Creating Calendar Entries

The steps for creating an appointment, anniversary, reminder, or event are similar. Here, we discuss creating those kinds of calendar entries. The steps for scheduling a meeting are found in Chapter 10, under "Scheduling Meetings."

You can create a calendar entry at any time while in Lotus Notes. To create a calendar entry, do one of the following:

  • From your Calendar View To create an Appointment, Anniversary, Reminder, or All Day Event, click the New button on the Action bar. To create a meeting, click the Schedule a Meeting button on the Action bar.

  • From within a specific day Double-click a date or time slot in the Calendar displayed in the Calendar View. The type of entry usually defaults to Meeting (but this default can be changed in your Calendar preferences, as explained in Chapter 8). Click the down arrow next to Meeting and choose the calendar entry type from the dialog box that appears.

  • From outside of the Calendar (but within another view/folder in your mail database) Choose Create, Calendar Entry from the menu.

  • If your mail database isn't selected or open Choose Create, Mail, Calendar Entry from the menu.

Depending on the type of calendar entry you create, the entry fields vary slightly. Figure 9.5 shows the calendar event form for an appointment.

Figure 9.5. Appointments have an option field that allows you to add an attachment.

Use your mouse cursor or the Tab key to move from field to field when creating a calendar entry. Remember the fields available to you depend upon the type of calendar entry you're making, so you may not see all these fields in an All Day Event or a Reminder.

  • Subject Type in several words that describe the calendar entry. These words will appear in the Calendar view, and if sent to anyone else, in the Subject column in the Inbox.

  • When (Starts and Ends) Enter the starting and ending dates, or use the date picker if you don't want to accept the ones Notes entered automatically. Type in the start and end times for the calendar entry, or use the time picker to select them.

  • Specify a Different Time Zone If you specify a different time zone, new fields appear to help you select the time zone. You will also see a Local box that shows what time this will be locally.

  • Repeats Place an x in the Repeats check box to set parameters for calendar entries that occur more than once, such as a weekly status meeting. The Repeat Options dialog box appears (see Figure 9.6). Under Specify When the Meeting Repeats (it always calls it a meeting; this does not change to match the type of event), select the repeat interval from the drop-down listDaily, Weekly, Monthly by Date, Monthly by Day, Yearly, or Custom. Based on that choice, set the specifics of the frequency and intervals (for example, if you chose Monthly by Day the frequency might be 2nd Sunday). Then, set the Starting date. Choose an ending date using the continuing for or to fields. For daily, monthly by date, or yearly repeats, you can specify an exception if the meeting falls on a weekend to either move the meeting to an alternate day that you specify, delete it, or not move it. If you pick Custom as the frequency of the meeting, you pick the individual days from a date picker and add them to the list of dates. Click OK to accept your choices and close the Repeat Options dialog box.

Figure 9.6. Fields in the Repeat Options dialog box change, depending on the type of repeat you select (monthly by date, weekly, and so forth).

  • Description Use this area to provide a more detailed description of the calendar entry. For example, you might want to supply an agenda for a proposed meeting. The Details field is a rich-text field, allowing you to apply text and paragraph formatting, as well as to add graphic images and embed objects such as files created in other programs. If you want to add an attachment, click the paper clip icon or the Click to Append Attachments link.

Date Picker When entering dates, you can click the date picker icon at the right of the field and select the date. The date picker displays a miniature calendar. Use the left and right arrows at the top to move backward or forward in months. Click the month to see a list of months you can choose from. Clicking the year displays a list of years for selection. When you click on the date you want, the date picker closes and the date is entered in the field.

Time Picker If you click the clock icon at the right of the time field, you will see a time scale. Drag the indicator up or down the scale to set the time of the appointment. Use the up and down triangles to see different parts of the scale. Click the green check mark to accept the time setting.

Using the date and time pickers eliminates the possibility of entering the date or time in a format Notes won't understand.

  • Pencil In Place an x in the check box to have the calendar entry appear on your Calendar, but have others still see this time as available if they check your schedule.

  • Mark Private This option is important if you have given other individuals access to read your Calendar. Placing an x in the check box prevents the other calendar readers from seeing this appointment. Use this if you want to enter a confidential calendar entry such as a doctor's visit. Others will see that your time is blocked but will not have access to the appointment information.

  • Notify Me Place an x in the Notify Me check box or click the alarm clock icon to set the parameters for seeing and hearing a reminder for this calendar entry. In the Alarm Notification Options dialog box, specify when you want the alarm to go off, the on-screen message, the sound to play, and whether you want an email notification to go to yourself or others.

Imagine yourself at home, snuggled up sleeping in your bed. The ringing of your phone shatters the still of the night. "Hello?" A digitized voice rasps, "This is your Lotus Notes notification. You have a meeting at 10:00 a.m. with the Production Team." NOT! Your computer must be on and you must have Lotus Notes open (even if minimized), or you must have Notes Minder running, to see or hear calendar entry notifications.

  • Where Enter the Location for the entry, such as the address of the person you are meeting.

  • Categorize Select the category for this calendar entry document from the pull-down list. Personal Categories are defined in your Calendar Preferences (Tools, Preferences). Review Chapter 8 for more information about setting Calendar preferences.

Sams Teach Yourself Lotus Notes 7 in 10 Minutes
Sams Teach Yourself Lotus Notes 7 in 10 Minutes
Year: 2003
Pages: 182 © 2008-2017.
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