You can create single or recurring appointments, meetings or events, and write a message from within the Appointment view. When you click Save, an email is sent inviting the attendees and reserving the resources you requested.
On the Appointment page, you enter information about the appointment as follows:
- Subject of the meeting. The text added here becomes the description in the calendar.
- Location of the meeting.
- Calendar drop-down list shows all calendars in your Calendar List. The first calendar displayed is your original Calendar. When you have multiple-calendars, you can create an appointment and select the calendar. The appointment is added to whichever calendar is selected.
- Mark as lets you mark an appointment as private or public.
- Time is to define when the appointment will occur, day, hours, all day events and recurring appointment parameters.
- Attendees. Add attendees either by clicking Add Attendees in the toolbar or type the attendee's email address in Attendees field. Use a semicolon to separate addresses.
- In the Text area compose a message that will be sent with the email invitation to the attendees.
You can schedule meetings and appointments from the Calendar tab.
Scheduling a single meeting from the Appointment page
- In the toolbar in the Calendar view, click New. The New Appointment page opens.
- In the Subject field, enter a subject. The subject is required and becomes the description in the calendar.
- If you know where the meeting will be held, enter the information in the Location field.
- Set the meeting date and time. Enter the Start date and the End date. If this is recurring meeting, in the toolbar, click Repeat and set the recurring schedule.
Note: If the time zone is displayed (Preferences>Calendar), it reflects the time zone that you are in. You usually do not need to change this. When you schedule meetings with attendees in different time zones, the invitation is sent reflecting the meeting time in their time zone. For example, if you create a meeting with attendees in California and New York, the invitation displays Pacific time for attendees in California and Eastern time (three hours later) for attendees in New York.
- If you have more than one calendar, select which calendar is setting up the event from the Calendar menu..
- Enter the names of the attendees. You can enter attendee names in any of the following ways:
In the toolbar, click Add Attendees. Type a name and select which list to use, either Personal Contacts, which searches all your address books or Global Address List. Select the names and press Add Selected. When complete, click Done. In the Attendees text field, type the email addresses, separating addresses by a semicolon (;). Names in your Contact list matching what you type are displayed as you type.
Use the Text field to add additional information to include in the email. Click Save. An email invitation is sent to all attendees and the appointment is displayed in the calendars.
If you are adding an appointment to a shared calendar, you may need to refresh the screen to see the appointment.
Recurring meetings are appointments that repeat on some sort of schedule. You can schedule recurring meetings to repeat daily, weekly, monthly, or yearly. In addition, you can customize recurring appointment schedules.
- When you create a new appointment, click Repeat on the toolbar to open the recurring appointments configuration page.
- In the Basic Repeat section, click the radial button to select how often you want the meeting to be repeated - every day, week, month, or year.
- If your recurring meeting has an end date, in the Advanced section End box, select either to end the meetings after a specific number of meetings or by a specific date.
- The Advanced section lets you schedule more specific patterns.
Daily. Customize daily repeats to choose whether it is every day or some other sequence such as every two days or four days. Weekly. Customize weekly repeats to select whether it is a weekly recurring appointment or some other weekly pattern such as every two weeks. You can select which day of the week you want the meeting. Monthly. Customize monthly repeats to select whether it is a monthly recurring appointment or some other monthly pattern such as every two months. A calendar displays and you can select which day or days you want the meeting scheduled. Yearly. Customize yearly repeats to select the month and date.
- Click Done to return to the appointment page.
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