Help for Lotus Notes 8 (basic configuration) - Scheduling a meeting or event announcement

CALENDAR AND TO DO LIST

Scheduling a meeting or event announcement
When you schedule a meeting or event announcement, you can check people's schedules, reserve rooms, resources and online places, send meeting invitations, and track invitee responses.

1. At the top of the calendar, click the down arrow on the New button, and then do one of the following:

Click Meeting to create a meeting invitation that invitees can respond to (for example, accept or decline).
Click Event Announcement to create a meeting invitation that invitees can add to their calendars but cannot respond to. This is known as a broadcast meeting and is useful if you are notifying a large number of people about an event. You can send event announcements to a large group of people and, unlike standard meeting invitations, the group is not expanded.

2. Type a short description of the meeting in the Subject field.

3. Specify date, time, and, if necessary, time zone information in the Starts and Ends fields.

4. (Optional) Do any of the following:

Click Repeat to repeat the entry, and then specify repeat options.
If you have given others access to your calendar but not your mail, select Mark Private to prevent them from reading the entry. Those with access to your calendar but not your mail can see the times and dates of private calendar entries but cannot see details of the entries.
Select Notify Me to set an alarm for the entry, and then set alarm options.
Select Mark Available to keep the entry's time free in your free time schedule.

5. Do one of the following:

If you created a meeting, specify one or more invitees in the Required, Optional, and FYI fields. To select names from a directory for any of these fields, click Required.

Required

and

Optional

invitees receive a notice that includes response options such as

Accept

and

Decline

. If you ask the scheduler to suggest meeting times, it prioritizes the free time of required invitees higher than the free time of optional invitees.

FYI

invitees receive a notice that does not include response options but includes the option to add the meeting to the calendar. Other invitees cannot see the names of

FYI

invitees.

If you created an event announcement, specify one or more invitees in the Invitees field. To select names from a directory, click Invitees.

6. (Optional) If you created a meeting, do any of the following:

Select Do not receive responses from invitees to make the meeting a broadcast meeting. Invitees cannot respond to the meeting notice but can add the meeting to their calendars.
Select Prevent counter-proposals to remove the option to propose a new meeting date or time from the invitation.
Select Prevent delegation to remove the option to delegate the meeting to others from the invitation.

7. (Optional) Do any of the following:

Type any general location information for the meeting in the Location field.
Click Rooms to select a room from a directory, or click Find Rooms and reserve a room for the meeting.
Click Resources to select a resource from a directory, or click Find Resources and reserve a resource for the meeting.
Click Online Meeting to reserve an online meeting place for a web conference and include a link to it in the meeting invitation.
Click Category to specify a category for the meeting.
Add any additional meeting information, such as a meeting agenda, file attachments, and document links, to the Description field.
Click Find Available Times to find free time for the meeting. You can check the availability of invitees and any reserved room or resource for the specified time or have the scheduler suggest alternate meeting times.
Click Delivery Options to specify delivery options for the invitation.

8. Click one of the following:

Option	Description
Save and Send Invitations	Adds the meeting to your calendar, marks the specified time busy in your free time schedule (unless you selected Mark Available), and sends meeting invitations to the specified invitees. Note Once you save and send invitations to a meeting, you cannot change the meeting to a different type of calendar entry or change whether the entry repeats or not. Instead you can copy the entry into a new calendar entry by selecting it in the calendar and clicking Copy Into New > Calendar Entry. Then you can select a new entry type and choose whether to repeat the new calendar entry or not.
Save as Draft	Saves the meeting as a draft so you can work on it later. This adds the meeting to your calendar, but does not mark the specified time busy in your free time schedule and does not send any meeting invitations. Note If you save a meeting as a draft, you can change the meeting to a different type of calendar entry or change whether the entry repeats or not when you edit the draft.

See Also

Calendar entry types

Preventing meeting invitation responses from displaying in your Inbox

Rescheduling, canceling, or confirming a meeting

Sending updated information for a meeting

Answering a proposed change to a meeting invitation

Checking responses to a meeting invitation

Removing invitees from a meeting

Adding invitees to a meeting

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