Setting An Attendee As Optional In Outlook For Mac

Schedule and change meetings A primary difficulty when scheduling a meeting is finding a time that works for all the people who need to attend it. Scheduling meetings through Outlook is significantly simpler than other methods of scheduling meetings, particularly when you need to accommodate the schedules of several people. Outlook displays the individual and collective schedules of people within your own organization, and of people outside of your organization who have published their calendars to the Internet. You can review attendees’ schedules to locate a time when everyone is available, or have Outlook find a convenient time for you. You can send an Outlook meeting invitation (referred to as a meeting request) to anyone who has an email account—even to a person who doesn’t use Outlook. You can send a meeting request from any type of email account (such as an Exchange account or an Internet email account). The meeting window has two pages: the Appointment page and the Scheduling Assistant page.

Aug 1, 2013 - The only option the organizer of the meeting has is to save the email. To track the responses of your meeting's attendees in Outlook. In the next screen, you can locate the “All Attendees” list. Click on the icon in “Attendance” column. There will be a drop down list shown up. You should specify “Optional Attendee” to the recipients who will be CC’d. And choose “Resource” to those who will be BCC’d.

The Appointment page is visible by default. You can enter all the required information directly on the Appointment page, or use the additional features available on the Scheduling Assistant page to find the best time for the meeting. The Appointment page of a meeting window The Room Finder is open by default on the right side of each page of the meeting window. This handy tool helps you to identify dates and times that work for the greatest number of attendees, in addition to available locations. The monthly calendar at the top of the Room Finder indicates the collective availability of the group on each day, as follows: • Dates that occur in the past and nonworking days are unavailable (gray). • Days when all attendees are available are Good (white).

Image resizer software for mac. • Days when most attendees are available are Fair (light blue). • Days when most attendees are not available are Poor (medium blue). TIP All the capabilities of the Room Finder are available for Exchange accounts, but functionality is limited for other types of accounts. You can display or hide the Room Finder pane by clicking the Room Finder button in the Options group on the Meeting tab. Managed conference rooms that are available at the indicated meeting time are shown in the center of the Room Finder. At the bottom of the Room Finder pane, the Suggested Times list displays attendee availability for appointments of the length of time you have specified for the meeting.

Selecting a date in the calendar displays the suggested meeting times for just that day. (Scheduling suggestions are not provided for past or nonworking days.) Clicking a meeting time in the Suggested Times list updates the calendar and the meeting request. People you invite to meetings are referred to as attendees. By default, the attendance of each attendee is indicated as Required.

You can inform noncritical attendees of the meeting by marking their attendance as Optional. You can invite entire groups of people by using a contact group or distribution list. You can also invite managed resources, such as conference rooms and audio/visual equipment, that have been set up by your organization’s Exchange administrator. A meeting request should have at least one attendee other than you, and it must have a start time and an end time.