UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: Live@UCL – Outlook 2007
– Responding to a meeting request
1. Document Information
Document Name
outlook2007-respond-to-meeting-request.docx
Service
live@UCL (Calendar)
Author
Kristina Drew
Contributors
Issue Date
01/08/2013
2. Document History
Version
Date
Summary of change
1.0
01/08/2013 Republished with ‘IT for SLMS’ branding
outlook2007-respond-to-meeting-request.docx
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UCL INFORMATION SERVICES DIVISION
IT FOR SLMS
Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 2
4
Responding to a meeting invitation ...................................................................... 2
3 Introduction
This documentation explains how to respond to a meeting request using Outlook
2007 within the live@UCL service.
4 Responding to a meeting invitation
When invited to a meeting, you will receive an invitation in the form of an email
message in your Inbox.
The email invitation message will have an icon that looks like this:
The content of the message will be displayed in the Reading Pane and will include a
small tool bar which allows you to

respond to the meeting request using Accept, Tentative, Decline or
Propose New Time

open the Calendar (Calendar tool) to check the meeting entry in your
Calendar:
or
Note: initially, the entry for the meeting will be shown in your Calendar with the status
of “tentative” which is indicated by a block of diagonal lines running down the left
hand side of the entry.
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If the email invitation includes a Please respond message you should respond to
the meeting organiser with one of these responses tabulated below.
Accept



Tentative



Decline


Allows you to accept the meeting as proposed
Once you have accepted the meeting invitation, the entry for the
meeting in your calendar will be marked as “busy” (rather than
“tentative”)
You will be given the opportunity to
o send an immediate response to the meeting organiser
(recommended, so meeting organiser can track
responses)
o edit the message in response to the meeting organiser
o accept the meeting without responding to the organiser
(not recommended).
Allows you to tentatively accept the meeting as proposed
If you give a “tentative” response, the entry for the meeting in
your calendar will continue to be marked as “tentative”
You will be given the opportunity to
o send an immediate response to the meeting organiser
(recommended, so meeting organiser can track
responses)
o edit the message in response to the meeting organiser
o accept the meeting without responding to the organiser
(not recommended).
Allows you to decline the meeting as proposed
The entry for the meeting is removed from your calendar
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UCL INFORMATION SERVICES DIVISION
IT FOR SLMS
Propose new If the current time is not suitable you can either:
time
o reply tentatively and propose a new time for the meeting
or
o decline the invitation and propose a new time.
When you choose either option a dialogue box showing all meeting
participants will appear. The current calendar details for these
people will display allowing you to see free time they have for the
meeting.
When you propose a new time, a message will be sent informing the
organiser that you want to propose a new time.
Alternatively you can open the email invitation message and make your response
from there:
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