Appointments, Meetings and Events

Quick reference

Appointments, Meetings, Events

These are all Calendar items; the difference is if other people or resources are invited or not.

When to use

Appointments are place holder items on your calendar. Meetings include invitations to co-workers or individuals who need to attend. An event displays above the calendar to mark an important day that may still be used for appointments and meetings.

Instructions

To schedule appointments

• Click and drag a time increment on your calendar.​​​​​​

• Type the name of the appointment and press enter.​​​​​​

  To schedule meetings

• Click an existing appointment and notice the Calendar Tools ribbon.

• Select Invite Attendees.​​​​​​

• An email template appears; fill in the To: line, the Location line, and click Send.​​​​​​

• Recipients will receive an email with a Calendar icon; they will click to Accept or Decline the meeting.

• When a meeting is scheduled, a new ribbon called Calendar Meeting appears and includes a Tracking button and a Cancel Meeting button.

 

 

 

• The Tracking button provides details about who responded to the meeting request.

• If a meeting is Cancelled, the meeting attendees will receive a cancellation email.

To schedule events

• Click above the calendar schedule area and type the name of any event.

• In the case of a birthday or repeating event, you can make it “Recurring”.

          

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• 00:05 Okay, let's talk about the difference between appointments and meetings and
• 00:10 events.
• 00:10 I am going to go ahead and schedule an appointment for today.
• 00:14 And I'm going to call this GoSkills Training.
• 00:16 And this is my appointment, just me, no one else.
• 00:20 And notice right above, I have a ribbon that says Appointments.
• 00:24 And you can look at all the available buttons on this appointment.
• 00:27 But one in particular says Invite Attendees.
• 00:30 Now I'm going to go ahead and invite an attendee.
• 00:32 And this Appointment ribbon is about to change to a Meeting ribbon, and
• 00:36 that is a difference.
• 00:38 An appointment is just you scheduling yourself, a meeting,
• 00:41 you're scheduling others.
• 00:42 All right, I'm going to go ahead and click Invite Attendees.
• 00:45 And I'm going to go ahead and
• 00:46 invite myself so I get the email right back into my own inbox.
• 00:49 When this is done, I can hit the location.
• 00:52 If it's a corporate environment, I might have a conference room I could add there
• 00:56 and then, of course, details about the meeting.
• 00:58 I'll hit the little paper airplane and send this email.
• 01:02 There we go, it's sent out, and I'm going to Ctrl+1 to jump over to my emails.
• 01:06 Ctrl+1 will open up my email screen, and I'll hit my send/receive to refresh.
• 01:12 And I'll be getting that email here in just a moment, there we go.
• 01:15 In fact, in a previous lesson, we had set up automated filing.
• 01:19 So it actually landed into my GoSkills folder.
• 01:22 All right, at this point, notice there's a little calendar attached to this email.
• 01:26 That symbol is a calendar, and it's asking me to respond to this.
• 01:30 Actually, because I scheduled myself, it says, No Response Required.
• 01:34 Technically, if I scheduled you, it would say, Accept, Decline, or
• 01:38 Suggest a new time.
• 01:40 I will go ahead and click on the No Response > OK, notice it disappeared.
• 01:44 This actually is a previous one, so I'm just going to go ahead and
• 01:47 delete that one.
• 01:49 All right, so it completely disappeared from my email.
• 01:51 Because it's not an email, it's a calendar appointment.
• 01:54 The minute I accept it, it no longer has to reside in my inbox,
• 01:57 that's okay with me.
• 01:59 Jumping back to my calendar,
• 02:00 all right, I'll click on the little calendar, there we go.
• 02:03 Notice I now have this appointment, but it is a meeting.
• 02:08 Now, the only thing on that ribbon that has changed
• 02:11 is this little thing right here called the Tracking button.
• 02:14 So when this opens up, I can actually see everyone that was invited and
• 02:19 have they responded? How great is that?
• 02:22 So you'll know if someone hasn't responded and
• 02:24 you really need them there, pick up the phone and make a phone call.
• 02:27 So all right, that's enough about appointments versus meetings.
• 02:31 Other people are involved, but meetings are tracked, love it, love it.
• 02:35 All right, an event, what is an event?
• 02:37 An Event resides right up here, so we're going to go forward.
• 02:40 And maybe we've got a company annual meeting is
• 02:45 the first Tuesday of every February, so we don't want to miss that.
• 02:51 And I can still have appointments during the day.
• 02:54 But the company annual meeting, I got to make sure to attend that.
• 02:57 Of course, it would be scheduled somewhere.
• 03:00 You're just putting this in here so
• 03:01 you never forget it's the first Tuesday of every year.
• 03:03 Well, I'm going to go ahead and click on this particular event.
• 03:07 And it shows up right up here as an appointment.
• 03:09 But that's okay, it's the recurrence I'm looking for.
• 03:12 When I click Recurrence, this allows me to tell it not daily, weekly, monthly.
• 03:17 But yearly, on February 5th of every year or
• 03:21 on the first Tuesday of February, when do you want to start?
• 03:25 On this date, do you want to end after a certain number of occurrences, or
• 03:30 no end date?
• 03:30 Well, I'm going to be here forever, so no end date, so I'll go ahead and hit OK.
• 03:35 And you can guarantee, you see that little circle right there?
• 03:39 That little symbol matches the one up above called Recurrence.
• 03:42 Well, let's go ahead and check out next year.
• 03:45 The quickest way to go out and check out another date is a right-click >
• 03:50 Go To Date, and I'm just going to make this 2020.
• 03:53 Let's just see if we have this event on next year's calendar.
• 03:58 Hit OK, and there we have it, the first Tuesday of next year.
• 04:02 Now, the quickest way to get back to today is just hit the Today button,
• 04:06 and zoom, you're there.
• 04:08 So that's the difference between appointments, meetings, and events.

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