Responding to a meeting invitation
In the previous section, we reviewed the steps for creating and sending a Meeting Invitation. The invitees have quite a number of options available to them as to how they respond to the invitation.
When you receive a meeting invitation, it appears in your Inbox and, if you have configured it, the New Notices MiniView on your calendar:
When you open the invitation, it displays the subject, dates/times, invitees, location, description, and any rooms or resources that may be associated with the meeting:
The Action bar contains several options for responding to the invitation:
You can respond to a meeting invitation by accepting it, declining it, or adding the meeting to your calendar. You can add comments to your response if needed, delegate the meeting to someone else, or propose an alternative time for the meeting.
If a meeting invitation contains Accept and Decline options, then the meeting chair expects you to respond to the invitation.
Optional: Do one or both of the following:
Let's look at these options in greater detail:
|If you want to...||Do this|
|Accept the invitation||Click Accept, or click Respond > Accept with Comments. IBM® Lotus Notes® marks the meeting time busy in your free time schedule so others can see that you are not available for meetings at the scheduled time.
Note: To accept some but not all instances of a repeating meeting, you must first accept the invitation. Then open your calendar, open the instances of the meeting you don't want to accept, and decline those instances.
|Decline the invitation||Click Decline, or click Respond > Decline with Comments.
Select Keep me informed of updates to receive any further notices about the meeting.
The options under Respond
Pencil in the invitation
Delegate the invitation to
If you clicked Respond with Comments, do one or more of the following:
Click OK. If you click Cancel, no response is sent.
The above mail message form is also used if you elect Request Information:
If you Request Information, the Meeting Invitation remains in your Inbox and is not added to your calendar.
If you cannot attend the meeting, but wish to send someone in your place, you can choose the Delegate option, select your delegee from the Notes Address Book, and send the meeting invitation to someone else. Remember: if the meeting organizer has prevented delegation, then you cannot Delegate someone to go in your place.
Propose a new time
Unless the meeting organizer has prevented counter-proposals, you can choose a new date/time from this dialog, and you can also use the Scheduler to confirm that your proposed date/time is available to all invitees.
The Check Schedules option displays a pop-up dialog showing you the day/time in question so that you can visually confirm that you have sufficient free time to attend the meeting. In this example, VRAM12CTEST has no other appointments or meetings on the 26th to conflict with her attendance at VRAM1TEST's meeting.
This article was updated: 11/8/2013