University Computer Help Desk

Creating meeting requests with the Entourage 2004/2008 calendar

Use the calendar in Entourage 2004 or Entourage 2008 to create and coordinate meetings.

You can create meetings and invite attendees using your Exchange calendar in Entourage 2004 and Entourage 2008.

Create New Calendar Event (Meeting Request)

To create a meeting in Entourage 2004 or Entourage 2008, do the following:

  1. Open Entourage 2004 or Entourage 2008.
  2. Click Calendar in the upper left corner of the window.
  3. Within the calendar, click the New button, or click File > New > Calendar Event.
  4. Select start and end times for your meeting. You should do this before inviting people so you can check their availability for the time of the meeting.
  5. Click the Invite button.
  6. To invite someone, type the person's name, ULID, or email address in the To: box.
    • The people you invite are called attendees.
    • As you type, Entourage will show you a list of people that match what you're typing.
    • Click a name to add that person as an attendee.
    • Add each person you want to invite.
  7. To reserve a location for your meeting, add the location, just like you did with attendees in step 6, above.
    • Type the location's abbreviated name.
    • For example, to search for a room in Julian Hall, type JH.
  8. To avoid scheduling conflicts and to check the status of the location you selected, click Scheduling and review the availability of your attendees and location.
  9. Type a short description of the meeting in the Subject box.
  10. Type the meeting location in the Location box.
  11. Add an agenda or notes in the large, white box.
  12. Click Send Now to send your meeting request.

The people you invited will receive the meeting request as an email. You will get an email and your calendar will be updated when they accept or decline your invitation.

The location resource you selected will also respond to your meeting request. Some room requests are handled automatically by Exchange, whereas others must be approved by a human responder. Automatic responses are usually received within a few minutes; room reservations handled by a person may take longer.

Here are some tips:

  • It may take several minutes (or longer) for Entourage to synchronize the Scheduling tab.
  • Click the calendar icon next the Start and End dates to use a mini-calendar for date picking.
  • You may see people's name appear more than once when you invite them. This is because Entourage finds matches in your recent history, your address book contacts, and in Active Directory (ad.ilstu.edu). You only need to add a person once.

 

Article Information

  • Article ID: 1274
  • Last Review: May 11, 2009
  • Type: Instructions

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