Lotus Notes 7 Help - Rescheduling, canceling, or confirming a meeting invitation

CALENDAR AND SCHEDULING

Rescheduling, canceling, or confirming a meeting invitation
1. Select the meeting entry in the Calendar.

2. From the menu, choose Actions - Owner Actions, and do one of the following:

Choose Reschedule, then specify a new date and/or time in the "Reschedule Options" dialog box, to send a reschedule notice to invitees. Invitees' Calendars are not automatically updated, but yours is.
If you select Cancel and want to delete the meeting and any replies to it that you've received, select "Permanently delete the Meeting and all notices and documents related to the Meeting." Then select whether to add comments to the notice being sent to the participants.
If you select Cancel and want to just remove the meeting from the Calendar view, select "Remove the Meeting from the Calendar view but leave it in the Meetings view." Then select whether to add comments to the notice being sent to the participants.
Choose Confirm to send a confirmation notice to invitees, and select "Include additional comments on notice" in the Confirm options dialog box if you want to add comments to the notice.

Tip

From the Day view you can drag the border of a scheduled meeting or appointment to change the time of the meeting or appointment. Note that you cannot drag the time past midnight. To reschedule past midnight, you must do so through the "Reschedule Options" dialog box. If a meeting or an appointment already extends past midnight you must change the time of the meeting or appointment through the "Reschedule Options" dialog box.

3. Click OK.

4. If the meeting repeats, select the instances to which you want your changes applied.

Tip

If any of the invitees use non-Notes calendar applications, select "Just this instance," as non-Notes calendars might not support the other options.

Note If you are resetting instances of repeating meetings that have been scheduled for different times, see the procedure Rescheduling repeating meetings with different start and end times.

5. If you selected "Include additional comments on notice," do one or more of the following, and then click OK. If you click Cancel, no response is sent.

Enter your comments in the notice form. You can control the appearance of your text by clicking the Text icon (to the left of the drop-down arrow) and selecting one or more attributes.
To import a graphic, click the drop-down arrow, select Graphics, and then click the Graphics icon to select and add the graphic.
To include an attachment, click the drop-down arrow, select Attachments, and then click the Attachments icon to select and attach the file.
To include a document link, database link, or view link, click the drop-down arrow and then click Links. Copy and paste the link as you would into any document.

Tip

Responses with comments display in your All Calendar Entries view, under the meeting to which you are responding.

Note If you reserve a room or resource in the meeting entry, then change the location of a meeting, Notes automatically reschedules the room and resource reservations.

Sending a memo to meeting invitees

Answering a proposed change to a meeting invitation

Removing people from a sent meeting invitation

Inviting more people to a meeting

Creating a Calendar entry

Scheduling a meeting

Rescheduling repeating meetings with different start and end times

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