Outlook Calendar for Windows

There are many Microsoft training tools available online to help you become familiar with Outlook 2010:

Multiple Devices

If you have multiple devices, always respond to a meeting invitation the same way otherwise, meetings may mysteriously vanish! If you run Outlook on two computers or a mobile device and accept a meeting while using one of them, don't delete the meeting request from the Inbox on the other computer. If the request is still there, accept it again. Deleting a request on one computer/device after accepting it on another computer/device can cause the meeting to disappear from your calendar.

Meeting Attendees

In Outlook, meetings are managed through email. When you are invited to a meeting, you will be notified via email. Respond to these emails; don't respond via calendar. When you respond to the emails, the email invitations "disappear" from your Inbox.

  • If you are not sure you can attend, indicate "Tentative" response.
  • If you Decline a meeting, the meeting is deleted from your calendar and you can not change your mind at a later date. 
  • Don't delete email requests.
  • Don't respond to a meeting request and NOT send email. 

Meeting Organizers

In Outlook, meetings are managed through email. As a meeting organizer, you will be notified via email when meeting attendees respond to a meeting request. Once an attendee has responded to the invitation, you can delete these emails or filter them to a different folder.

As a meeting organizer:

  • Meetings always have organizers; the organizer is the person who schedules the meeting. A delegate can schedule on behalf to someone else but an organizer can not remove him/herself from the meeting
  • Organizers can see who is attending a meeting by using the tracking option in Outlook 2010 or by seeing responses in Outlook 2011.
  • Always send email notifications to attendees
  • Send updates - After modifying one of your own meeting requests, remember to click the Send Update button to send the updated request to all recipients.
  • Need to cancel a meeting? Notify the people you invited by deleting the meeting from your calendar, select Send cancellation and delete meeting, and then send the cancellation to everyone you invited.
  • If you, as the meeting organizer, are ending a recurring series of meetings, open the meeting on your calendar, set a new end date, and then send an update. This keeps the past meetings on everyone’s calendars, but future occurrences after the end date are removed.
  • If you have to change meeting organizers for a recurring meeting there is no way to reassign the ownership of the meeting. The original organizer should send an update with a new end date - the past meetings remain on everyone’s calendars, but future occurrences after the end date are removed. The new meeting organizer should send a new meeting invite for meetings in the future.
  • Don't move meeting requests - Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar.