If certain key people decline your meeting invitation, you may choose to reschedule the meeting so that they can attend at another time. OfficeTalk lets you reschedule a meeting so that all you need do is choose another time and place for the meeting. OfficeTalk will then handle the rest, mailing all invited users, informing them that the meeting has been rescheduled and asking them to confirm that they can attend. You can reschedule a meeting in the following way:
From Meeting List View, select the meeting that you wish to reschedule from the top window, and using the right mouse button, select Reschedule from the context sensitive menu.
OfficeTalk will switch to the Availability window. The list of recipients and meeting members is replaced by a Reschedule and a Cancel Reschedule button. Use the calendar to select a new date for the meeting. Use the Availability window to select the time and duration for the rescheduled meeting. Next press the Reschedule button.
The Book Meeting Wizard is displayed, showing the Details page. The subject of the meeting may not be changed. You may change the meeting venue and the Agenda, if required. Pressing Next will display the Inform Recipients page. Choose whether to inform each member via e-mail or via notifications or not at all.
Pressing Next will display the Remind page, letting you choose whether or not to remind each member prior to the meeting. Finally, press Book to reschedule the meeting.
When you reschedule a meeting, provided that you have elected to inform each member via e-mail, each meeting member will be mailed a message informing them of the details of the rescheduled meeting.
You can specify the meeting rescheduled message sent out to all OfficeTalk users from within Supervisor mode. For more information on changing this message, see Specifying Special Notes .
When you receive a rescheduled meeting message, the body of the message is formatted as shown below:
Meeting Rescheduled
The Meeting "Sales Meeting" has been rescheduled to the following time and place:
Date/Time: 27/10/97 at 12:30.
Duration: The meeting is planned to last for 30m
Place: The meeting venue is: Meeting Room 42
Agenda
Agree minutes from last meeting
Outline Sales Strategy for November
Report of September Sales
A.O.B.
People Coming
John Rush
Paul Noble
Peter Smith
Russell Kane
John Rush