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Scheduling an Appointment

Use appointments to schedule events that only you are required to attend.

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  1. In the Compose New box, choose Appointment.
  2. Click Compose New.
  3. In the Subject box, type a brief description of the appointment.
  4. In the Location box, type the place where the appointment occurs.
  5. In the Start Time and End Time boxes, type the time that the appointment starts and ends.
  6. Type any comments in the Comment box, such as a list of necessary materials to take to the meeting.
  7. Click Save. The entry will be saved and the window will close.
    Note: You will need to refresh the current page in order to see the new entries.
    (See image above for refresh page icon.)

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Modifying an Existing Appointment

If information about an appointment has changed since it was created, you can modify the appointment. However, you cannot modify an appointment created by someone else.

  1. Open the appointment by clicking the underlined portion of the appointment in the schedule area.
  2. To change the subject, type new text in the Subject box.
  3. Change the time of the appointment by typing new entries in the Start Time and End Time boxes.
  4. Click Save.

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Verify Attendees Addresses

  1. To verify the names of the recipients in the To box, click the Check Names button.
  2. If the address for all recipients are resolved, click OK.
  3. If the name cannot be resolved, select one of the suggested matches, and click Accept These Choices. If no matches are available, you can choose to ignore or delete a recipient.
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Note: In the picture below, after the Check Names icon was selected, one of the names (Melani Bendfeldt) was not found. The user now has to either ignore or delete the "unfound" recipient,
prior to clicking Accept these Choices. (See below.)

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Adding an Event to Your Schedule

An event does not occupy blocks of time in the calendar, instead it appears in a banner. An event is an activity that lasts 24 hours or longer. You can use the calendar to keep track of important events, such as birthdays, conferences, holidays, etc.

  1. In the Compose New box, choose Appointment.
  2. In the Location box, type the place where the event occurs. (Optional)
    Ex. Valentine’s Day
  3. Optionally, select the All-Day Event box.
  4. Type any comments in the Comment box.
  5. Click Save 
Note:
The banner appears under the Calendar Date.
In the example, the all-day event is the holiday
Valentine’s Day.
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Make an Appointment, Event, or Meeting Recurring

When first creating the appointment, event, or meeting click on the recurrence tab.

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Click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the appointment to recur, then select options for the frequency.

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To Change a Recurrence Interval
(Appointment, Meeting, or Event)
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  1. Open the Calendar Item by clicking on the underlined portion of the appointment, meeting, or event.
  2. Click the Edit Series button
  3. Click the Recurrence tab.
  4. Click Daily, Weekly, Monthly, or Yearly as the recurrence pattern, and then select options for the frequency.
  5. Click Save.

Note: To remove the recurrence from an item, choose None as the recurrence pattern - then click Save.


Planning Meetings

Use the Meeting Request feature to invite people and schedule resources for an activity at a specific time.

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  1. From the Compose New box, choose Meeting Request.
  2. Click Compose New.
  3. In the To box, type the names of the people you would like to have attend.
  4. In the Subject box, type the meeting’s topic.
  5. In the Location box, type the place where the meeting is to be held.
  6. In the Start Time and End Time boxes, type when the meeting begins and ends.

Each attendee is sent a meeting request. To see the new item in your schedule area, select the
Update Page Address
button. Note: Update Page address button is circled in the picture above.

Please Note: Attendees names are separated by a semi-colon.

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Attendee Availability

Prior to sending a meeting request, it is important to check on attendee availability to make sure you are not scheduling over another meeting, appointment, or event.

  1. Fill out a New Meeting Request, as described above.
  2. Click the Attendee Availability tab.
  3. Check the attendees’ availability. Attendees’ schedules are displayed on the chart.
  4. If you need to change the time based on attendee availability, do so at this time, otherwise click Send.

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The new Meeting Request appears on your schedule, and each attendee is sent a meeting request. The attendee can then choose to accept  or decline the invitation and reply to inform you of their decision. As a result, each attendee's status is automatically recorded on the Meeting Request.

 

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