Meeting Invites
Scheduling
Schedule an appointment
- From the Calendar tab, select the New button at the top left.
- You can also double click on the desired date/time of the appointment directly on the calendar to bring up the QuickAdd Appointment window. To go to the regular Add Appointment page, select the More Details… button.
- You will need to fill in the subject, time of meeting, and select the calendar you wish to use. You can also change the recurrence and set a reminder for the event.
- Below the basic information is where you can add attendees. You can start typing an email address or contact name and the form will generate a drop down list (based on your contacts).
- By default the Request Response and Send Notification Mail check boxes are selected. If you un-check the Send Notification Mail, no updates will be sent to attendees and the event will not be added to their calendar.
- In the last section you compose a message or notes for the appointment/event.
- Press Save to add the event to your calendar and send out notifications (when applicable).
Schedule an recurring appointment
When scheduling a meeting, at the right hand Timeoptions, select how often you would like to the event to Repeat: every day, every week, every month, every year, or custom.
Once you select a recurrence, you can customize by selecting the Custom link. You have different options of appointment frequency, including an end date to your recurring appointment.
Reschedule an appointment
Double click on the appointment you wish to reschedule. If it is a recurring, you will need to select either the instance or the series, depending on what you want to do.
Make your changes to the date, time, and/or recurrence and select Save.
You can also just drag the appointment to the new time/day and the changes will be saved automatically.
Add attendees to an appointment
Double click on the appointment you wish to add attendees. If it is a recurring, you will need to select either the instance or the series, depending on what you want to do.
In the Schedule or Find Attendees section, add (or remove) any attendees by typing in their contact name in the form. Select Save when finished.
Before it sends notifications a popup window will show you any changes you have made. You can choose to send notifications to only those attendees that have changes (added or removed) or to all attendees.
Free/Tentative/Busy/Out Of Office
You may notice that some appointments will appear as opaque or lighter than other appointments. These are reflecting your Free/Busy status.
How to set your status
When creating or editing an appointment on your calendar simply select the status you wish (from the Show As drop-down menu. Free and Tentative appointments will appear as opaque or lighter appointments. Busy and Out Of Office statuses will display normally.
Checking an attendees’ status
When scheduling an appointment, you can see attendees’ status by selecting the Schedule tab and entering your attendees into the table. There is a key at the right hand corner to show you what their time is scheduled as.
Resource Scheduling
Resources can be scheduled by adding the resource as an attendee. The resource will be scheduled based on availability.
Accepting/Rejecting invites
When you receive an appointment invitation you will receive a notification in your Inbox. At the top of the message (above the sender information) there will be three options: Accept, Tentative, Decline. Each option has three actions: Notify Organizer, Edit Reply, Don't Notify Organizer.
Once you select your choice, the appointment will automatically be added to your calendar (unless you decline).
Cancel an appointment
Go to the appointment you would like to cancel. Right click and select Delete. If it’s a series you will have the option of choosing that instance or the entire series.
Any attendees will be notified that the meeting has been canceled. You will have the option to edit the message before it is sent.
