How to Organize and Schedule a Meeting in Microsoft Outlook 2013

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Microsoft Outlook is a great email software tool to store and manage your personal information. It allows you to send and receive emails, add tasks in the calendar, keep an updated contact list, and so much more, making you more organized and efficient in the workplace. One of the great features in Outlook 2013 is the ability to organize and schedule meetings, whether they are face-to-face or virtual. Outlook 2013 now comes with a shortcut that converts an email to a meeting with just a few clicks, and it is located in the home tab. Below is a step-by-step guide to organizing and setting up a meeting in Outlook 2013, taken from our Microsoft Outlook 2013 training course taught by expert Erin Olsen.

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When you click on the Meeting tab, all of the recipients in the current message will be added as attendees to the meeting. An email reply will be automatically generated and will act as a meeting invite, allowing you to set the date, time, and location. Once you send this out, the recipients, or attendees, will be given the option to accept, decline, or tentatively accept the meeting. If they accept or tentatively accept, the meeting will be automatically added to their calendar. If they decline, nothing will happen in their calendar. Regardless of the response they select, an email will be generated and sent back to the meeting organizer, notifying them of the recipients’ response.

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There’s another neat feature within the Meeting tab that will further assist you in scheduling the meeting: the scheduling assistant. Located in the ribbon inside the email invitation, the scheduling assistant allows you to add other people to the meeting from your contact list, and also shows you each recipient’s schedule to help you pick the best time to schedule your meeting. It also features an AutoPick option, which will go out and pick a time that it thinks is most convenient for everyone invited.

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Once you’ve finalized your meeting details and are ready to sent out the invites, you can send it directly from within the scheduling assistant, or click the Appointment button in the ribbon to go back and review and edit the invitation email. As the meeting organizer, you’ll notice that the meeting has been automatically added into your calendar once the email invite has been sent.

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If you’d like to watch and follow along with Erin as she teaches the entire lesson, check out the video clip below. CLICK HERE for more free Microsoft Outlook 2013 training videos.

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