Lotus Notes 7 Help - To see when people, rooms, and resources are free for a meeting

CALENDAR AND SCHEDULING

To see when people, rooms, and resources are free for a meeting
Schedules are based on the entries in a person's Calendar, and the settings in their free time schedule.

1. Open a meeting entry.

2. Fill in the When, Invitees and Where sections.

3. Click the Scheduler icon next to "Click to see Invitee, Room and Resource availability."

4. Follow the following procedures under Summary or Details, which are the two different ways to view schedules and availability.

Note

To determine whether Summary or Details should be selected by default, from the menu, choose Actions - Tools - Preferences, click the Calendar & To Do tab, click the Scheduling tab, and then click the When Adding an Entry to Your Calendar tab. Under "For new meetings, the Scheduler initially shows," select "Schedule details for each participant" for the Details view or "Suggested best times for meeting" for the Summary view.

Summary

The Summary view displays the suggested meeting times in a list, based on the invitees, rooms, and resources free time schedule.

1. Select Summary under Show in the Scheduler.

2. Depending on how you want to view the list of Invitees, click the down arrow on the Invitees button and select All to show all invitees, Available to show only those people who are available at the time you specified in the meeting invitation, or Unavailable to show only those people who are unavailable at the time specified. If you listed rooms and resources as well, follow this same procedure for the listed Rooms and Resources.
Invitees drop-down list

3. Click the down arrow on the "Suggested times for selected day" button and select how you would like Notes to display suggested meeting times:

"Suggested times for selected day" for Notes to display the best times for the day you specified in the meeting invitation, or if you've selected another day from the date picker.
"Suggested times for next 7 days" for Notes to display the best times for the next seven days, which includes the selected day as the first of the seven days.
"Suggested times for next 30 days" for Notes to display the best times for the next thirty days, which includes the selected day as the first of the thirty days.
"Suggested times for selected week" for Notes to display the best times available for the entire week that you have specified in the meeting invitation, or if you've selected another week from the date picker.
"Suggested times for selected month" for Notes to display the best times available for the entire month that you have specified in the meeting invitation, or if you've selected another month from the date picker.

Note

To change the date, week, or month, use the

date picker

to the right of the suggested times. Click the Refresh arrow

anytime, so you have the most up to date "free time" information displayed.

4. (Optional) If you don't need to have everyone attend a meeting, and would rather choose a time that most people can come, you can view suggested times for all required invitees, 75% required, 50% required, or all invitees (including Optional invitees). Above the list of suggested meeting times, click the down arrow next to "Check if all required can attend" and select which group of people you would like suggested times listed for:

"Check if all required can attend" includes chair, Required invitees, all rooms selected
"Check if at least 75% required can attend" includes chair, 75% of Required invitees, all rooms selected
"Check if at least 50% required can attend" includes chair, 50% of Required invitees, all rooms selected
"Check if all can attend" includes chair, Required invitees, Optional invitees, all rooms selected, all resources selected

5. To use a suggested time for your meeting invitation, select the date and time from the list of suggested meeting times, then click the "Use Selected Time" button. The selected date and time is entered into the Starts and Ends fields in the invitation. You can also double-click the desired date and time in the list.

6. When you have completed the meeting invite, click the "Save and Send Invitations" button.

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Details

1. Select Details under Show in the Scheduler. Notes displays the time bar based on the date and times you entered in the Starts and Ends fields. The time bar and the Starts and Ends fields stay synchronized -- when one is changed the other changes to match.
If the bar is the color green, as shown below, it means that all people in your invitees list can come at that date and time highlighted.
If the bar is pink, as shown in Step 3, not everyone has free time available during the time highlighted.
If the bar is gray, there is no "free time" information available for anyone. (Those invitees whose free time is not available or is restricted are considered available when computing who can attend the meeting being scheduled.)
Time bar

Tip

If you want to know what is on an invitee's calendar during any block of time in the Scheduler, right-click in the block -- if the invitee allows others to view calendar entries, you can choose to open the calendar or view details about that specific entry.

3. Drag the time bar with your mouse left or right down the scheduler until the time bar is green to find a meeting time where everyone is available. If the time bar is not visible in the view and you want to move it quickly to the date and time you are viewing, double-click the grid and the time bar moves to that time block.
Drag time bar

Note

As you move the time bar, the Start and Ends fields in the meeting invitation change to reflect where the time bar is in the scheduler.

Tip You can also use the Required and Optional rows of the Scheduler to find a meeting time. These rows summarize invitees' availability by displaying light gray when everyone is available and dark red whenever anyone is not available. To make this easier to see, collapse the sections by clicking the minus signs next to the words Required and Optional.

4. To view other days, weeks, or months, click the down arrow next to the date being shown and select a different date using the date picker, or use the horizontal scroll bar at the bottom of the scheduler.

5. When you have completed the meeting invite, click the "Save and Send Invitations" button.

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See Also

Setting your free time schedule

Scheduling a meeting

Checking invitee status for a meeting or Group To Do

Refining the sequence of replication on the Replicator page

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