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IBM® Lotus® Notes® is the client-type application of the Notes/Domino® client-server model that functions as the main interface of the IBM Lotus Domino server. Lotus Notes provides several integrated features such as email, instant messaging, calendar, agenda, forums, To Do list, and a full productivity suite called Lotus SymphonyTM
Here we focus on using the Notes calendar to schedule and keep track of meetings, appointments, all-day events, anniversaries, reminders, and event announcements (collectively referred to as calendar entries).
First, to open your Notes calendar, click the Open button and select Calendar (see figure 1).
Figure 1. Open --- Calendar
A window like that shown in figure 2 displays. Click the New button to see the main entry components of the Calendar:
Meeting. Schedule a meeting with others and send email invitations they can respond to (for example, accept, decline, or propose changes). Figure 2. Main entry components
Appointment. Schedule time within a day in your calendar.
All day Event. Schedule an entire day or block of days (such as vacation time) in your calendar.
Anniversary. Add annual events such as birthdays to your calendar. Anniversary entries repeat on the same date for 10 consecutive years beginning on the date you specify (unless you click Repeat in an anniversary entry and change its duration).
Reminder. Remind yourself of something at a particular time.
Event Announcement. Schedule a meeting with others and send broadcast email invitations they can add to their calendars without having to respond to you.
To create a new Meeting, click the New button and select Meeting. The other types of calendar entries are similar in nature, but there are a differences with respect to contents, as explained above. If you need more information about the forms for the other types, consult the Notes Help or press the F1 key.
Let's now discuss the Meeting form (the most complex). When you click the option to create a Meeting, you should see a window similar to that in figure 3.
Figure 3. Meeting form
The options and fields of this form are defined as follows:
Return receipt, Sign, and Encrypt.
These three options have the same functionality as explained in the mail section, if you need more information please visit topic “5.6- Delivery Options”.
Calendar Entry Type
. This gives you the option to change the type of calendar entry you are creating without leaving this form, as shown in figure 4. If you change the type of entry, the form will change automatically.
Figure 4. Entry type options
Note that, once you create a meeting, you cannot change the original meeting into a different type of Calendar entry (for example, a meeting into an appointment), except for meetings that are saved as a draft and appointments that are created directly in the Day view of the Calendar.
To change an existing meeting into another Calendar entry type, select the meeting in the Calendar view and choose Actions --- Copy Into New --- New Calendar Entry. All of the original information, including invitees, is copied into a new form where you can change the properties.
Here you type the subject of the meeting; try to keep the subject meaningful for you and all other participants.
When Starts and Ends
. Set the date, time, and time zone when the meeting starts and ends. If you click the button below, a calendar displays, to make it easier to select the appropriate start and end dates for the meeting:
If you click the button below, a timetable displays, to make it easier to select the appropriate start and end times for the meeting:
If you click the button below, a time zone list displays, to make it easier to select the appropriate time zone for the meeting:
When you create a Calendar entry and select “Repeats”, the Repeat Options window displays (see figure 5).
Figure 5. Repeat Options window
Table 1 describes the details of the options in the above figure.
Table 1. Description of repeat options
Specify how long the Meeting repeats.
You can change the time frame for the repeating entry by doing the following:
- Specifying its start date in the Starting field.
- Selecting "to" and specifying an end date for the repeat entry.
- Selecting "continuing for" and designating a period of time (in days, weeks, months, or years) for the repeat entry to appear in the Calendar.
You can click the "If a Meeting date occurs on a weekend" button to see the options of what Lotus Notes should do if the entry falls on a weekend day.
Do not receive responses from invitees, Prevent counter-proposals, and Prevent delegation:
- Do not receive responses from invitees. Select this to send the invitation as a broadcast message. This gives recipients the option of adding it to their Calendars without prompting them to send an answer back to you.
- Prevent counter-proposals. Select this to prevent recipients from proposing different start or due dates for the invitation.
Who: Required, Optional and FYI.
- Prevent delegation. Select this to prevent recipients from sending the invitation to someone else to answer.
You should add the addresses of the people to whom you wish send an invitation in the appropriate box as shown in figure 6.
Figure 6. Who field
- Required. These people receive a meeting invitation that includes response options (Accept, Decline, Delegate, Propose new time, Tentatively Accept). They are counted as definite attendees for the purposes of scheduling rooms and resources and for suggested meeting times.
- Optional. These people are considered optional participants but do receive a meeting invitation that includes the same response options that required participants receive. The free time of Optional invitees is prioritized lower than Required invitees when Lotus Notes suggests meeting times.
- FYI. These people receive an information-only notice of the meeting. They do not have the typical response options that Required and Optional invitees have, but they are able to add the meeting to their Calendar. Other invitees cannot see the names of people you enter in this field on their invitations.
Enter text in the Location field to describe the general location of the meeting (for example, the name of the city where the meeting will take place).
In the Rooms field, enter the name of the room you want to reserve for the meeting. To add a room from an address book, click the icon to open the Rooms window. The room will be available if your Domino Administrator set up the Resources and register the rooms.
In the Resources field, enter the name of the resource you want to reserve for the meeting. To add a resource from an address book, click the icon to open the Resources dialog box. The Resources will be available if your Domino Administrator set up the Resources and registered it.
Note that, depending on how your application is set up, you may be notified automatically about the resources you have reserved. Reservations that are no longer needed can be canceled at that time.
When you click the “Category” link, you should a window similar to that in figure 7, in which you can select a category or add a custom one in the Add category field. Then click OK.
Figure 7. Categories window
Enter detailed meeting information (including text, document links, file attachments, objects, and pictures) in the Description field at the bottom of the meeting form.
Mark Private, Notify me and Mark Available.
Depending on which option you choose, it may affect how your calendar entry is displayed to others. Below we define what each of these does:
- Mark Private (Optional). Prevents people who can read your Calendar from reading the entry. People who can manage your Calendar can see the date and time, but not the contents of the entries.
- Notify me (Optional). For more information about this option, refer to the section, “6.3-Alarms/Notifications”
- Mark Available (Optional). The meeting will be marked as free time in your schedule so you will be available during this time.
After you fill out all the required fields and select all the option you wish, click the “Save and Send Invitations” button
, after which the entry displays in you calendar as shown in figure 8.
Figure 8. Meeting calendar entry
The user(s) you added in the meeting invitation should receive a message in their Notes Inbox (see figure 9).
Figure 9. Meeting invitation in user's Inbox
When users open their meeting invitation, they see a window like that shown in figure 10.
Figure 10. Meeting invitation
Let's discuss the buttons at the top of the message:
When an invitee chooses to accept an invitation to a single-instance meeting, the invitation is converted to a meeting document. This document is displayed both in the Calendar view and in the Inbox, unless the invitee has checked the preference “Remove meeting invitations from your Inbox after you have responded to them”.
After you click the Accept button, you should see the message (figure 11), the calendar entry ( figure 12), and how the chair will see your answer (figure 13).
Figure 11. Message in the Inbox after invitation is accepted