You can accept or decline an invitation to a meeting. Unless prevented by the sender of the invitation, you can also propose a different meeting time that is more suitable for you, or delegate the meeting to someone else.
When you receive the invitation in your mail, you open the document (you can also open an invitation from the New Notices MiniView in your Calendar). Use the buttons on the Action bar to respond to the invitation (see Figure 10.10). Click Request Information to send a Meeting Update Request to the meeting owner with questions or comments. Click Check Calendar to see whether you are available at the meeting time.
Figure 10.10. You can check your Calendar before responding to a meeting invitation by clicking the Check Calendar button.
Don't assume that the owner of the invitation checked your free time before inviting you to the meeting. To be sure you have the time available, click the Check Calendar button on the Action bar to see what you have scheduled for the day of the meeting before you respond to the invitation.
No respond button? The sender does not expect an answer to the meeting invitation because the memo is a broadcast invitation. Click Add to Calendar to add the meeting to your Calendar. Click Request Information if you want to know more about the meeting.
To respond to the invitation, click the Respond or Respond with Comments button and choose one of the following:
Accept accepts the invitation. A memo of acceptance is sent, and an entry for the meeting appears on your Calendar.
Decline rejects the invitation. A memo is sent noting that you decline the invitation.
Delegate declines the invitation for you but enables you to specify the person to whom you want the invitation sent. Notes then forwards the invitation to that person. This option might not be available if the owner of the invitation chose to prevent delegation. You should also be aware that the person you delegated has the option to decline the invitation. You might want to check Keep me informed of updates so you continue to receive information about the meeting.
Propose New Time gives you the opportunity to propose an alternative meeting time that is more convenient for your schedule. You specify the new date or time and click OK. A counterproposal memo goes to the invitation sender, but it displays the changes in schedule you propose. That proposal can also be accepted or declined. The Propose New Time option might not be available if the owner of the invitation chose to prevent new time proposals.
Tentatively Accept accepts the meeting invitation and adds the meeting as an entry to your Calendar, but enables the Pencil in option on the Options page of the entry so the time still appears as free in your free time schedule.
If the meeting invitation is for a repeating meeting, your answer applies to each instance of the meeting. Check your schedule before you reply. Also, be aware you can't counter-propose for repeat meetings. You must first accept the invitation, then double-click the first instance in your Calendar of the meetings, click Respond, and choose Propose New Time.
If you choose Respond with Comments, add your comments to your answer and click Send to send your response. No response will be sent if you exit the form and don't save it.
Rather than responding individually to each meeting invitation, Notes can automatically answer them for you. Click the Tools button on the Action bar in the Calendar. Select Preferences. Click the Calendar & To Do tab and then the Autoprocess tab. Select Enable automatic responses to meeting invitations, and then complete the following fields:
When a meeting invitation is received from Use the drop-down list to select those people whose meeting invitations you would like to send automatic responses.
Perform the following action Use the drop-down menu to select Automatically accept if time is available. If you make this selection, you must then choose and automatically decline if time is not available or and let me decide if time is not available. If you select Automatically accept even if time is not available, Notes will double book the time and you will be able to resolve the conflict at a later time.
Alternately, you can select Delegate invitation to the following person instead of me. Then, add the person's name to the Delegee field.
Automatic Inbox Management From the drop-down menu, choose an action for Notes to take when you delete a calendar notice from your Inbox or Mail folder. The choices are Prompt to confirm deletion or Remove from this view/folder without prompting. If you choose not to be prompted, then when you delete a calendar or to-do message from a view or folder, it will be permanently deleted from the database. If you choose to be prompted, then when you delete a calendar or to-do message from a view or folder, you will be prompted whether to remove the message from the folder or delete it entirely from the database. If you choose to delete the message, it will be permanently deleted from the database. If you are in a folder when you choose to remove the message, it will be removed from the folder but not deleted from the database (it will still appear in the All Documents view). But if you are in a view when you choose to remove the message, it will in fact be deleted permanently from the database (because users can't remove documents from views except by deleting them from the database).