Document number: 16143

 

Note: Lotus iNotes (Webmail) is currently in beta testing mode only and is not available to the general PeopleSoft population. The pilot is currently closed and is not being expanded to include additional users. Look for communications via OneVoice regarding iNotes (Webmail) in the future.

A new calendar entry may be created in iNotes Web Access two ways:

• Place the mouse over the Calendar button on the main toolbar and select New Calendar Entry from the drop down list.
• Place the mouse over the New button in any view and select Calendar Entry from the drop down list.

A separate window for the new calendar entry will open in Internet Explorer. The new entry type will default to whatever was specified in Preferences. For information on mail and calendar preferences in iNotes, see Eureka! document 16135 — How to set mail and calendar preferences in iNotes Web Access.

Creating new calendar entries:

• Meeting
• Appointment, All Day Event or Reminder
• Anniversary

 

 

 

 

 

 

 

 

 

 

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To create a meeting entry in the iNotes calendar:

1. Open a new calendar entry window.
   
   
2. If the first tab is not named "Meeting," click the down arrow and single click on Meeting to select it.
   
   
3. Meeting tab:
   • Invite: Manually enter the invitees names or select from the PeopleSoft Directory or Contacts by clicking the Invite: link.
   • Optional: Enter the names of people whose attendance is not mandatory. The names may be entered manually or by selecting from the PeopleSoft Directory or Contacts by clicking the Optional: link.
   • FYI: Enter the names of people that need an information only invitation. The names may be entered manually or by selecting from the PeopleSoft Directory or Contacts by clicking the FYI: link.
   • Request Response: Keep this box selected so invitees can respond to the invitation with an accept or decline.
   • Room: and Resource: The Room and Resource features are currently not enabled and if selected, will cause the application to hang. Room and resource reservations must be made in the appropriate Conference Scheduling database via the Lotus Notes client.
     
     
   • Subject: Enter the topic of the meeting.
   • Confidential: Select this option to have the meeting show as Private on the calendar. If anyone has been given access to the calendar, they will not be able to view the entry.
   • Location: Enter the meeting location after the reservation has been made in the Conference Scheduling database via the Lotus Notes client.
   • Date: Click the down arrow to select the date of the meeting.
   • Time: Click the down arrow to select the meeting start time.
   • Duration: Click the down arrow to select the length of the meeting.
   • Category: Enter the meeting category or click the down arrow to select the category if it already exists.
     
     
   • Alarm: Select this option to receive an alarm for the meeting as specified.
     • Before or after: Enter the number of minutes, hours or days ahead or after the meeting that the alarm notification should be received.
     • On: An alarm notification may be received on a specific day and time. Click the down arrow to select the day and time of the alarm.
       
       
   • Message field (blank window above Add Attachments): Specific information about the meeting should be entered.
   • Add Attachments: File attachments, objects and pictures should be entered in this field.
     
     
4. Schedule tab: The free time information for the invitees appears to inform the chair if everyone is available at the date and time specified.
   • Change the date, time or duration of the meeting by clicking the down arrow for that field and selecting the new information.
   • Change invitee list: Click this button to add or remove invitees without leaving this tab.
     
     
5. Repeat tab: Select the Set Repeat option to make the meeting a repeating entry.
   • Repeats: Click the down arrows to select the frequency of the repeat meeting.
   • Duration: Set the duration until a specific date or for a specific length of time (days, weeks, months or years). Click the down arrow next to the preferred option and select the appropriate end date or length of the repeat meeting.
   • At weekends: Select the preference if a meeting date occurs on a weekend. Click the down arrow and single click on the preference to select it.
     
     
6. When all of the information for the meeting entry/invitation is complete, click the Save & Send button.

The meeting invitation will be sent to the people specified and a calendar entry will be made for the chairperson.

 

Click here to return to the beginning of this document.

 

 

 

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To create an appointment, all day event or reminder in the iNotes calendar:

1. Open a new calendar entry window.
   
   
2. Click the down arrow on the tab header and select the type of entry that should be created - Appointment, All Day Event or Reminder.
   
   
3. Appointment, All Day Event or Reminder tab:
   • Subject: Enter a description of the entry.
   • Confidential: Select this option to have the event show as Private on the calendar. If anyone has been given access to the calendar, they will not be able to view the entry.
   • Location: Enter the location of the appointment, all day event or reminder.
   • Date: Click the down arrow to select the date of the event.
   • Time: Click the down arrow to select the event start time.
   • Duration: Click the down arrow to select the length of the event.
   • All Day: Select this option if an appointment is all day. By default this option is selected for an all day event entry. It is not available for a reminder.
   • Category: Enter the event category or click the down arrow to select the category if it already exists.
     
     
   • Alarm: Select this option to receive an alarm for the event as specified.
     • Before or after: Enter the number of minutes, hours or days ahead or after the event that the alarm notification should be received.
     • On: An alarm notification may be received on a specific day and time. Click the down arrow to select the day and time of the alarm.
       
       
   • Message field (blank window above Add Attachments): Specific information about the event should be entered.
   • Add Attachments: File attachments, objects and pictures should be entered in this field.
     
     
4. Schedule tab: The user's free time information will appear to confirm that there is not a scheduling conflict for the event.
   • Change the date, time or duration of the event by clicking the down arrow for that field and selecting the new information.
     
     
5. Repeat tab: Select the Set Repeat option to make the event a repeating entry.
   • Repeats: Click the down arrows to select the frequency of the repeat event.
   • Duration: Set the duration until a specific date or for a specific length of time (days, weeks, months or years). Click the down arrow next to the preferred option and select the appropriate end date or length of the repeat event.
   • At weekends: Select the preference if the event date occurs on a weekend. Click the down arrow and single click on the preference to select it.
     
     
6. When all of the information for the appointment, all day event or reminder is complete, click the Save & Close button.

A calendar entry appear for the appointment, all day event or reminder.

 

Click here to return to the beginning of this document.

 

 

 

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By default, an anniversary appears on the calendar yearly for 10 years. This entry should be used for a repeating annual event.

To create an anniversary in the iNotes calendar:

1. Open a new calendar entry window.
   
   
2. If the first tab is not named "Anniversary," click the down arrow and single click on Anniversary to select it.
   
   
3. Anniversary tab:
   • Subject: Enter a description of the event - birthday, anniversary, etc.
   • Confidential: Select this option to have the event show as Private on the calendar. If anyone has been given access to the calendar, they will not be able to view the entry.
   • Location: Enter the location of the event.
   • Date: Click the down arrow to select the date of the event.
   • Category: Enter the meeting category or click the down arrow to select the category if it already exists.
     
     
   • Alarm: Select this option to receive an alarm for the event as specified.
     • Before or after: Enter the number of minutes, hours or days ahead or after the event that the alarm notification should be received.
     • On: An alarm notification may be received on a specific day and time. Click the down arrow to select the day and time of the alarm.
       
       
   • Message field (blank window above Add Attachments): Specific information about the event should be entered.
   • Add Attachments: File attachments, objects and pictures should be entered in this field.
     
     
4. Schedule tab: The user's free time information will appear to confirm that there is not a scheduling conflict for the appointment.
   • Change the date, time or duration of the event by clicking the down arrow for that field and selecting the new information.
     
     
5. Repeat tab: By default, an anniversary is set to repeat annually for 10 years on the calendar. This information may be modified.
   • Repeats: Click the down arrows to select the frequency of the repeat meeting.
   • Duration: Set the duration until a specific date or for a specific length of time (days, weeks, months or years). Click the down arrow next to the preferred option and select the appropriate end date or length of the repeat meeting.
   • At weekends: Select the preference if a meeting date occurs on a weekend. Click the down arrow and single click on the preference to select it.
     
     
6. When all of the information for the anniversary is complete, click the Save & Close button.

A calendar entry will be made for the anniversary.

 

Click here to return to the beginning of this document.

 

 

 

 

 

Created by the PeopleSoft Knowledge Management Team.
Copyright © 2001 All rights reserved.
Created: dcb 10/16/2001