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The Meeting Wizard

Once you have selected the people and resources to invite and you have chosen the time and duration of the meeting, you can use the Meeting Wizard to help finish book the meeting.

Bring up the Meeting Wizard by pressing the button located in the Shortcut bar in Meeting mode. This button will only be enabled when you have selected at least one person to invite to the meeting and you have defined the time and duration in the Availability window.

In the Details page specify a subject, for example, 'Sales Meeting' and a venue for the meeting. You may either type in a venue, for example, 'Board room', or you may select a fixed resource from the drop down list . You can specify an agenda for the meeting by pressing the Agenda… button. Doing this will display an Agenda page which lets you enter a free format rich text meeting agenda.

Press Next. The Inform Recipients page lets you choose whether to inform recipients using e-mail, notifications or not inform the recipients at all. You would typically choose not to inform the meeting recipients if you were organising a group activity which everyone involved already knows they will be attending.

If the meeting is being arranged at short notice, you may choose to inform all meeting recipients using notifications. This will ensure that the invited meeting members reply promptly to your invitation.

Note: Any meeting members who are not OfficeTalk users will not be able to receive notifications. These people are sent mail messages instead.

If you wish to mail yourself with details of the meeting, then check the Send myself invitation check box.

Press Next. The Single/Repeat page lets you choose whether the meeting is a single, one-off meeting or a repeated meeting. For more information on repeated meetings, see Organising a Repeat Meeting. Select Single and press Next.

Pressing Next will display the Reminder page. This page lets you choose whether or not OfficeTalk should automatically remind invited users prior to the meeting.

If you choose to remind users, by selecting the Reminder radio button, then you should choose the required number of minutes fore-warning. The specified number of minutes prior to the meeting, each invited OfficeTalk user will receive a notification reminding them to attend.

To book the meeting, press the Book button in the Reminder page. If you chose to e-mail meeting recipients, OfficeTalk will send out pre-formatted mail messages describing, to each recipient, the details of the meeting, including the meeting agenda.


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