How to create calendar entries in Lotus Notes
Entries may be added to the Lotus Notes calendar for a variety of events.
Click a link below for a description of how to create that type of calendar entry:
To create a meeting entry in the Notes calendar:
Open the Lotus Notes calendar and click the Schedule a Meeting button.
Basics tab:
Subject: Enter the meeting topic.
Begins: Click the calendar icon to specify the start date. Click the clock icon to select the meeting start time.
Ends: Click the calendar icon to specify an end date if different than the start date. Click the clock icon to select the meeting end time.
Location: Enter the location of the meeting.
Note: Entering the name of a conference room in this field does not reserve the conference room. A conference room reservation must be done on the Meeting Invitations & Reservations tab or through the conference scheduling database itself.
Entry type: Click the down arrow and select Meeting.
Repeats: Click in the box if the meeting is a repeating meeting and the Repeat Options window will open.
Enter the specifics for the frequency of the meeting and how many weeks it should last or the actual end date. Click OK when all of the repeat information has been entered.
Description: Enter specific information or notes regarding the meeting in the description field. Attachments may also be included in the description field.
Meeting Invitations & Reservations tab:
Invite: Manually enter the invitees names or select from the PeopleSoft Directory by clicking the Address Book icon at the far right.
cc: (optional): Enter the names of people whose attendance is not mandatory. The names may be entered manually or by selecting from the PeopleSoft Directory by clicking the Address Book icon at the far right.
bcc (FYI only): Enter the names of people that need an information only invitation. The names may be entered manually or by selecting from the PeopleSoft Directory by clicking the Address Book icon at the far right.
Reserve rooms: Click the icon to the far right and find the location/building to schedule the conference room. Click the arrow to the left of the location/building name to display a list of conference rooms.
Choose the desired conference room by single clicking on it, click the A dd> button and then click OK.
Note: If the room has already been reserved using the Conference Room Reservation database prior to creating the invitation, do not add the room to the Reserve Rooms: field in the invitation. If it is added, the room will decline the invitation because it has already been reserved.
Reserve resources: Reserve equipment in the same manner as reserving a room. This feature is not available in all offices.
Options tab:
Pencil in: The time slot will still appear free for other meetings.
Mark Private: Those who have read access to the calendar will not be able to see any details about the entry. They will only see that the time is busy, but cannot open the entry itself.
Notify me: This will allow an alarm to be received for the meeting as specified.
Click the Alarm settings... button and select how soon before the meeting the alarm should go off. A specific alarm message may also be added. Once all alarm options have been set, click the OK button.
Categorize: Enter the meeting category or click the down arrow to select the category if it already exists.
Once all of the information on the meeting invitation is complete, click the Save and Send button. Invitations will be sent to the invitees in both the Invite: and cc (optional): fields. The meeting will also be added to the calendar and the specified time will be marked busy in the free time schedule unless Pencil in was selected.
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To create an appointment, all day event or reminder in the Notes calendar:
Open the Lotus Notes calendar and click the Schedule a Meeting button.
Click the down arrow in the Entry Type window and select the type of entry that should be created - Appointment, All Day Event or Reminder.
Basics tab:
Subject: Enter the subject of the entry.
Begins: Click the calendar icon to specify the start date. Click the clock icon to select the meeting start time.
Ends: Click the calendar icon to specify an end date if different than the start date. Click the clock icon to select the meeting end time. A Reminder will not have an end date.
Location: Enter the location.
Repeats: Click in the box if the meeting is a repeating meeting and the Repeat Options window will open.
Enter the specifics for the frequency of the event and how many weeks it should last or the actual end date. Click OK when all of the repeat information has been entered.
Description: Enter specific information or notes regarding the meeting in the description field. Attachments may also be included in the description field.
Options tab:
Mark Private: Those who have read access to the calendar will not be able to see any details about the entry. They will only see that the time is busy, but cannot open the entry itself.
Notify me: This will allow an alarm to be received for the meeting as specified.
Click the Alarm settings... button and select how soon before the meeting the alarm should go off. A specific alarm message may also be added. Once all alarm options have been set, click the OK button.
Categorize: Enter the meeting category or click the down arrow to select the category if it already exists.
Click the Save and Close button.
The entry will now appear in the calendar.
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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 Notes calendar:
Open the Lotus Notes calendar and click the Schedule a Meeting button.
Click the down arrow in the Entry Type window and select Anniversary.
Basics tab:
Subject: Enter a description of the event - birthday, anniversary, etc.
Location: Enter the location of the event.
Begins: Click the down arrow to select the date of the event.
Repeats: By default, an anniversary is set to repeat annually for 10 years on the calendar. This information may be modified by clicking the Settings... button and modifying the repeat information. Click OK when all of the repeat information has been entered.
Options tab:
Pencil in: The default is that all anniversaries are penciled in so that the date will appear available if a free time search is done.
Mark Private: Those who have read access to the calendar will not be able to see any details about the entry. They will only see that the time is busy, but cannot open the entry itself.
Notify me: This will allow an alarm to be received for the meeting as specified.
Click the Alarm settings... button and select how soon before the meeting the alarm should go off. A specific alarm message may also be added. Once all alarm options have been set, click the OK button.
Categorize: Enter the meeting category or click the down arrow to select the category if it already exists.
Click the Save and Close button.
A calendar entry will be made for the anniversary.
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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2002
All rights reserved.
Created: dcb 03/21/2002
Revised: dcb 04/16/2002