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.
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:
- 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.
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