UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: Live@UCL – Outlook 2007
– Track your meeting request
1. Document Information
Document Name
outlook2007-track-meeting.docx
Service
live@UCL (calendar)
Author
Kristina Drew
Contributors
Issue Date
01/08/2013
2. Document History
Version
Date
1.0
01/08/2013 Republished with ‘IT for SLMS’ branding
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Summary of change
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UCL INFORMATION SERVICES DIVISION
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Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 2
4
Tracking responses to a meeting request ............................................................ 2
5
Tracking the response in the Meeting window ..................................................... 3
3 Introduction
Once you have sent a meeting invitation, you can track how invitees have responded
to the invitation.
This documentation explains how to do this in Outlook 2007 within the live@UCL
service.
4 Tracking responses to a meeting request
When you send you a meeting request, invited attendees are informed of the
meeting via an email message.
Within the email they can choose to either:




Accept the meeting request
Tentatively accept (Tentative) the meeting request
Decline the meeting request
Tentatively accept the meeting request but propose a new time (Tentative
and Propose New Time)
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
IT FOR SLMS
Decline the meeting request and propose a new time (Decline and Propose
New Time)
The recipient(s) also have additional options to the above. Whichever choice they
make they can also choose to:



Edit the response before sending
Send the response now
Don’t send a response
5 Tracking the response in the Meeting window
1. In your Calendar, double click on the meeting you wish to track – this will open
the Meeting window.
2. On the Meeting tab in the Show group, click on the Tracking button
3. You will see a table with three columns: Name, Attendance (status of participant
eg ‘Meeting Organizer’, ‘Required Attendee’ etc) and Response.
The response column shows you who has responded and whether or not they will
be attending.
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Please note: If an attendee decides to accept or decline your meeting request and
chooses not to send a response, you will not be able to track whether or not they will
be attending the meeting. The Response field only updates when an attendee
responds to the original request by accepting or declining and sending an email
response.
To ensure that you will be able to track responses to your meeting request properly,
you should ask the attendees to ensure that when they Accept or Decline the
invitation to the meeting, they also choose the Send a response now option.
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