Set Up, Update or Cancel a Meeting in UAlbany Mail Using Outlook

Action

To set up a Meeting on a Calendar in UAlbany Mail using the Outlook program, follow the steps below.

Instructions

Create a meeting

1. Either right-click on the calendar where you want to add an appointment and choose New Meeting Request, or choose New Meeting from the ribbon menu bar in Outlook on your calendar.
    

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2. An "Untitled - Meeting" window will appear.  Set the Subject, Location, and Start and End times of the event using the appropriate fields. You can also enter a message to the attendees or detailed information relevant to the meeting in the box below the Start time and End time fields.
   
   

3. Next, click on Scheduling Assistant. From this screen, you can add additional invitees and schedule a room.  To add attendees, type each person's name in the box labeled Click here to add a name.  Hit Enter on your keyboard when done with each name and Outlook will try to match what you typed with someone from the Global Address List (GAL). (You can also click Add Attendees to find people in the GAL.)
   
   

4. If Outlook matches a name to someone from the GAL, that person's free/busy information will be filled in next to his/her name.
   
   

5. If desired, add a room to the meeting.

6. Find a time when everyone is free and the room is available.  Once you're ready, you can click Send and Outlook will deliver your invitation to each attendee and book the room for you.
   
   

7. If the room was free during the time you requested it, you will receive an email back indicating it has accepted the meeting.
   
   

How to Update a Meeting:

1. Double-click on the meeting that you want to modify.

2. A window with your meeting details will appear. Make your changes.

3. Click the Save & Close button.

4. If you have added or removed attendees, Outlook will ask you if you want to send updates to all attendees or only to those newly added/removed.  Choose whichever option is appropriate and click OK.
   
   

5. Your meeting has been updated on the calendar and if appropriate, updates have been sent to those you indicated.

Delete a Meeting

1. Either right-click on the appointment and choose Cancel Meeting or single-click on the appointment and press the delete key on your keyboard.
   
   

2. You will be prompted to send a cancellation to your invitees.  Click Send Cancellation.  Each of your invitees will be notified that the meeting has been canceled and it will be removed from the calendar of any room that was involved in the meeting.
   
   

3. The meeting has been deleted from the calendar.