Groove Meetings Tool

The 2007 Meetings Tool helps you organize, conduct, and record meetings.

What do you want to do?

Creating a new meeting

Navigating among meetings

Creating a meeting agenda

Managing meeting attendees

Creating action items

Recording meeting minutes

Working with file attachments

Adding attachments

Opening attachments

Saving attachments

Deleting attachments

Changing Meetings tool permissions

Using keyboard shortcuts

Creating a new meeting

Typically, all workspace members other than guests can create new meetings.

  1. On the Home tab, click New Meeting to start the Meeting Wizard.

  2. Enter a subject, and start and end times for the meeting.

  3. Optionally, enter the meeting location and any additional details about the meeting.

  4. Click OK to create the meeting.

The information you entered in the Meeting Wizard displays on the Profile tab for the meeting. To edit this information, click Edit, make your changes, and click Save and Close.

Once you have created a meeting, you can add meeting attendees, and start other meeting activities such as setting the agenda.

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Navigating among meetings

  • Click Selects the range of dates to be displayed and select the time period you want to display (for example, Day, Week, Month).

  • Click the previous/next arrows to navigate to the previous or next meeting date depending on the current date range selection. For example, if your current time period is "By Week," click the arrows to go to the previous or next week.

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Creating a meeting agenda

Given default permissions, any attendee whose role is participant or higher can add, edit, or move agenda items, and only the meeting creator or workspace managers can delete agenda items.

To add an agenda topic:

  1. Click the Agenda tab and click New Topic...

  2. Fill out the New Agenda Topic form, and click OK.

To edit an agenda item, select it and click Edit. Make the changes you want and click Save and Close.

To move an agenda topic among the list of topics, select it and click Move up icon or Move down icon .

To delete an agenda topic, select it and press DELETE.

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Managing meeting attendees

Given default permissions, any attendee whose role is participant or higher can edit the Attendees tab for a meeting.

  1. Click the Attendees tab and click Edit, if necessary, to open the Attendees fields.

  2. Make the changes you want and click Save and Close.

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Creating action items

Given default permissions, any attendee whose role is participant or higher can add, edit, or move action items, and only the meeting creator or workspace managers can delete action items. To add an action item:

  1. Click the Actions tab and click New Action Item.

  2. Fill out the New Action Item form, and click OK.

To sort action items, click the column headers. For example, click the "Priority" column header to sort all action items by priority.

To edit an action item, select it and click Edit. Make the changes you want and click Save and Close.

To delete an action item, select it and press DELETE.

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Recording meeting minutes

Given default permissions, any attendee whose role is participant or higher can edit the meeting minutes. To edit the minutes of a meeting:

  1. Select the Minutes tab and click Edit, if necessary, to open the text area for editing.

  2. Type in the text area. Optionally, click Insert Agenda to insert the current meeting agenda into the text area.

  3. Select an option to save or discard your work.

    • Click Save to save your current edits and leave the text area open for additional typing.

    • Click Save and Close to save your changes and exit the Minutes edit mode.

    • Click Cancel to discard any changes since the last time you saved the minutes.

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Working with file attachments

The meeting profile, agenda topics, and action items can all include file attachments. Typically, only the meeting creator or workspace managers can add or delete file attachments.

Adding attachments

  1. Select the meeting profile, an agenda topic, or an action item, and click Edit.

  2. Click the Attachments drop-down menu and select Add.

  3. Select the files to attach and click Open.

  4. Save your changes.

Opening attachments

  1. Click the Attachments drop-down menu.

  2. Select the attachment you want to open.

    The attachment opens in a supporting application, provided you have one installed on your computer. If your computer does not have a supporting application, a Windows "Open With" dialog box displays with other options.

Saving attachments

  1. Click the Attachments drop-down menu and select Save all...

  2. Select the disk location for saving the attachments and click OK.

Deleting attachments

  1. Select the meeting feature (profile, agenda topic, or action item) that contains the attachment you want to delete and click Edit.

  2. Click the Attachments drop-down menu and select Delete.

  3. Select the attachments you want to delete.

  4. Click Yes to confirm the deletion.

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Changing Meetings tool permissions

To see the permissions currently assigned to member roles, click the Workspace tab, click Properties, and then click the Permissions tab.

By default, all members except for Guests have permission to create or edit meetings, as well as to delete meetings they create. Managers have all available permissions.

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Using keyboard shortcuts

The table below lists keyboard shortcuts for the Meetings tool. Available shortcuts depend on the mode in which you are using the tool.

To

Press

Create a new meeting

CTRL+N

Create a new agenda item

CTRL+T

Create a new action item

CTRL+M

View all meetings

CTRL+L

View only today's meetings

CTRL+D

View the current week's meetings

CTRL+W

View the current month's meetings

CTRL+O

View the current year's meetings

CTRL+R

Copy an agenda topic as a link

CTRL+I

Copy an action item as a link

CTRL+K

Copy a meeting as a link

CTRL+E

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