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Office 365 - Meeting Organizers - Useful Information

The Meeting Organizer is the person that sent the Meeting Invitation to the list of Required Attendees and the Optional Attendees.  The meeting organizer determines all the options for the meeting.  This includes but is not limited to:

  • Date and Time that meeting starts.
  • Duration of the meeting.
  • Required attendees.
  • Optional Attendees.
  • Whether or not the meeting invitation can be forwarded to others.
  • Type of meeting (Face to Face, Teams, Conference Call, etc.)
  • Subject Line of the Meeting.
  • If invitees are allowed to suggest a different time and date.
  • If invitees are supposed to accept/reject the invitation.
  • Reminder time (or none) for the meeting.
  • Recurrence (if the meeting is a recurring meeting) pattern (if any).
  • The body (this is where details are added about the meeting) of the invitation.
  • Attachments (if any) that the attendees may need.

Once the invitation has been sent, the organizer can make changes to any of the meeting’s details by going into the calendar entry for the meeting and opening the meeting entry.  Once the entry is open, anything can be changed.  Any changes made to the organizer’s meeting entry will be noted and the organizer will be prompted about sending updates to the invitees.  This includes making changes to the list invitees, and even the dates and times, and even the type of meeting.

Meetings should be scheduled as far in advance as possible.  This allows invitees to organize their schedules.

If a meeting’s date and/or time needs to change, the organizer should make these changes to their calendar entry as soon as possible, and when prompted, send the update to all invitees.  Do not cancel a meeting a create a new meeting to reschedule.

If the organizer want to remind invitees of the meeting, the simple way to do this is to open the calendar entry and simply use the uption to send an update (do not forward a meeting invitation to the list of invitees, some invitee’s calendar systems create another calendar entry (duplicate)).