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Scheduling and Updating Meetings with Office@Hand Meetings for Desktop
Article #6559

How do I schedule a meeting with Office@Hand Meetings for Desktop? How do I change the details, such as the time or date of my existing meeting? How do I re-send invites to my meeting participants? How can I update my recurring meetings?

Scheduling or updating an Office@Hand Meeting is typically done by the Host of the meeting. It can be done using the Office@Hand Meeting for Desktop or Mobile. A Meeting ID is generated once you have scheduled a meeting and invites are sent to participants by email, as a private message or through text messaging. When you invite via default calendar or Gmail calendar, the invitation instructions are automatically pasted to the invite. You can also choose to copy the invitation URL. 

UPDATE: Office@Hand Meetings replaced the legacy dial-in number with (773) 231-9324. After the migration, the Meeting ID will be automatically validated (no need to press “1”). An error prompt appears if the meeting ID is incorrect. Meeting security will also be enhanced by making sure the phone participants cannot enter the meeting before the host when Enable join before host (Meetings Desktop app) or Allow Join Before Host (Meetings Mobile app) is disabled.

 

Select an action you want to take:

Schedule a meeting 
Update a scheduled meeting 
Update a recurring meeting 

 

How to schedule a meeting with Office@Hand Meetings for Desktop

  1. Log in to Office@Hand Meetings.
  2. Click Schedule.
    Note: When setting up an Office@Hand Meeting from a Global Office, a Conference bridge and Meeting ID will be generated. You can use the conference bridge to join the meeting or select the specific International Dial-In number for the country you are located in.

    Click Schedule.

  3. Provide details for the following: 
    Schedule a Meeting Option

    Function

    Topic Set the meeting topic.
    When Select the date, time (local, device time zone) , and the duration of your Meeting.
    Recurring Meeting Select if you would like a recurring meeting (i.e. the meeting ID will be persistent for the recurring meetings.
    Video (when joining a meeting) Start your Meeting with video mode ON or OFF for Host and Participants.
    Audio Options Allow either Telephony or VoIP only or allow both types of audio.
    Meeting Options

    Select whether to require a meeting password or allow participants to join the Meeting before the host. 

    You can also use your Personal Meeting ID to allow participants of your scheduled meeting to dial in to this number instead of the automated Meeting ID.

    Calendar Select the calendar where you want your scheduled meeting to appear on. 

    Note: The image below shows an Outlook calendar.

    The image below shows an Outlook calendar.

  4. Click Schedule.
    Note: This will automatically launch your email application so you can send invites to participants via email.

    Click Schedule.

  5. Enter the recipient’s email address in the To field.
    Note: You may also add a contact that is saved in your address book.

    Enter the recipient's email address in the To field.

  6. Review the details of the invite before clicking Send.

How to update a scheduled meeting on Office@Hand Meetings for Desktop

  1. Log in to Office@Hand Meetings.
  2. Click Meetings.

    Click Meetings.

  3. Hover your mouse over a meeting that needs to be edited, then click Edit.

    Hover your mouse over a meeting that needs to be edited, then click Edit.

  4. Make the necessary changes to the scheduled meeting and then click Save.

    Make the necessary changes to the scheduled meeting and then click Save.

    You have now updated a scheduled meeting on Office@Hand Meetings for Desktop.

How to update a recurring meeting on Office@Hand Meetings for Desktop

  1. Follow Steps 1 to 4 under the Updating a scheduled meeting on Office@Hand Meetings for Desktop section.
    Continue with the step below.
  2. Click Recurring meeting, then click Save.

    Click Recurring meeting, then click Save.

    Select your Calendar below:

    Outlook
    Google

    Note: If your calendar is not shown, please check 

    TIP:

    Open an image in a separate tab or zoom the page to make it bigger.

    Outlook

    Click Recurrence.

    Click Recurrence

    Set your recurring meeting options: the Appointment time, Recurrence pattern, and Range of recurrence.

    Click OK.

    Set your recurring meeting options: the Appointment time, Recurrence pattern, and Range of recurrence. Click OK.

    Google

    Click the Repeat… checkbox.

    Click the Repeat... checkbox

    Set your recurring meeting options: Repeats, Repeat every, Repeat on, Starts on, Ends, and Summary.

    Click Done.

    Set your recurring meeting options: Repeats, Repeat every, Repeat on, Starts on, Ends, and Summary. Click Done.

    Click Save.

    Click Save.

    Notes:

    • When setting up an Office@Hand Meeting from a Global Office, a Conference bridge and Meeting ID will be generated. You can use the conference bridge to join the meeting or select the specific International Dial-In number for the country you are located in.

    • Non-recurring meeting ID will expire 30 days after the meeting is started. You can re-start the same meeting ID within the 30 days. 

    • Recurring meeting ID will expire 365 days after the meeting is started on the first occurrence.  You can re-use the meeting ID for future occurrence. 

    That means, if you need to re-schedule a meeting, simply update your schedule on your calendar.  It is not necessary to update the meeting on the Office@Hand Meetings scheduler. You can do so if you want by clicking on Meetings > Edit.  However, this is not necessary. 

    We also do not need an Outlook plugin as we do not need to sync your calendar and the Office@Hand Meetings scheduler.  The meeting ID provided is robust enough for you to make changes to your calendar without having to sync calendars and Office@Hand Meetings scheduler.

    See Also:

    Office@Hand: Initiating Office@Hand Meetings on your computer  
    Office@Hand: Scheduling and Updating Meetings with Office@Hand Meetings for Mobile 
    Office@Hand: Meetings International Numbers 
    Office@Hand: Dial-In Numbers Replacement in Office@Hand Meetings 

    Keywords: schedule, meeting, Office@Hand meetings, meetings, schedule a meeting, view upcoming schedule, view upcoming meeting, desktop app, PC, Mac, edit meeting information, change meeting details, update recurring meeting, 6559, Office@Hand for Desktop