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Meeting Invites How to…
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A meeting invitation will display in your inbox and in your calendar.
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WebMail Meeting Invitation
In Webmail, an invite will look like this
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Outlook Meeting Invitation
Looks a little different. Most of you use the Outlook Webmail application through the web portal
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WebMail Meeting Invitation
Recognize invite by the calendar and acceptance icons at the top of the message
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Webmail Meeting Invitation
Recognize invite by the calendar and acceptance icons at the top of the message
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Meeting organizer has requested a response.
If the meeting organizer needs to plan for enough food, materials and an appropriately sized meeting room which needs to be reserved ahead of time, then the organizer will request a response from the recipients Response options: Accept Tentative Decline
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How to Respond: Response options: Accept: Planning on attending
Tentative Decline
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How to Respond: Response options: Accept: Planning on attending
Tentatively accepting Response options: Accept: Planning on attending Tentative: Probably (change to “Accept” or “Decline” ASAP) Decline
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How to Respond: Response options: Accept: Planning on attending
If you select “Decline”, you can not change your status. You will have to the organizer directly. Response options: Accept: Planning on attending Tentative: Probably (change to “Accept” or “Decline” ASAP) Decline: Not planning on attending
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These response options notify the organizer that you have accepted, tentatively accepted or declined the invitation: They do not change your decision
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These response options notify the organizer that you have accepted, tentatively accepted or declined the invitation: “Edit the response before sending” Personalize the notification (“I’ll be there, but I will be 15 minutes late due to an appointment blah, blah, blah…”)
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These response options notify the organizer that you have accepted, tentatively accepted or declined the invitation: “Edit the response before sending” Personalize the notification (“I’ll be there, but I will be 15 minutes late due to an appointment blah, blah, blah…”) “Send the response now” Sends a generic notification to the organizer
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This is an example of the an organizer receives when an attendee “Accepts” and selects “Send the response now”:
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An edited response will include a message:
The messages are similar when “Tentative” or “Decline” is selected You could select “tentative” and write “Waiting on child care arrangements” Or you may “decline” and write “Sorry, I’m working the late shift that evening.”
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“Edit the response before sending”
Personalize the notification (“I’ll be there, but I will be 15 minutes late due to an appointment blah, blah, blah…”) “Send the response now” Sends a generic notification to the organizer “Don’t send a response” The organizer will not get notification regarding your response Please don’t select this
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Once an invitation is responded to, it will “disappear” from your inbox, but it will still be available through your calendar Monthly View ?reappear on your calendar ?forward invite Inbox
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The event will appear on your calendar after you receive the invitation, and it will stay on there unless you “Decline” If you “Decline” you will not be able to access through your inbox or your calendar – you will have to contact the meeting organizer directly
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Double click to access the event
The event will appear on your calendar after you receive the invitation, and it will stay on there unless you “Decline” If you “Decline” you will not be able to access through your inbox or your calendar – you will have to contact the meeting organizer directly Double click to access the event
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From here, you can: Change your response
Ex: Change from “Tentative” to “Accepted” Change “Tentative” to “Accept” or “Decline”
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From here, you can: Change your response
Ex: Change from “Tentative” to “Accepted” Change “Tentative” to “Accept” or “Decline”
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From here, you can: Change your response Set a reminder
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From here, you can: Change your response Set a reminder
Access attachments (articles, powerpoints, protocols, etc.) This may be the only way to access attachments, since the invite has disappeared from your inbox
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From here, you can: Change your response Set a reminder
Access attachments (articles, powerpoints, protocols, etc.) Send to organizer
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From here, you can: Change your response Set a reminder
Access attachments (articles, powerpoints, protocols, etc.) Send to organizer Send to all attendees For a journal meeting, you may want to select “Reply All” and everyone that you are planning to review the article on pediatric hips
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From here, you can: Change your response Set a reminder
Access attachments (articles, powerpoints, protocols, etc.) Send to organizer Send to all attendees Forward the invitation to another individual organizer will receive notice
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What the organizer sees…
# of recipients # accepted, # tentatively accepted, # declined Helps the organizer of the meeting plan for food and an appropriately size location
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What the organizer sees…
Response status of each recipient However, this is not updated unless you “send a response” If you accept and choose “Don’t send response”, it will stay on your calendar, but the organizer won’t know that you’re coming – it will display as “None” above
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Take home message: Please select and send a response
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