Document number: 16072

 

When a meeting entry is removed from the Lotus Notes calendar by the meeting chair, a cancellation notice will be sent to all of the invitees who accepted the meeting invitation or those who declined but requested to be informed of meeting updates. The meeting will not be removed from the invitees' calendars until the cancellation notice is opened. If an invitee removes the meeting entry from their calendar, a notice is not sent to the invitees nor to the meeting chair.

To delete an entry from the Lotus Notes calendar:

1. Open the Lotus Notes calendar.

2. Single click on the calendar entry that should be deleted.

3. Press the {Delete} key.

4. A pop up window will appear that says "Permanently remove the selected document(s) from the calendar?" Click Y es to remove the entry.

The entry will be removed and a cancellation notice will be sent to the invitees. If an invitee is removing the entry from their calendar, no cancellation notice will be sent.

NOTE: If a repeating meeting entry is being deleted, a few additional options must be selected.

Deleting a repeating meeting entry as the meeting chair.

Deleting a repeating meeting entry as an invitee.

 

 

 

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To delete a repeating calendar entry as the meeting chair :

1. Open the Lotus Notes calendar.

2. Single click on the calendar entry that should be deleted.

3. Press the {Delete} key and a line will appear through all of the repeating entries.

4. Press the {F9} key to refresh the view.

5. A window appears asking " Do you want to delete the document that is currently in the trash folder of database Firstname Lastname?" Click Yes to delete the calendar entry.

6. A Repeat Instance Open pop up window will appear. Choose a date in the Select the repeat instance date section and click OK.

7. A Change Repeating Entry window will appear that says, " You are modifying a recurring entry. How would you like these changes to be applied to the related entries?" Select one of the choices that appears by clicking the radio button next to it:

• Just this instance: Only the entry for that specific date will be deleted.
• All instances: Every repeat date for the entry will be deleted.
• This instance and all previous instances: That specific date and all previous repeat dates will be deleted.
• This instance and all future instances: That specific date and all future repeat dates will be deleted.



8. Click OK.

9. A Cancel options window will appear. Select either or both options so that the following are done when the entry is deleted:

   • Delete entry and all responses: The calendar entry will be deleted as well as any responses to the invitation itself.
   • Include additional comments on notice: If any comments need to be communicated to the invitees, they can be added to the cancellation notice.


10. Click OK.

The repeating calendar entry/entries have now been deleted and a cancellation notice has been sent to those invitees who accepted the invitation or those who declined but asked to be kept informed of meeting updates.

 

Click here to return to the beginning of this document.

 

 

 

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To delete a repeating calendar entry as an invitee:

1. Open the Lotus Notes calendar.

2. Single click on the calendar entry that should be deleted.

3. Press the {Delete} key and a line will appear through all of the repeating entries.

4. Press the {F9} key to refresh the view.

5. A window appears asking " Do you want to delete the document that is currently in the trash folder of database Firstname Lastname?" Click Yes to delete the calendar entry.

6. A Repeat Instance Open pop up window will appear. Choose a date in the Select the repeat instance date section and click OK.

7. A Change Repeating Entry window will appear that says, " You are modifying a recurring entry. How would you like these changes to be applied to the related entries?" Select one of the choices that appears by clicking the radio button next to it:

   • Just this instance: Only the entry for that specific date will be deleted.
   • All instances: Every repeat date for the entry will be deleted.
   • This instance and all previous instances: That specific date and all previous repeat dates will be deleted.
   • This instance and all future instances: That specific date and all future repeat dates will be deleted.
   
   

8. Click OK and the Decline options window will appear. Select either or both options so that the following will be done:

   • Keep me informed of meeting updates: If the meeting gets rescheduled or additional information is sent, the invitee will still receive the updates even though the entry has been deleted.
   • Include comments the reply message: A message will be sent to the meeting chair.
   
   
9. Click OK.

The repeating calendar entry/entries have now been deleted.

Click here to return to the beginning of this document.

 

 

 

 

 

Created by the PeopleSoft Knowledge Management Team.
Copyright © 2000 All rights reserved.
Created: dcb 09/09/1998
Revised: dcb 08/14/2001
Reviewed: 08/19/2004