Meeting Management

1. 17 Meeting Management Learning Outcomes • Build keyboarding skill. • Format agendas. • Format minutes. • Format itineraries. • Prepare labels and name badges. • Prepare meeting management guides.

2. Agendas 103 Heading providing information about the meeting List of the topics to be discussed at the meeting Name of the person or group responsible for leading the discussion of each topic Amount of time allocated for the topic (optional) Components of an agenda:

3. Agenda Format 2” 103 Left tab 1.0” Remove extra space Left tab 1.5” Remove extra space 6.5” right leader tab

4. Agenda Format (continued) 2” 6.5” right leader tab 103 Left tab .5” Remove extra space Left tab 1” Remove 1” tab

5. Insert Text From File 104 Position the insertion point where you want to insert the file. On the Insert menu, in the Text group, click Object. Choose Text from File. Object button Text from File

6. Minutes 104 Date, time, and place of the meeting Name of the presiding officer or meeting leader Names (may also include titles) of attendees Meeting objectives Summary of decisions made Summary of action items Handouts and meeting materials Components of minutes:

7. Minutes Format 104 Minutes are formatted in basic report style. 2 Remove space after

8. Itinerary 105 Dates and times of meetings and events Transportation information Airline flight numbers and times Ticket information Passport or visa requirements Rental car or ground transportation Hotel information Name and address Confirmation number Special requests made Components of an itinerary:

9. Itinerary (continued) Restaurant information Name and address Reservation information Meetings or appointments Individual and company names Times Addresses Transportation information Leisure-time activities and information 105

10. Itinerary Format Position heading 1” to 2” depending on document length Title Style Set left tab and hanging indent at 1.5” 105

11. Create Labels 106 Select and set up the labels using the label main document. Connect the labels to your address list (the data source). Edit the recipient list. Add merge fields (placeholders). Preview and complete the merge.

12. Create Labels (continued) 106 On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button. Click Step by Step Mail Merge Wizard and follow the steps. To start the Mail Merge Wizard: Start Mail Merge button Step by Step Mail Merge Wizard

13. Create Labels (continued) 106 Select Labels as the document type. Click Next located at the bottom of the task pane. Select Change document layout and then click Label options. To create labels: Labels Change document layout Label options

14. Create Labels (continued) 106 Select the Printer, select the Label vendor, the Product number, and then click OK. Then click Next: Select recipients at the bottom of the Mail Merge Wizard task pane. Printer Label vendor Product number

15. Create Labels (continued) 106 Select Use an existing list or Type a new list and then Create to display the New Address List dialog box. Click Customize Columns to display the Customize Address List dialog box. Select each field not needed and rename or delete; click OK. Type a new list Create Add, Delete, Rename Select fields to rename or delete Customize Columns

16. Create Labels (continued) 106 Key the variables in the fields, tapping the TAB key to move from one field to the next; then click OK. The Save Address List dialog box displays. Select the drive, key the filename in the File name box, and click Save. Save Address List dialog box Key the variables Key the filename

17. Create Labels (continued) 106 Click OK and then click Next: Arrange your labels in the Mail Merge Wizard task pane. Click Address block; then click Update all labels. Click Next: Preview your labels in the Mail Merge Wizard task pane. Click Next: Complete the merge; then click Print. Print all records. Address block Update all labels All button