Schedule a Meeting and Send Invitations

When you schedule a meeting, you can check the schedule of invitees, reserve rooms and resources, and set up a Instant Messaging meeting, and track responses.

1. From your calendar click New, and then click Meeting.
2. Type a short description in the Subject field.
3. Specify the date, start time and end time (or duration).
4. Under Invitees, enter e-mail addresses in any of the fields, or click one of the buttons to choose names from your contact list, the server Domino directory, or directory catalog. See information below for working offline.

Tip Click to use the type-ahead feature.

5. (Optional) Do any of the following:
• Enter a location.
• Check Request Response to receive a response message from invitees.
• Click the Schedule tab to check free time of invitees.
• Click the Repeat tab to repeat the entry, and then specify repeat options.
• Check Alarm and specify when you want to be notified.
• Click the Time Zone icon to select an alternate time zone for the start or end time (or both) of the entry.
• Check Mark Private to prevent people who have access to your calendar from reading the entry. People who can manage your calendar can see the times but not the contents of confidential entries.
• Check Mark Available to tentatively add the entry to your calendar, but keep the time period open in your free time schedule.
• Select or type a category name in the Categories field.
• Click Details and add notes about this entry.
• Click Attachments and attach files to this entry.
• Check Include conference call information in the Location if you want to include information you have defined in Calendar > Meeting preferences.
• Click Room or Resource to reserve a room or resource for the meeting. Note that your company's Contact list must contain rooms and resources for these options to work.
• Click Delivery Options to specify Delivery Options
6. Check Online Meeting if applicable, and then choose one:
• Lotus Sametime -- and then provide the information requested
• Lotus Sametime Unyte -- and then provide the information requested. If you set Lotus Sametime Unyte preferences and designated them as your default, your preferences display here.
7. Click one of the following:
• Save & Send -- to save the invitation item and send notification to the people in your Invite, Optional, and FYI fields.
• Save as draft -- to save a draft of the invitation that you can update at a later time.

Sending invitations when working offline

If possible, you should maintain a copy of the server's IBM^(R) Lotus^(R) Domino^(R) Directory when working offline so that meeting invitee names are properly formatted and processed. Select Include server's Domino Directory in the Offline Preferences. If this option is not available, see your system administrator.

For more information about setting Offline Preferences, see Set Offline Preferences.