Agito Outlook meeting Organizer 2.0

Transcription

1 Agito Outlook meeting Organizer 2.0 User s manual Prepared by: Niko Dolenc, Maja Žemva June 2014

2 Summary The document contains information how to use Outlook Meeting Organizer application. Responsible person Niko Dolenc Document history Version Author Date Changes 0.1 Maja Žemva Document creation

3 Index 1 Outlook Meeting Organizer Why use Outlook Meeting Organizer? Outlook Meeting Organizer Process Outlook Meeting Organizer Functionalities Outlook Meeting Organizer inside Functionalities Outlook Meeting Organizer inside Calendar Functionalities Agenda confirmation already assigned to an appointment Filtering appointment Items Using Outlook Meeting Organizer Create meeting from received Meeting Appointment navigation Create task from agenda item Editing meeting agenda in the calendar OMO Support addressed to Agito support Outlook Meeting Organizer installation Outlook Meeting Organizer additional resources Table of Figures and Tables Figures Tables:... 18

4 1 Outlook Meeting Organizer 1.1 Why use Outlook Meeting Organizer? Great amount of daily received s, tasks and meeting requests lead to poorly organized meetings, non-answered s and non-finalized tasks. There is also an ambiguity factor which is caused by misinterpretation of received documents. The competitive environment, in which we operate today, with the limited amount of time, the Outlook Meeting Organizer OMO, is an ideal extension for companies using MS Exchange Server 2013 or Office 365 and Outlook Outlook Meeting Organizer Process Outlook Meeting Organizer process consists of different phases, shown in Figure 1. Figure 1: Outlook Meeting Organizer process OMO process description: in MS Outlook user flags or categorizes an item such as received , task or meeting, with flags or categories, Categories in MS Outlook are configurable and are used to specify types of meetings, such as Sales meeting, Project meeting, in the OMO application user creates a meeting and adds agenda to the meeting o directly from the received or o from the calendar with the OMO application search functionality, in the appointment screen the user can create task(s) directly from the agenda item, user can send meeting requests, with the option of attaching selected s, in the meeting request, users are able to open the agenda to create and send tasks or s to the selected attendees. 4 / 18

5 1.3 Outlook Meeting Organizer Functionalities Outlook Meeting Organizer inside The Outlook Meeting Organizer application enables users to simply handle appointments and meeting agendas and is embedded inside the s body. Figure 2: Outlook Meeting organizer inside mail Functionalities List of OMO actions and functionalities: Link to Outlook Meeting Organizer application Show planned and unplanned s Show appointment on which or task was planned Show calendar with meetings Shown collapsed calendar with meetings by categories Search appointments by key words Refresh screen Open meeting appointment with agenda Navigate to previous dates through calendar Navigate to following dates through calendar Add existing or task to meeting agenda 5 / 18

6 Meeting agenda created from task Meeting agenda created from Manually created agenda Delete agenda from meeting appointment Search appointments by categories Link to Agito web page and to Table 1: List of OMO actions Outlook Meeting Organizer inside Calendar The Outlook Meeting Organizer application enables user to simply handle appointments and meeting agendas and is embedded inside the Calendar. In order to open Outlook Meeting Organizer inside the Calendar you must select it in the Apps for Office: 6 / 18

7 Figure 3: Activating apps for Office inside Outlook Outlook Meeting Organizer opens as shown in the picture below. Extending the pane to the left is recommended to get better overview. Figure 4: Extending OMO pane 7 / 18

8 1.3.4 Functionalities List of OMO actions and functionalities: Show planned and unplanned s Show appointment on which or task was planned Show calendar with meetings Shown collapsed calendar with meetings by categories Search s and tasks in your Mailbox Table 2: List of OMO actions Opening filtering options Refresh screen Add existing or task to meeting agenda Meeting agenda created from task Meeting agenda created from Manually created agenda Delete agenda from meeting appointment Edit meeting agenda at meeting appointment Move up / move down meeting agenda at the appointment Create task from meeting agenda Manually add agenda to meeting appointment list Reminder that Agenda confirmation is required for the changes to be saved and synchronized Notification indicating that the agenda needs to be confirmed Link to Agito web page and to support@agito.si Agenda confirmation For each step while working with Outlook Meeting Organizer, confirmation of changes are required. The users can make the confirmation after each change or at the end when they are finished with all the editing. Figure 5: Confirm Agenda 8 / 18

9 When confirming the changes, user have the option to add attendees to the meeting, based on the s which were added to the agenda. They can also attach selected s to the meeting. Figure 6: Selecting attendees and attachments After confirming the agenda items, the selected attendees and attachments are saved and showed in the body of the meeting request. Figure 7: Appointment body with agenda already assigned to an appointment Outlook meeting organizer has the ability to display planned and unplanned s. If user selects an , extends OMO and clicks the checkmark, all appointments related to that which are planned, are shown in vertical order. 9 / 18

10 Figure 8: Display of already assigned items 1.4 Filtering appointment Items Appointments on the list can be filtered by: category filter, type filter (messages or tasks), planned / unplanned filter Category filter Category filter enables user to filter items depending on their predefined category type in Outlook. Category filter is activated by click on the arrow in the search box. Multiple categories items can be selected from the list. To select / unselect all, click on the header CATEGORY. By default all category items are unselected. 10 / 18

11 Figure 9: Category filter Type filter Type filter enables user to filter items depending on their item type, message or task. Type filter is activated by clicking on the arrow in the search box. Multiple types of items can be selected from the list. When selecting type of item, only selected items are shown. To unselect / select all items, header TYPE should be clicked. By default all item types are selected. Figure 10: Type filter Show filter Show filter enables user to filter items depending to their status, planned or unplanned. Show filter is activated by click on the arrow sign in the search box. Multiple types of items can be selected from the list. When selecting type of item, only selected items are shown. To unselect / select all items, header SHOW should be clicked. By default all show items are selected. When selecting UNPLANNED, only items not planned on any meetings are shown. 11 / 18

12 Figure 11: Planned / unplanned filter 2 Using Outlook Meeting Organizer 2.1 Create meeting from received Processing received with Outlook Meeting Organizer: 1. Categorize or flag received at Outlook, 2. Open outlook Meeting Organizer, 3. Select desired date and time for meeting Create Appointment Confirmation dialog box appears. To create meeting select CONTINUE. Figure 12: Creating meeting from received mail 4. New appointment is created in the Calendar, named after the subject of the 5. Select newly created appointment and click button to edit the appointment s agenda. Select Outlook Meeting Organizer from Apps for Office. 12 / 18

13 Figure 13: Creating Agenda 6. Confirm agenda or add new agenda items by selecting them from the Inbox on the left by clicking on the sign or write free text agenda in the right by clicking on 7. Rename agenda by clicking on the sign. The Edit Agenda dialog box appears, where subject and owner field values can be changed. To confirm changes select SAVE or click CANCEL to discard changes. Figure 14: Edit Agenda properties 8. Change meeting agenda sort order by drag-and-drop selected agenda item to desired location or click on (up/down) sign to change the sort order of agenda item, 9. To remove an agenda item from an appointment click sign. 10. To create a task from the agenda item, click on sign. Create Task dialog box opens, where subject, owner and due date values can be changed and comments can be added. 13 / 18

14 Figure 15: Create task on action item 11. When a task is created from an agenda item, an action item appears under the agenda item on the right. Figure 16: Agenda list with task created on agenda item 12. When user makes any changes to the agenda, a warning appears above the agenda indicating that changes must be confirmed. Figure 17: Confirm Agenda 13. By clicking Confirm Agenda, a new window opens where the user has the option to add attendees and attachments. After selecting and confirming, all changes are saved and shown in the body of the meeting request. 14 / 18

15 Figure 18: Selecting attendees and attachments Figure 19: Appointment body with agenda 14. To send the new meeting request with the agenda, select attendees and send the invitation. Invitees with the older versions of Outlook which do not use Outlook Meeting Organizer will receive the invite with plain text with the meeting agenda and the attachments. Only the owner of the meeting request can edit the agenda and send updates. Other participants can add their own agenda items but can not synchronize their edited version with other attendees Meeting Appointment navigation 1. Open detailed view of Outlook Meeting Organizer by clicking on sign, to show a list of all possible agenda items on the left side of the screen and current meeting appointment agenda list on the right. 2. From the list of all available items add new agenda by entering keywords in the search box or by filtering the appropriate category, type or status. An item is automatically added to the agenda by clicking on the sign. 3. Click on the agenda item marked with icon to open the with all the conversation history and attachments. 4. Click on the agenda item marked with icon to open task, Outlook task form opens. 5. Sort the meeting agenda list by using (up/down) buttons. When selecting up button, agenda moves one line up on the list and replaces the predecessor, which moves one line down. When selecting the down button, the agenda moves one line down on the list and the previous agenda item moves up one line on the list. Sorting of the agenda items is also possible with drag-and-drop functionalities. 6. Rename agenda item by clicking on the button. An Edit Agenda dialog box opens, where subject and owner can be changed. 15 / 18

16 Figure 20: Edit Agenda properties 7. To delete agenda item from the list, click button Create task from agenda item 1. Select agenda item and click on button to create a task. A Create Task dialog box opens. 2. Subject line is prefilled with the name of the agenda item. Owner and due date can be changed and a comment can be entered in the text box. 3. To confirm creation of the new task, click the SAVE button. Figure 21: Create task on action item 4. When task is created from an agenda item, it appears under the flag of the specific agenda. Figure 22: Agenda list with task created on agenda item 16 / 18

17 2.2 Editing meeting agenda in the calendar 1. Select and open a meeting for which an agenda needs to be edited. 2. Open OMO from Apps for Office. 3. Use all functionalities from OMO as described in the previous chapters. 3 OMO Support 3.1 addressed to Agito support Any issues can be addressed to Agito, by clicking on the support@agito.si which is displayed in every window of Outlook Meeting Organizer. 3.2 Outlook Meeting Organizer installation To publish application to Exchange or Office 365, administrator should use EAC / Power shell to add the manifest file into the Exchange catalog. Installation instructions be found at After the application is published to Exchange APP catalog, users can install it from OWA or Outlook. 3.3 Outlook Meeting Organizer additional resources More resources on Agito Outlook Meeting Organizer are available at 17 / 18

18 4 Table of Figures and Tables 4.1 Figures Figure 1: Outlook Meeting Organizer process... 4 Figure 2: Outlook Meeting organizer inside mail... 5 Figure 3: Activating apps for Office inside Outlook... 7 Figure 4: Extending OMO pane... 7 Figure 5: Confirm Agenda... 8 Figure 6: Selecting attendees and attachments... 9 Figure 7: Appointment body with agenda... 9 Figure 8: Display of already assigned items...10 Figure 9: Category filter...11 Figure 10: Type filter...11 Figure 11: Planned / unplanned filter...12 Figure 12: Creating meeting from received mail...12 Figure 13: Creating Agenda...13 Figure 14: Edit Agenda properties...13 Figure 15: Create task on action item...14 Figure 16: Agenda list with task created on agenda item...14 Figure 17: Confirm Agenda...14 Figure 18: Selecting attendees and attachments...15 Figure 19: Appointment body with agenda...15 Figure 20: Edit Agenda properties...16 Figure 21: Create task on action item...16 Figure 22: Agenda list with task created on agenda item Tables: Table 1: List of OMO actions... 6 Table 2: List of OMO actions / 18