Cloud Coaching Tip

Getting the best out of collaboration with Outlook – Are you cancelling meetings when you should be rescheduling?

We recently had an engagement where we had used Outlook to book a meeting with a client (a pretty normal process for most of us using Outlook) where the client abruptly cancelled the meeting due to another commitment.

We thought they no longer wanted to proceed with the work but on a follow up email a few days later they said they wanted to proceed but didn’t have the time to attend that meeting due to a conflict.

We asked them why didn’t they suggest a new time? They didn’t know how.

So if you are wanting to suggest a new time for a meeting we’ve included the following steps to help you:

1. In the open meeting request, click Meeting.
2. In the Respond group, click Propose New Time.
3. When you propose a new time, you tentatively accept the meeting. However, if you click the text Propose New Time (the lower part of the button) you have the additional options to click Decline and Propose New Time. Meeting organizers can send meeting requests that restrict the ability to propose alternate meeting times. If the meeting organizer has restricted meeting proposals, the Propose New Time command isn’t available. Also, you can’t propose a new time for meetings in a series — also known as recurring meetings.
4. Click a time when all invitees are available.
5. Click Propose Time.
6. Click Send.

If you are the meeting organizer, proposed meeting time changes are sent to you. You decide whether to change the scheduled meeting time.