Tip 19: Scheduling a Meeting in Outlook/Exchange
Scheduling a Meeting in Outlook/Exchange
New Information for BUMC, CRC, and BMC
You are now able to effectively set up meetings with members of the BU Charles River Campus (CRC), Boston University Medical Campus (BUMC), and Boston Medical Center (BMC) community who use a BU or BMC Exchange server. This tip will show you how to check the free/busy schedule of meeting attendees so that you can pick a time that should work best for people. This feature was always available to you, but only with those on the same server. You can now use this feature for many more individuals.
We will now walk through scheduling a meeting with someone at CRC, someone at BUMC, and someone at BMC.
First, we will begin by creating a new meeting. There are several ways to do this, we will only show you one such way. Within your calendar click on New.
If the To… button is not visible click the Invite Attendees button.
Click the To… button
From the Global Address List select your first attendee, in this case President Robert Brown who is on the Charles River Campus. You can then select whether he is required or optional.
Next we will select Provost Karen Antman who is at the BU Medical Campus.
Finally, we will select Meg Aranow CIO of Boston Medical Center. Please note the globe icon to the left of her name. For those on a University server, this symbol indicates that the person has a presence at BMC.
Once you have selected all the attendants, click OK.
Now if you select the Scheduling tab, you can see a time that will work for all individuals that you invited. One quick way to determine a time is by clicking the AutoPick Next button. This will select the next time that all your attendees are free.
Please notice that you cannot see the details of anyone’s meetings; you can only see whether or not they are free. This feature can help foster a better sense of collaboration across the University and BMC.
Once you have selected a time, you can then click on the Appointment tab and fill out the remaining fields and e-mail the invitation.
Please remember that just because a time appears to be free or busy in Outlook, it does not mean the person will be able to accept you invitation. Sometimes a person’s Outlook calendar may not have all his/her appointments in it. This is, however, a good start at picking a mutually convenient time.
Thank you,
