Knowledge Library

5 Microsoft Outlook Meeting Tips and Tricks

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Microsoft Outlook is your primary application to manage your emails communications, calendars, and contacts on a day to day basis. This month we will cover 5 Microsoft Outlook Tips and Tricks on how you can manage your calendar items and simplify your meeting scheduling process.

Tip #1: Use Natural Language or Rules to Determine your Meeting Time

Pain Point:

If your co worker would like to schedule a follow-up meeting in 3 weeks after the kick-off meeting, normally under meeting start date, you would click on the “Calendar” button and manually count for the date that is 3 weeks after.

However, this is quite time consuming and human error may occur because there’s a chance that you may lose count. In fact, you are able to insert natural languages or rules to have Outlook calculate the meeting date for you.

Solution – Using Natural Languages & Rules:

1. Highlight the meeting date and insert “in 3 weeks”. Then hit “Enter”. As you can see, Outlook has already helped you calculate the date that is 3 weeks from now.

2. If you want to go back to today’s date, simply type in “today”. You will then be redirected back to today’s date.

3. Another example is that if your meeting is next Monday, you can also type in “next Monday” on the date box. 

4. This tip is an easy way to help you quickly determine a meeting time and minimizes the chance of human errors.

Tip #2: Reply with Meeting

Pain Point:

To reply an email thread by scheduling a follow-up meeting, you can click on “New Items” and then select “New Appointment”. Then, insert all required details and pasting the email body to the invitation. This is also quite time consuming and complicated. 

Solution – Using “Reply with Meeting”

1. Find the “Reply with Meeting” button under the “Response” ribbon, and a new window will pop up.

2. First, the meeting title will be the subject of your email thread, and everyone in the email thread in the loop will be added as required attendees automatically. The context of the email thread will also be preserved – as you re replying with a meeting after all. You can also insert a message to inform and notify everyone invited to the meeting.

3. If this meeting is a Microsoft Meeting, you may find the “Teams Meeting” ribbon on top and then click on “Teams meeting”

4. A meeting link will be generated so you are able to invite all attendees to a Teams meeting.

Tip #3: Create Meeting from Email

1. This tip is very similar with the previous one. To create a meeting from an email, you can drag and drop the email to the calendar icon at the bottom. A new window will pop up.

2. Same as before, the meeting title will be the subject of the email, and the context of the email body will be preserved.

3. However, this time, you will need to manually invite the required or optional attendees to this meeting, as you are not replying to the email thread with a meeting like last time. Click “Invite Attendees” to open up this option.

4. After defining all the details, hit “Send” to confirm and send the meeting invitation out. 

Tip #4: Modify Calendar Items Easily

1. You can manage your calendar items directly on the spot. To reschedule a meeting, drag and drop the calendar item to the corresponding time.

2. Hit “Ok” when Outlook asks you to save changes and send update.

3. A new window will pop up. You can then insert a message to inform your attendees about the time change and hit “Send Update” to notify them.

4. To duplicate a calendar item, hold the “CTRL” button on our keyboard while dragging the calendar item to the designated meeting time.

5. As you can see now, the meeting is now duplicated in just a few seconds.

Tip #5: Visualize your Calendar Items with Color

1. As you can see here, the main color for my calendar view is orange. If you would like to change the main default color, right click on a blank space and find “Colors”. You can then select the theme color to your calendar items. Here I will be selecting blue. 

2. Your main color for your calendar is now blue. 

3. If you have some special meetings that you would like to catch your attention, you can change the color of a specific calendar item by using “Categories”.

4. Click the specific calendar item, and under the “Tags” ribbon on top, click “Categorize”. You can see some pre-defined categories here or your can hit “All Categories” for more options and settings.

5. This window allows you to create, rename or delete existing categories. To create a new category, hit “New”

6. Name your new category and pick a color. I am picking lavender. Select “Ok” to confirm.

7. A new category has been added to your list. Select “Ok” again to confirm.

8. This specific calendar item is already changed to lavender.

9. If you would like to highlight another calendar item, click on the item again and go to “Categorize” again. The category “Client Meeting” is now on the pre-defined list for you to choose from.

10. Click on that and now another item is marked with the color lavender as well.

使用Microsoft Outlook 是您每天管理電子郵件通信、日曆和聯繫人的主要應用程式。本月,我們將介紹5個 Microsoft Outlook 會議的技巧和竅門,介紹如何管理日曆項目和簡化會議安排過程。

竅門1:使用自然語言或規則確定會議時間

痛點:

如果您的同事希望在會議後的3週安排另一個跟進會議,一般的做法是在會議開始日期下,單擊“日曆” 按鈕並手動計算3週後的日期。

但是,這非常耗時,並且可能會有人為失誤。其實,您可以插入自然語言或規則,Microsoft Outlook 便會為您計算會議日期。

解決方案-使用自然語言和規則:

1.在會議日期中,輸入“3週後/ in 3 weeks”。 然後點擊“ Enter”。 如您所見,Outlook已經幫助您計算了從現在起3週後的日期。

2.如果您想返回今天的日期,只需輸入 “今天/ today” 即可。 

3.另一個示例是,如果您的會議是下週一,則還可以在日期框中鍵入 “下週一/ next Monday”。 Microsoft Outlook 便會自動幫您計算下週一的日期。

4.本技巧是幫助您快速確定會議時間並減少人為錯誤機會的簡便方法。

竅門2:以會議邀請回覆電子郵件

痛點:

要通過安排會議來回復電子郵件,您可以單擊“新項目”,然後選擇“新約會”。然後,輸入所有詳細信息,再將電子郵件內容貼到邀請中。這也是非常耗時和複雜的。

解決方案-使用“答復會議”:

1.在郵件清單中選取郵件,然後在 “回應” 群組中,選取“會議”。一個新窗口將會開啟。

2.首先,會議標題將成為您電子郵件的主題,而且該電子郵件中的每個人都將自動添加為與會者。電子郵件的內容也將被保留。您還可以輸入一條消息來通知所有受邀參加會議的人。

3.如果此會議是 Microsoft Teams Meeting,則可以在頂部找到 “ Teams 會議” 功能區,然後單擊 “Teams 會議”

4. 一個 Teams 會議鏈接將會生成,您便可以邀請所有與會者參加會議。

竅門3:通過電子郵件創建會議

1.此技巧與上一個技巧非常相似。要通過電子郵件創建會議,可以將電子郵件拖放到底部的日曆圖標。將會彈出一個新窗口。

2.電子郵件的主題將作為會議標題,電子郵件的內容也將被保留。

3.但是,這一次,您將需要手動邀請與會者參加此會議。單擊 “邀請與會者” 打開此選項。

4. 輸入所有詳細信息後,單擊 “發送” 以確認並發送會議邀請。

竅門4:輕鬆修改日曆項目

1.您可以直接在 Microsoft Outlook 日程表中管理日曆項目。要重新安排會議,請將日曆項拖放到相應的時間。

2.當Outlook要求您保存更改並發送更新時,請單擊 “確定”

3.一個新窗口將會彈出。然後,您可以輸入一條消息,然後單擊 “發送更新”以通知您的與會者。

4.要復制日曆項目,請按住鍵盤上的 “CTRL” 按鈕,同時將日曆項目拖到指定的會議時間。

5.如您現在所見,會議現在僅在幾秒鐘內便已複製並安排到另外一個時間進行。

提示5:用顏色顯示您的日曆項目

1.如果要更改日曆的主題顏色,請右鍵單擊空白並找到 “顏色”。然後,您可以為日曆項目選擇主題顏色。在這裡,我將選擇藍色。

2.日曆的主要顏色現在已經轉為藍色。

3.您還可以使用 “類別” 更改特定日曆項目的顏色,以特顯一些特別的會議。

4.單擊該日曆項目,然後在頂部的 “標籤” 功能區下,單擊 “分類”。您可以在此處看到一些預定的類別,也可以點擊 “所有類別” 以獲取更多選項和設置。

5.此窗口會允許您創建,重新命名或刪除現有的類別。要創建一個新類別,請點擊“ 新增”。

6.命名您的新類別,並選擇一種顏色。然後選擇 “確定”

7.新類別已添加到您的列表中。請再次選擇 “確定” 儲存。

8.此特定的日曆項目已更改為紫色。

9.如果要更改另一個日曆項目的顏色,請再次單擊該項目,然後再次到 “分類”。現在,“Client Meeting” 類別已經會在預定義列表中供您選擇。

10.單擊該按鈕,現在另一個項目也已經標記為紫色。

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