Let's go over setting up meetings. Now, meetings are similar to appointments except you invite people to them as well. Let me show you three different ways that you can set them up as well. So the first way, you can use any of your apps, click on the Home tab, new group, click new items, and choose meeting. And it'll take you into the meeting dialog box where you would fill in your information. The second way is use the shortcut key Ctrl Shift q also takes you into the meeting dialog box, so you can fill it out and save it.

And the final way is to go to the calendar and click New meeting. You'll see it looks very similar to setting up an appointment except you've got a two area where you can add people to your meeting. So let's go ahead and add people to our meeting. You can add individuals inside your organization as well as outside your organization and you can also add groups. So I'm going to set up a meeting with my training group. So I'm going to Click on to click on training.

And I want them to be required to come to the meeting. So we'll say okay, but you'll notice when you're in there, you can add optional. So for instance, if I wanted my sample group to come if they were available, I could add them to the optional. And from here, you also have the ability to add resources. So if you've got resources set up in your outlets, such as projectors, or computers, or so forth, you could add those so they're reserved for your meetings as well. We're going to leave it as is and say, okay, subject and location.

Now, you'll notice on my location, I've got a down arrow, it's going to bring up all the locations that I've used previously. So we'll choose conference room B, I could click the rooms button, and if I had rooms set up in Outlook, it would list them here and I could choose a room to reserve. we'll cancel out of that. Now we'll come over and we'll set the time we'll set it for 30 Thursday at three o'clock, and we're going to have it run for two hours. Let's come to the bottom and add in our details. I'll leave the reminder at 15 minutes, and it'll be a busy one.

And we'll also set the importance to high. If I needed to, I could also check the scheduling assistant to find the best time for my meeting by checking all the calendars for those individuals. This is a handy feature to use within your organization if everybody keeps their calendars up to date, because before you send out the meeting request, you can see if those times are actually open on their calendar. If it wasn't open, I could move it down at the bottom it gives you a key to let you know which ones are busy tentative out of the office working elsewhere. Or if there's no information. Everything looks good for this.

So we'll go ahead and send it so I'm going to click the Send button. So let's go to that appointment. Demo. Click on it. And it takes me in. Now you can see I've got no responses from anybody for attending the meeting yet.

Once people start adding it to their calendar and accepting it, I can also come out here and see what their responses are. Now let's go ahead and set up a recurring meeting. Let's close out of this meeting. We'll go to next Monday, double click on it. Now by doing this, when I go in to set up my meeting, it's going to choose this date for my meeting. So let's go into new meeting.

And you'll see it chose Monday. Let's pick the people who are attending up. I'll do my sample group. This time, they're required, nobody else is coming. For this sample, we'll do a status meeting. We'll do it in my office.

Because this is a recurring meeting, I'm going to come up to the options group and click on recurrence. It's going to give me the option to set my time here. We're going to do a 10 o'clock meeting. And we'll do it for a half hour We'll do it every week on Monday, and we're going to end at the end of August, I will say, Okay, come down to the body type any information in with this recurring appointment, I'm going to come up to the attendees group, and I'm going to set my response options. By default, you're requesting responses, and you're allowing new time proposals. For this one, I'm not going to allow new time proposals.

So I'm unchecking that box, and we'll click Send. There's the status meeting. Again, it's got the circle on it, just like our appointment meeting. So it tells me it's a recurring meeting, but come to the first it's there as well. All the way through August. And then when September hits, it's not there because we told it to end as of the end of August.

And just like regular appointments, you can also cancel recurring appointments. So if we needed to cancel the appointment on the 29th, we would click on to right click on the meeting, cancel meeting. And then we have the option occurrence or series, we're just canceling that occurrence of the appointment. So we'll click occurrence. Now when we're doing this, because it is a meeting that we set up with other people, they have to be notified that it's being canceled. So it's going to open up a status meeting dialog box so that we can send out a cancellation notice for that meeting, and we could add information to this if we wanted to.

And then send out the notice. It removes it. But it doesn't remove it from the other dates. And the same thing if we just change something within the appointment, so let's go ahead and double click on this. Open up the entire series. We'll change the location instead.

Let's do it in conference room B. Now again, because we're changing something on a meeting and not just a regular appointment, it needs to send an update out to the people involved, let's add a little note to the body. Go over the format, make it red and bold. And now we'll send it out. So let's take a look at it. We'll open just that one.

And there you go. That's how you change it. So remember, if you're going to be setting up meetings that can be done multiple ways. It can be changed from any of your apps. So if we go to email, we would go to the Home tab, new group, click new items and choose meeting. Go to your calendar, go to the Home tab, new group, new meeting, or Ctrl Shift Q.

And that'll take you in to set up a new meeting. And don't forget when you're setting up your meetings, if there are people within your organization, the scheduling assistant is great for determining a time to set your meeting.