Setting Up An Outlook Meeting:
Last blog entry, we tackled appointments, and you were all so kind not to have jumped all over me for having forgotten to talk about appointment status. Well, one reason is because I'm using Outlook 2007, and the status is not in the accessible tabs like in Outlook 2003. So to quickly rectify this, here are my notes.
Outlook 2003 Style:
When you are editing an appointment and/or meeting, the status can easily be changed with the UP and DOWN ARROWS. If your appointment is a simple reminder, then you'll want to set the status to free so that other people can still commandeer your time.
Outlook 2007 Style:
You can either use your Jaws cursor and go find the appointment status and generate a mouse click on it and then use your ARROW keys to change the status. Or, you can do it the easy way. From anywhere within the edit screen, press ALT+H and then B. You can then use the ARROW keys to choose your status. Press ENTER when done.
Okay, now that this has been taken care of, back to our regularly scheduled program.
Tired of losing track of multiple meetings? Want to be able to organize your own independently? Well this tip is for you.
From anywhere in Outlook, press CONTROL+SHIFT+Q. That's Q for meeting. Makes sense doesn't it? Well, it sticks in the old noggin anyway.
First things first, let's get a room!
No, I'm not being naughty, it's just best to find a room that's available at the time that you need it. So what we'll do here is press CONTROL+TAB. This brings you to the "add attendees/ add rooms" page. Contrary to logical thinking, we're not going to use the "add rooms" feature as it does not have all of the rooms listed. We'll use the "add attendees" function instead. So TAB to that and press the SPACEBAR. Don't use the "click here to add a name", unless you've done this before.
Type the first few letters of the room that you want. this will scroll the list of names.
To access this list, press TAB.
Find the room that you wish to use with the ARROW keys.
Press ENTER twice. Entering only once will bring you back to the edit area to add more rooms/attendees.
Having fun yet?
Now that you've added the room, let's tab to the dates and times. Choose your start date and start time. It works the same way as explained in the previous Jaws tip.
Once this is done, let's see if the room is free for that time. Press CONTROL+SHIFT+S. A Jaws window will pop up telling you that: 1. Hopefully you are free for that time and,
2. the status of the room at that particular time.
Close the window by pressing ESCAPE.
If the room is not available then, try changing the start time to another time and pressing the CONTROL+SHIFT+S again.
The same process applies as above. Although, if you have more than one person to add, instead of pressing ENTER twice, press it only once and type the next person that you are searching for. Yes, I repeated myself. It's allowed.
Once you are all done, you can Press ENTER to complete.
Press CONTROL+SHIFT+S one last time to confirm everybody's availability and that's it for setting up the time.
We're not done?
Nope, this is a long one. Lots of explanation, but once you do it a few times, it'll seem so simple. Let's go back to the original meeting page by pressing... can anybody guess? Yes, I see a hand back there. That's right, CONTROL+TAB.
Now, the, "to", field has been populated with your meeting members and room designation. You can still edit this field. Tab once to the "Subject" line and type in the meeting title.
Tab again, and in this field, you would want to type in the room name and/or number. It just makes it easier for future browsing of your calendar.
The rest of the tabs are fields which we manipulated previously when creating an appointment in the last Jaws Tip. TAB to the notes area. You can put notes, attachments whatever you want; just like in a normal message body.
At this point, there's one last thing you have to do.
Press ALT+S to send your meeting request.
What happens next?
Well, we all walk away from our computers with headaches and bewildered looks.
A few things will now happen. First, you get a system generated email which tells you if the room reservation was accepted. If all the stars are aligned and the moon is full, your room request will have gone through. If it hasn't been accepted, then you may have some tinkering to do.
Next, your invited participants should be clicking on the accept/tentative/decline buttons and system-generated emails would be advising you of their choice.
Creating a meeting uses many similar features as the appointment scheduling. Pressing CONTROL+TAB brings you to the adding attendees/rooms option.
CONTROL+SHIFT+S will generate a Jaws window with a current view of all the attendees/room status.
Today's bonus key is the APPLICATIONS key. It is the third key to the right of the spacebar. An alternative for this key is SHIFT+F10. Depending where you are, this key has various functions. For example, if you are in the calendar and have an appointment or a meeting selected, you can press this key for a multitude of options. I will let you investigate this one on your own.