One of the most powerful features of Exchange Server mailboxes is the ability to easily view others' time commitments and to schedule and manage meetings.
Scheduling a Meeting
To schedule a meeting with other Exchange users based on their availability, click Meeting on the Home tab of the Calendar.
Figure 1: Meeting command
Or choose New I> Meeting on the Home tab in any other folder
Figure 2: New command drop down
This will open the Meeting Request window:
Figure 3: New meeting request form
Fill in attendees, subject of the meeting, location if desired, and start and end time and date.
Figure 4: New meeting request form
You can set up a recurring meeting just as you would a recurring appointment, with the Recurrence command on the Meeting tab:
Figure 5: Recurrence command on the meeting tab
And, you can use the Options group to choose how this time will appear in the recipient's calendar (i.e. if it will leave their time free), and set when the reminder for the meeting will appear:
Figure 6: Show time as and Reminder options
Once your options are set, type a short message if desired:
Figure 7: Meeting request window
Click Send to complete the meeting request.
Responding to a Meeting Request
When someone invites you to a meeting, a meeting request will arrive in your inbox and will look like this:
Figure 8:Meeting invitation
You have the option to Accept the request, Decline it, or mark your presence as Tentative. You can also propose a new time (if the meeting organizer has allowed it) or view your calendar (which is conveniently also previewed in the email).
The Accept, Tentative, and Decline options all offer additional choices:
Figure 9: Meeting invitation response options
You can later change your response by finding the meeting in the calendar use Control+Click, and choosing a new option.
Figure 10: Change meeting response
When you are the meeting owner and participants respond to the meeting request, you will automatically get a notification like this:
Figure 11: Meeting organizer notification
The information will automatically be added to the meeting entry in the calendar. To see all responses to the meeting open the Calendar item and choose Scheduling Assistant:
Figure 11: Scheduling assistant
Here you can see Paul Gettier has accepted the Invitation and the item has been updated.
You will then see a list of attendees and their responses:
Note that you can click the Response field for each recipient and choose a response (Accepted, Declined, Tentative, or None) as appropriate. This is useful if someone responds to the request via phone or in person.
Adding and Removing Attendees
To add or remove invitees, open meeting from the calendar, click the Scheduling Assistant, and click Add New button*:*
Figure 12: Scheduling assistant
You will then be able to choose the new attendees (or remove existing attendees) and send an update:
Figure 13: Select attendees
You will be prompted if you want to send a message to all attendees or just the attendees that were affected:
Figure 14: Prompt for update
Cancelling a Meeting
You will also see a Cancel Meeting command within the Calendar item. To cancel a meeting, open the item and click cancel
Figure 15: Meeting invitation
This will delete the meeting from your calendar and send a cancellation message to each attendee (if desired).