Note 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.

Scheduling repeat meetings

Depending on how your database administrator sets up resource reservation forms, you may be limited how far in advance you can reserve a resource. You may also be restricted as to how far out you can reserve a resource for repeat meetings. If reservations are restricted, you will receive an error message when you save and close.

If you create a repeating meeting and decide after the invitations have been sent that you want to change the meeting to not be repeating anymore, or vice versa, you must create a new meeting. You cannot change the meeting type in the original meeting. To change the meeting 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 and resend the meeting invite.

To schedule a meeting

1. Open the Calendar.

2. Click the "Schedule a Meeting" action button on the action bar.

3. Enter text in the Subject field in the meeting form.

4. Enter both Start and End dates, times, and time zones (optional) for the meeting.

Note For meetings only, you can span a meeting through midnight, and book a room or resource through midnight if reserving it through the Calendar.

Note

• Required: These people receive a meeting invitation which 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 which includes the same response options that required participants receive. The free time of Optional invitees is prioritized lower than Required invitees when 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.

8. 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).

9. In the Room 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 dialog box.

10. In the Resource 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.

Note Depending on how your database is set up, you may be notified automatically about the resources that you have reserved. Reservations that are no longer needed can be cancelled at that time.

12. If this is an online meeting using Lotus Instant Messaging and Web Conferencing, see Scheduling an online meeting.

13. (Optional) Select a category in the Categorize field.

14. (Optional) Select Mark Private to prevent 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.

15. (Optional) Select "Notify me" next to the Alarm icon on the right side of the Calendar entry and specify options in the Alarm notification options dialog box if you want to be reminded of the entry.

16. Enter detailed meeting information (including text, document links, file attachments, objects, and pictures) in the Description field at the bottom of the meeting form.

17. Choose Actions - Delivery Options to change Delivery options for the notice that Notes delivers to invitees.

18. Click the "Save and Send Invitations" action button on the action bar. Notes adds the meeting to the Calendar, marks the specified time busy in the chair's Free Time schedule (unless you selected "Pencil In"), and sends a meeting invitation to each of the people you invited.

Note Click the "Save as Draft" action button on the action bar to save the meeting as a draft. When you save a meeting as a draft, the meeting stays on your Calendar and does not get sent to the invitees. Your free time is not booked during the time of the meeting, and you can still change the meeting into a different type of Calendar entry, such as an appointment. You can also change it from being a repeating meeting to a single meeting and vice versa.

Delivery options for meeting and Group To Do notices
Setting an alarm on a Calendar entry
Checking invitee status for a meeting or Group To Do
Responding to a meeting invitation
Setting your free time schedule
Rescheduling repeating meetings with different start and end times
Managing views with categories
Managing someone else's Calendar

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