After you have scheduled a meeting, you will want to manage the meeting by checking on the status of responses to your meeting, rescheduling meetings when necessary, and possibly sending mail memos that relate to the meeting. All this management of the meeting can be done with the Notes Calendar and Notes Mail.
By default, the All Calendar Entries view of your Calendar displays a list of all your Calendar entries by date and time. When you click on the down arrow on the All Calendar Entries tab, you can choose to view all your entries in one of three ways:
On My Calendar displays all the entries in your Calendarappointments, all-day events, anniversaries, meetings, reminders, and penciled-in and draft meetings. Each instance of a repeating meeting appears individually (if you open the instance, you will see all the dates for the other instances).
All By Date shows all the entries you see when you select On My Calendar plus meeting workflow documents and any meetings to which you have been invited but haven't replied.
Meeting Threads displays all meeting documents (see Figure 10.5), including meeting invitations to which you haven't responded. Repeating meetings and workflow documents are indented beneath the meeting to which they are related.
Figure 10.5. The Meetings Threads variation of the All Calendar Entries view lists the meetings in date order, oldest to newest, and also shows the responses from the invitees. Click on the Meeting Time heading and you can change the order of appearance.
Using Action buttons in this view, you can create new meetings, take owner actions on selected meetings, or take participant actions on selected meetings. You can also copy meeting information into new memos, calendar entries, and To Do's.
To reschedule a meeting, follow these steps:
Open your Calendar and click the All Calendar Entries view tab. Select the meeting you want to change.
Click the Owner Actions button on the Action bar (because you created the meeting invitation you are considered the Chair or Owner), and select Reschedule.
The Reschedule Options dialog box opens (see Figure 10.6).
Figure 10.6. Room and Resources are automatically rescheduled when you reschedule the meeting.
Modify the Start and End dates or times (click Check Schedules to use the free time schedule to see when your invitees are available).
Click OK. Notices will be sent to the invitees, informing them of the change of date or time. By checking Include additional comments on notice in the dialog box, you can add a short explanation along with the notice.
When you cancel a meeting, you need to notify all the participants that the meeting has been cancelled. The steps for canceling a meeting are as follows:
Select the meeting document in the All Calendar Entries View of the Calendar.
Click the Owner Actions button on the Action bar, and select Cancel.
The Cancel Options dialog box appears (see Figure 10.7).
Figure 10.7. Notes automatically notifies all invitees of the cancellation and can clean up all related documents.
If you select Permanently delete the Meeting and all notices and documents related to the Meeting, Notes removes any documents related to the meeting. Or, you can remove the meeting from your Calendar but leave it in your All Calendar Entries view. Again, you have the option to include a message along with the notice. Click OK to close the dialog box. Notes automatically sends a cancellation notice to all the invitees for that meeting and removes any room or resource reservations related to the meeting.
After you have received the responses to your meeting invitation, you should remove from the meeting document the names of invitees who won't be attending. You should then send a confirmation notice to the remaining invitees to let them know the meeting is indeed at the time and date specified. The notice will include the new list of participants for the meeting. To confirm a meeting, follow these steps:
Select the document from the All Calendar Entries view of the Calendar.
Click the Owner Actions button on the Action bar, and select Confirm.
(Optional) Select Include additional comments on notice in the dialog box to give yourself the chance to add your own text to the notice.
Click OK to close the dialog box.
Although the All Calendar Entries view displays response documents to meeting invitations, it's not easy to determine whether all the invitees have responded and accepted. To quickly review the status of the responses to your invitation, follow these steps:
Select the meeting in the All Calendar Entries view.
Click the Owner Actions button on the Action bar and select View Invitee Status.
The Invitee Status dialog box opens (see Figure 10.8), displaying the list of invitees, including optional or FYI invitees who were copied on the invitation. The dialog box displays the role of each person and the status of the invitation.
Figure 10.8. You can expand or collapse the Invitee status information by clicking the plus or minus signs next to the Required or Optional lists.
Click Print to print the list or Close to close the dialog box.
If you want to send a memo to all meeting participants to update the agenda or to provide more details about the upcoming meeting, follow these steps:
Select the meeting in the All Calendar Entries view.
Click the Owner Actions button on the Action bar, and choose Send Memo to All invitees, Send Memo to Invitees Who Have Responded, or Send Memo To Invitees Who Have Not Responded.
A new mail memo opens. The list of invitees appears in the To field, and optional invitees are in the cc or bcc field (depending on where you listed them in the meeting invitation).
The Subject field contains only the name of the meeting. The message area is blank, and you can create a message there as you would in any mail memo.
Click Send to send the memo to the invitees.