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Responding to a Meeting Invitation

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.

  • Note: If a meeting invitation contains an Add to Calendar option rather than Accept and Decline options, then the meeting is a broadcast meeting or you have been sent an information-only copy of the invitation. You cannot respond to the invitation, but you can click Add to Calendar to add the meeting to your calendar.


Optional: Do one or both of the following:

  • Click Request Information to ask the meeting chair for information about the meeting before responding to the invitation. Then type your comments or questions in the request notice, and click OK to send the notice to the meeting chair.
  • Click Check Calendar to check your schedule before responding to the invitation.


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.
Click OK.



The options under Respond

calendar

Pencil in the invitation


Propose a new date or
time






 

Delegate the invitation to

someone else

  • Click Respond > Tentatively Accept or Tentatively Accept with Comments. Notes® keeps the meeting time free in your free time schedule so others can see that you are available for meetings at the scheduled time.
  • Click Respond > Propose New Time or Propose New Time with Comments. If Propose New Time options do not display, then the meeting chair has disabled counter-proposals for this invitation.
  • Specify new start or end dates, times, or time zones.
  • Click Check Schedules to check the free time schedules of meeting participants and see if they are available at the proposed time.
  • Click OK.
    • Note: To propose a new time for a repeating meeting, you must first accept the meeting. Then open your calendar, open an instance of the repeating meeting, and propose a new time for it.
  • Click Respond > Delegate or Delegate with Comments. If Delegate options do not display, then the meeting chair has disabled delegation for this invitation.
  • Specify the person to whom you want to send the invitation. To select the person's name from a directory, click the down arrow in the Who would you like to delegate this request to? field.
  • Click Check Schedules to check the delegate's free time schedule and see if the delegate is available at the meeting's time.
  • Select Keep me informed of updates to receive any further notices about the meeting.
  • Click OK.



If you clicked Respond with Comments, do one or more of the following:

  • Enter your comments in the notice form. You can control the appearance of your text by clicking the Text icon (to the left of the drop-down arrow) and selecting one or more attributes.
  • To import a graphic, click the drop-down arrow, select Graphics, and then click the Graphics icon to select and add the graphic.
  • To include an attachment, click the drop-down arrow, select Attachments, and then click the Attachments icon to select and attach the file.
  • To include a document link, database link, or view link that you have copied, click the drop-down arrow and then click Links. Paste the link as you would into any document.


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.

Delegate
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

Suggested reading for Lotus Notes at VCU