"Yeah, that sounds great, but what about that appointment at the hairdresser on Friday, is that going to pop up in RunYourMeeting as well?". Well, we've thought about that and we realize that everybody uses their calendar differently. Some of us use it strictly for business meetings and others mix in private reminders and events that stretch over more than one day. For this reason, we have chosen not to synchronize two specific types of calendar activities with RunYourMeeting.
The first type that we’ve chosen to exclude is activities without other participants. In Outlook, these are called appointments. Appointments are often things like, "Call Sarah" or "Go to the hairdresser". But as soon as you invite another person to an appointment in Outlook, then it’s no longer an appointment, it’s a meeting. RunYourMeeting will retrieve your meetings but not your appointments from Outlook.
We’ve seen how people using RunYourMeeting work and we believe that this fits well with the way you’re combining Outlook with RunYourMeeting. Calendar activities that have more than one participant are likely to be actual meetings that you want to find in RunYourMeeting, enabling you to create an agenda, write meeting notes, distribute action items and so on.
The second type of calendar activity that we have chosen to exclude are all day activities. In Outlook, activities that last for 24 hours or more are called events. These are often used like appointments in that they are there to remind you of something you need to do or somewhere you need to be. You’re also more likely to invite others or be invited by others to this kind of calendar event, even though it’s not an actual meeting. Events could be something like “Vacation”, “San Francisco” or “TechCrunch Disrupt.”
So, provided that your meeting is a “real meeting” (according to Outlook’s definition) and that it is in your calendar, it will show up in RunYourMeeting too.
But, there’s another scenario. Let’s say you want to start your meeting process by creating a meeting and an agenda in RunYourMeeting which you want to appear in Outlook. No worries, that’s perfectly fine too. Just open the “more options menu” next to your meeting and click “Export meeting to Outlook”. When you do this, the meeting will appear in your Outlook calendar and a meeting calendar invitation will be sent out to all meeting participants.
The whole purpose of this improved integration is to avoid doing the same work twice. We’ve made sure that the meetings in RunYourMeeting always display the same information as the meetings in Outlook. To ensure this, we’ve integrated the two so that it won’t matter if you update a meeting in RunYourMeeting or in Outlook, the changes are always in sync.
We have also updated our Outlook add-in for Office 365 – the "RunYourMeeting agenda builder". The biggest change here is that it’s no longer just the meeting organizer, but also all meeting participants that can open the add-in in a meeting invitation to view and edit the agenda directly in Outlook. We've also made a number of performance improvements and fixed a bug that has prevented some users from opening the add-in because of an authentication failure with Office 365.
Our mission is to simplify your working life and we believe that these improvements really will. During the fall, we will continue to enhance our integration with Office, improve the add-in as well as many other features of RunYourMeeting based on your feedback.
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