1. Meeting Invites
How to…

2. A meeting invitation will display in your inbox and in your calendar.

3. WebMail Meeting Invitation
In Webmail, an invite will look like this

4. Outlook Meeting Invitation
Looks a little different. Most of you use the Outlook Webmail application through the web portal

5. WebMail Meeting Invitation
Recognize invite by the calendar and acceptance icons at the top of the message

6. Webmail Meeting Invitation
Recognize invite by the calendar and acceptance icons at the top of the message

7. 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

8. How to Respond: Response options: Accept: Planning on attending
Tentative
Decline

9. 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

10. 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

11. These response options notify the organizer that you have accepted, tentatively accepted or declined the invitation:
They do not change your decision

12. 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…”)

13. 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

14. This is an example of the an organizer receives when an attendee “Accepts” and selects “Send the response now”:

15. 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.”

16. “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

17. 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

18. 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

19. 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

21. From here, you can: Change your response
Ex: Change from “Tentative” to “Accepted”
Change “Tentative” to “Accept” or “Decline”

22. From here, you can: Change your response
Ex: Change from “Tentative” to “Accepted”
Change “Tentative” to “Accept” or “Decline”

23. From here, you can:
Change your response
Set a reminder

24. 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

25. From here, you can: Change your response Set a reminder
Access attachments (articles, powerpoints, protocols, etc.)
Send to organizer

26. 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

27. 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

28. What the organizer sees…
# of recipients
# accepted, # tentatively accepted, # declined
Helps the organizer of the meeting plan for food and an appropriately size location

29. 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

30. Take home message:
Please select and send a response