section in the meeting invitation where attendees can be informed about the meeting, but their presence is not mandatory.

Rooms

A feature that allows users to select a meeting room or resource from the address book for the meeting.

Scheduling Assistant

A tool that helps users check the availability of participants and meeting rooms before sending out a meeting invitation.

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