使用OUTLOOK进行会议安排.doc

使用OUTLOOK进行会议安排OUTLOOK Meeting Request一、使用OUTLOOK组织会议的优点 Benefits of OUTLOOK Meeting Request21.明确角色定义 Identify Characters22.过程跟踪和提醒 Keeping track and Reminder2二、发送会议通知 Sending Meeting Request31.新建 Setting up32.内容填写 Filling Contents43.发送 Sending64.更新 Updating6三、阅读会议通知 Receiving Meeting Request61.选择“接受”Accept72.选择“暂定”Tentative83.选择“谢绝”Decline8四、跟进会议响应 Track Responses8五、取消会议 Canceling Meeting Request9六、提醒及查看 Reminder and Check9第 10 页 共 10 页一、 使用OUTLOOK组织会议的优点 Benefits of OUTLOOK Meeting Request1. 明确角色定义 Identify Characters会议需要有三个基本元素：会议组织人员、会议参加人员以及会议召开地点。OUTLOOK可以将这些元素有效地组合在一起。在 OUTLOOK 会议中，每个涉及的人员都担当一个独特的角色，该角色指定他可以执行哪些操作、拥有多大的控制权。A successful meeting requires three basic components: an organizer, participants, and a location. In an Outlook meeting each person involved has a distinct role that dictates what that person does and the amount of control he or she has.i. 会议组织者任何建立会议的人员都会成为会议组织者。组织者是唯一可以在会议建立后更改会议详细信息的人员。 Meeting organizerWhoever sets up a meeting becomes the meeting organizer. The organizer is the only person who can change the meeting details once it has been set up.ii. 与会者受邀参加会议的任何人都被视为与会者。与会者有两种类别：必选的与会者和可选的与会者。 AttendeeAnyone who is invited to the meeting is considered an attendee. There are two categories of attendee: required and optional.iii. 地点/资源会议的召开场所为地点，有时称为“资源”。 Location/ResourceThe place the meeting will occur is the location, sometimes referred to as resource.2. 过程跟踪和提醒 Keeping track and Reminder如果你工作中的各种会议非常的多，又担心会忘掉，不妨使用OUTLOOK2003进行安排和提醒。会议组织者向与会者发送会议要求, 要求会被发送到与会者的“收件箱”和“日历”。响应返回给会议组织者。OUTLOOK 2003会使用“收件箱”和“日历”跟踪详细信息。当这些详细信息更改时，只需单击一次按钮就可以一次为所有人进行更新。Learn how to set up meetings through OUTLOOK 2003 and be an effective and considerate attendee when some one has invited you to a meeting. The attendee will get the meeting request in his inboxand calendarafter the meeting organizer sending the quest and then the feedback to organizer accordingly. You can change any aspect of the meeting, at any time, after the meeting request has been sent. To do this, first you would make your changes in the meeting request in your calendar, and then you would send an update to the people who need to know about the change by clicking the Send Updatebutton.二、 发送会议通知 Sending Meeting Request1. 新建 Setting up在“文件”中单击“新建”，然后选择“会议要求”On the Filemenu, click Createand then choose Meeting Request随即出现“未命名会议的对话框”This method gives you a blank slate for the meeting2. 内容填写 Filling Contentsi. “收件人”栏：填写参会人员邮件地址；为您的会议添加与会者的最佳方法是使用通讯簿，从“选择与会者及资源”对话框，可以轻松地访问通讯簿。选择 “计划”“添加其他人”“添加自通讯薄”。如下： ReceiverBox: Filling in the attendees email address. The best way to add attendees to your meeting is to use the Address Book, which you can easily get to from the Select Attendees and Resources dialog box. ii. “主题”栏：填写会议主题； SubjectBox: Meeting subjectiii. “地点”栏：填写会议地点； LocationBox: Meeting locationiv. “标签”栏：提供了不同的会议类型供选择，如商务、个人等； LabelBox: Providing various type of meeting to choose, such as business, personal and etc.v. “开始时间”及“结束时间”栏：填写会议的起止时间； Start timeand End timeBox: Meeting timevi. “提醒”栏：根据设定的时间，OUTLOOK会在会议开始前通知参会人员； ReminderBox : According to the fixed time, OUTLOOK will remind the attendees in advance. vii. “联系人”栏：填写会议的组织者； ContactorBox: Meeting organizerviii. “类别”栏：选择会议的类别。 TypeBox: Choose the type of meeting以“CEO办公室月度例会通知”为例：Take Notice of Monthly Meeting of CEO Officefor instance:3. 发送 Sending单击“发送”，则可以将该通知发给到所有会议参加人员的收件箱中并将其识别为属于日历的内容，作为暂定条目放置在该处，直到与会者响应。Once youve set up the meeting in your own calendar, you send the meeting request to the participants by clicking Send.4. 更新 Updating如需对已发送的会议通知进行修改，只需选择“日历”栏，并双击日期栏内的会议通知，对内容进行相应修改后，单击“发送更新”即可；After you make a change to the meeting request, clickSend Updateand then an updated meeting request is sent to attendees.三、 阅读会议通知 Receiving Meeting Request当通过电子邮件将会议通知发送给被邀请者时，每个人都会在自己的“收件箱”中收到会议要求。当收件人打开会议要求时，如果该会议与其“日历”中某个现有项目冲突，Outlook 会通知他们.。他们只需单击按钮来“接受”、“暂定”或“谢绝”，OUTLOOK即将发送相应反馈信息给会议通知的发送者。When a meeting request lands in your Inbox, it is automatically added to your Calendar. This reduces the potential for double-bookings and helps you to avoid missing meetings. Main choices for reponse are Accept, Tentativeor Decline. OUTLOO will send the feedback to the organizer accordingly.1. 选择“接受”Accept邮件会自动从“收件箱”中转入日历中的对应日期栏中。如需查看，则需单击OUTLOOK左下方“日历”一栏，以上文提到的“CEO办公室月度例会通知”为例，我们可以在10月23日的一格中找到。如下：When you accept a meeting, the meeting is scheduled in your Calendarand you receive updates if the meeting organizer changes the details of the meeting. You can click the Calendarto check the meeting request. Also takeNotice of Monthly Meeting of CEO Officefor instance, we can find the meeting request in the box of Oct.23.单击红色字体的部分，则可弹出会议通知原文。Click Red Letters and then youll see it.2. 选择“暂定”Tentative邮件同样自动从“收件箱”中转入日历中的对应日期栏中。The meeting is scheduled in your Calendar.3. 选择“谢绝”Decline邮件将从“收件箱”中删除并不在日历中出现。Declining a meeting deletes the item from your Calendar.四、 跟进会议响应 Track Responses点击“日历”中对应的日期栏，在“跟踪”选项卡中“响应”列可以查看到与会者的反馈情况：“已接受”、“已谢绝”、“暂定”、“无”。如下：Once youve sent your request and started receiving responses, you can see how many people plan to attend by looking in the Infobar at the top of the meeting request in your calendar (you need to open the request to see this): Accepted, Declined, Tentatively accepted or none. Just as follows:五、 取消会议 Canceling Meeting Request使用“动作”菜单上的“取消会议”命令。On the Actionsmenu, click Cancel.六、 提醒及查看 Reminder and Check1) OUTLOOK会在会议召开前，根据设定的时间，提醒参会人员(如下图)。如果你想了解有关提醒的详细内容，可以单击下图对话框中的“打开项目”按钮。 If you set a reminder, the Reminder dialog box will appear at the time you specify. (as following picture). If you want to know detailed inform