[ad#acronisti]Dear Computer Lady,
I am using Outlook 2002 at work. I conduct bi-weekly meetings with different departments. I am finding that people forget the meetings.
I would like to be able to automatically issue an email meeting reminder to the participants. I tried using the schedule meeting options but either I didn’t do it correctly or it doesn’t do what I am trying to make it do. I am not allowed to download any software so downloading an add-in is not an option and we do not have Microsoft Exchange.
Any suggestions? If outlook doesn’t support this function maybe you can recommend a software that does and I will beg IT for it.
I don’t know if Outlook 2002 supports what you are trying to do, I suspect that it does, but because there are several ways that Outlook can be set up, it would be difficult to tell you exactly how to set it up on your computer. I do, however, have a solution for you that does not use Outlook and does not require that you beg IT for an additional program.
Just set up a calendar in Google for your meetings.
Go to www.google.com and at the very top of the page click on “Calendar” in the black bar across the top of the window.
If you already have an account with Google, you can log in and start personalizing your calendar. If you don’t have an account with Google, it is easy to create one and then get started.
With your web browser open to your new, blank calendar, you can start adding events, or make a calendar just for your department meetings. On the left hand side of the page, there is a section named “My Calendars”. Click on the drop down list to the right of “MY calendars” and then click on “Create a new Calendar”.
In the “Create New Calendar” form, give your calendar a name, description and location. Select your country and time zone, and then decide if you want it to be public or not. You can also set up other people to be able to view, and/or edit the calendar as well. When you are all done, click the “Create Calendar” button at the bottom of the form.
Your new calendar will be displayed. Click on the date and time of your first meeting, and a small form will appear. Enter the name of your meeting, and then click on the link at the bottom of the form that says “Edit event details >>”
The event details page allows you to set a start and end time for your meeting, a location, and set the meeting to repeat if you desire. Then put in the email addresses of the people attending the meeting in the “Add Guests” section. This will send an email to your guests, and put the event in their Outlook calendar. It will also send them a reminder email before the meeting at a time you can specify.
I hope this helps with your meetings.
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