Discover Solution on How to Schedule a Meeting in Lotus Notes 9

Not only an email client but, much more than that: this what people says about Lotus Notes application. The program equips its users facility to maintain sections like calendars, appointments, tasks, meetings, etc. Such calendaring feature enable users to plan and manage their schedule timely. In this fast and furious life, users does not prefer doing things with pen or paper. All things are converting into digital format. Similar is the case with IBM Notes users, who are planning for a meetings and want to call other members in it. Now a question arises that how to schedule a meeting in Lotus Notes 9? Answer to this question is thoroughly described in following blog.

Stepwise Solution to Schedule a Meeting in Lotus Notes 9

Follow the below-mentioned steps by steps process to schedule a Meeting in Lotus Notes version 9.0:

1. Open Lotus Notes 9.0 email application on your machine and navigate towards Create >> Calendar Entry option

2. A calendar entry tab will get open in front of you, where you have to click on Type drag-drop button and choose Meeting from the list

3. Mention the name of the meeting in Subject text box and from right-hand side panel, enable any of the three below-listed options:

• Notify Me: This option will be acting as a reminder by previously prompting message for meetings, before a certain time duration.
• Mark Private: In order to keep official gathering confidential, one can choose the option to conduct a secretive meeting.
• Mark Available: This option will display receivers that you will be physically available at the specified time duration.

4. Next comes the When section where you have to fill up the relevant entries, indicating the complete time duration of meeting.

• Start: Shows the beginning time of meeting
• End: Either displays the total hours of the meeting or the ending time of meeting
• Repeat: It will be continuously reminding computer users about the meeting and just by clicking, allows to fill any updates regarding meeting.

5. Whosoever are to be called in the meeting should be listed in the current section i.e., Who

• FYI: It acts like a Bcc email attribute, which comprises the name of persons whose presence is important in the meeting
• Required: Choose the invitees from your IBM Notes address book, whom you want to invite in meeting
• Optional: It acts totally like the Cc attribute of an email message

6. Now comes the another section named as Where, which have the information of location where the meeting is to be conducted. It is having following parameters to be filled:

• Resources: In order to employ resources for meetings, you can accomplish the task with help of the IBM Notes directory.
• Rooms: This attribute provides feature to book a room for meeting.
• Online Meeting: Use this option for conducting the meeting online at the same point of time

7. If you want to append a file or see availability of invitees time whether they will be able to attend meeting or not then, use following customizing attributes:

• Description Tab: This option helps you in appending an attachment (like file of any format) in meeting invitation
• Find Available Times Tab: For utilizing needed resources, it will be helping you to reach at the IBM Notes directory
• Green: In case the invitees are free at the time of meeting then, directory will be showing Green color at that particular time slot
• White: This color indicates the availability of candidates.
• Red & Pink: If the person is unavailable at the mentioned time slot then, it will be displaying further details.
• Grey: This color states that there is no information of meeting members in mentioned time duration
• Light Greyish: This color will be appearing when Lotus Notes will be unable to retrieve and show information about the guest.

8. Click on Find Available Times tab >> Summary button to set a certain criteria where you want to maximize the percentage of attendance

9. Once take a look on scheduled meeting and send it to all invitees. In addition, if you want a response back from the invitees then, you can select any of the below-mentioned options:

• Accept: This option means that person have accepted your invitation
• Respond Button: It provides more options to response give meeting response
• Decline: The option declares that the invitee has rejected the meeting appraisal without any comment. It means that he/she will not be coming in scheduled meeting.

Lets Wrap Up

The world is getting digitalized hence, come and learn approach to invite officials for coming together with help of email client services. How to schedule a meeting in Lotus Notes 9 or any other version is a common query among IBM users. Therefore, in this blog, we have discussed on the same problem by deeply explaining each and every parameter related to planning of the meeting.