Beatitudes Community

Tech Tip Tuesday: You’re Invited!

Meetings, meetings, meetings, we all have meetings. Have you ever forgotten a meeting? Yeah me too. To remedy this we use calendars. Calendars not only track our personal events but scheduled events with others as well. This is why I try to live by my calendar. But sometimes when I tell people to shoot me a meeting invite, I get a blank stare. So today I'll give the quick and easy steps to creating and sending a Calendar Invite in Outlook.

thing's first. Click on your calendar link at the bottom of your screen in Outlook. At the top left you'll see “New Meeting”. Click this and a new “Untitled-Appointment” window will pop up. This is similar to a new with a few differences. You'll give it a subject and then a full description in the main body (the big blank area), plus you'll have to assign a location and Date/Time as well. If this is just a personal reminder for something like a birthday, you can click the “All Day” box and not assign a specific time. Next you should pay attention to the “ As” button and choose whether you'll be busy, free, out of office, etc. Then assign a reminder. I usually choose 15 to 30 minutes for meetings depending on time and 24 hours for all day events. If this is an that occurs on a regular basis at the same time and same place, click the “Recurrence” button and choose how often this appointment occurs. Now you'll need to consider if you want to invite others to your meeting. If this is just a personal reminder, click “Save and Close”. If you want to invite others, click “Scheduling Assistant”. Here you'll see your name to the left and a timeline showing availability to the right. Click the “Add Attendees” button at the bottom and an Address Book window will pop up with all of the campus names listed. Scroll through or use the search window to find who you want to invite. Click on their name to highlight it and then click “Required” or “Optional” at the bottom. When you're done click okay and you'll be back at the Scheduling window. Hopefully there won't be any time conflicts with other appointments for anyone but if there is you can look for a time that's available for all. Now you will notice that a “Send” button has appeared to the top left of the name list. If you're sure everything is set, click send and each recipient you chose will receive a calendar invite. They now have the choice to accept, decline or propose a new time. Hopefully everything works out and you have a good meeting. 🙂

Here's some quick reference steps:

  • Calendar/New Meeting
  • Subject/Location/Time/Date/Description
  • Show As/Reminder/Recurrence
  • Scheduling Assistant/Add Attendees
  • Save and Close/Send

Interesting Tidbit – Julius Caesar introduced his own calendar around 45 BCE. to better align the months with the lunar cycles and the seasons. The Julian Calendar uses 365 days, 12 months, and a leap day every four years.

Author Info: Beatitudes Campus Verified Administrator
At the foundation of Campus is the vision of Church of the Beatitudes pastors and congregation members to create a better alternative for older adults than the homes of the early 1960s. The type of community they imagined was the first of its kind in Arizona. Beatitudes Campus is proud to continue the legacy of our founders, by being a leader in the field of aging for over 50 years.

Get involved!

Comments

No comments yet