Tag Archives: Microsoft Outlook

Email Meeting Attendees

There are times when it is useful to email the participants of a meeting. You might wish to send them an agenda, file, or reminder; ask a question; and so on.

  1. In your Calendar, right-click the appointment
    – a short-cut menu displays
  2. Click Reply All
    A new mail message displays, already populated with the participants’ email addresses (and any notes you have written into the body of the calendar appointment)
  3. Write your message, and reference or attach any relevant files
  4. Click the Send button

You can also email only those invitees who accepted a meeting.

Remember too, that you can conduct and attend meetings without leaving your desk, using Skype for Business.


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Stop Crossing Campus for Meetings

Some fresh air is great, but unless you like arriving wet for meetings, or adding 30 minutes each time for the return trip across Ilam Fields, did you know that you can now meet with your colleagues around the University, from your desk, using the teleconferencing and video conferencing* features on your computer?
(*video conferencing is available if you have a camera on your computer)

In Microsoft Outlook Calendar:

  1. Click New Skype Meeting on the Home ribbonNew Skype Meeting button 
  2. Add your participants (as you would normally add recipients to an email) so that each recipient will receive an invitationNew Skype Meeting Invitation with invitees
    You’ll notice in the body of the meeting there is a link to Join Skype Meeting. 
  3. When the meeting time is due you, and each participant, click Join Skype Meeting and a conference between you and all the
    participants will be formed.

You can also use this feature for external meetings – ie, with people external to UC – even if they don’t have Skype!

For other ways to make the most of your Skype for Business tools, see these other Skype for Business Basic Tasks.


 

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Email only those who accepted a meeting – Option B

Last week we covered the quicker way to send a follow-up email to people who have accepted a meeting request, while excluding those who have not accepted the meeting.

However that method best suits occasions when there are only a few people who have declined the meeting request.

Today we look at the method to use if you have a lot of attendees who have declined – say, more than 10.

This looks like a lot of steps but it’s actually quite quick.

In the same way you can send a message to all those who gave no response to urge them along a bit. I explained the “None”
response in this Tip titled Are you causing someone else trouble when you accept a meeting?

This option involves a little use of Excel and filtering, but don’t be put off if you  are not familiar with Excel – here’s where you’ll get to learn a very useful feature! (I have added some explanations for you between the steps below.)

  1. View/open the appointment in Outlook.
  2. Click the Tracking button.
    – The names of all those invited are listed, with their acceptance status displayed to the right of their names.image002
  3. Click Copy Status to Clipboard.
  4. Open Excel.
  5. Select Cell A1.
    – This is the top left empty rectangular “cell” below “A” and next to “1”.
    – Click it to select the cell.
  6. Paste.
    – The names of all those you invited to the meeting display in
    columns, along with their attendance status and response.
  7. Widen the columns so you can read their contents clearly.
    – Do this by dragging to the right the thin line between the
    alphabetical letter at the top of each column, eg, A, B, C
  8. Click anywhere in the contents of those columns, eg, click the name of one of your attendees.
  9. Click the Sort & Filter drop-down arrow at the far right end of the Home Ribbon and click Filter.
    – Filters are added to the top of each column. These are drop-down arrows that allow you to sort information in the column.image003
  10. Click the filter drop-down arrow at the top of the Response
    column, and choose Sort A to Z.
    – All the staff who accepted are shown listed at the top of the
    Response column.
  11. Select all the names of the staff who accepted in the Name
    column.
    – To select the names, starting with the first name, click and drag your mouse down over the names you wish to select, in the same way you would select text in an email or Word document.
  12. Copy.
  13. Open Outlook
  14. Create a new message.
  15. Click into the To: field.
  16. Paste.
    – All the names you copied are pasted in.
  17. Press Ctrl+K to force Outlook to reconcile the names with the Name & Address Book.
  18. Write the message and send it.

And that’s it! Let me know how you find it – leave a comment.

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Email only those who accepted a meeting

If you’ve invited a number of people to a
meeting, how do you send a follow-up email
to only those who have accepted?

There are two ways to do this.

Option A is the quicker, simpler way. It’s the one to use if you don’t have too many attendees who have declined – say, fewer than 10. We’ll cover this today.
Option B is the more involved way. It’s the one to use if you have a lot of attendees who have declined – say, more than 10. We’ll cover that next week.

So here is Option A, the simpler option. The one to use if you don’t have too many attendees who have declined.

  • View/open the appointment in Outlook.
  • Click the Tracking button on the Meeting ribbon.Outlook Tracking button               – The names of all those invited are listed, with their acceptance status displayed to the right of their names.
  • Remove the ticks from alongside the names of the people who have declined (the ticks are to the left of their names). Click a tick to remove it.
  • Click the Contact Attendees button on the Meeting ribbon (it is a few buttons to the right of the Tracking button).Outlook Contact Attendees button       – a drop-down menu displays.
  • Click New E-mail to Attendees.
    A new mail message is created, addressed only to those attendees who still have a tick next to their name.
  • Complete the message and send it.
  • DO NOT SAVE the appointment, otherwise all those attendees you un-ticked will be sent a meeting cancellation notice. Instead close the appointment and select Don’t save changes.Outlook Don't save changes

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Want Action From an Email?

Just a reminder: if you are sending an email to multiple recipients, make sure the ones you want some kind of action or response from are in the To:  field, not the CC:  field.

It might sound obvious, but sometimes people expect action from those in the CC:  field, and wonder why they are not getting a response.

Think of the CC:  field as a “For Your Information” field.

Have you seen these:
Don’t type that text – dictate!
Press Enter!

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