10 Minute Guide to Lotus Notes Mail 4.5 - 18 - Setting Up for Calendaring and Scheduling In this lesson, you learn how to use the new Calendaring and Scheduling features of Notes. You'll also learn how to keep track of your own appointment schedule and allow others to see your free time. Configuring Options Group calendaring and scheduling allows you to keep track of your time, check availability of other Notes users and easily see a list of meeting invitations sent to you. Your calendar is part of your Mail database. With the calendar features you can: Make appointments on your personal calendar. View your calendar in two days, one week, two weeks or one month views. Schedule meetings (called "appointments") and invite others. View the free time of other Notes users. Enter repeating or multi-day appointments (such as monthly meetings or vacations). Create a reminder to yourself that will appear in your calendar. Enter anniversary information (appointments which repeat weekly, month, yearly and so on). Schedule rooms and resources for your meeting. Your calendar and the information it contains are stored and viewed in your Mail database. Two views are available for scheduling information. They are: The Calendar view: Displays appointments you make and meeting information for meetings you have accepted, in a two day, one week, two week or one month format (see Figure 18.1). Figure 18.1 The Calendar view in the Two Weeks format. The Meetings view: Lists meeting invitations and meetings you have accepted by date and meeting time (see Figure 18.2). Figure 18.2 The Meeting View Two documents in your Mail database allow you to administer your calendaring and scheduling functions and to determine what calendar and mail information you wish to share with others. They are the Calendar Profile and the Delegation Profile. Table 18.1 describes the sharing options you can select. Table 18.1 How you can share calendar and mail Information: In the Calendar Profile, enter who can: In the Delegation Profile, enter who can: See your free time Read your calendar Manage your calendar Read your mail Read and send mail on your behalf Read, send, and edit any document in your mail file Delete mail in your mail database Automatically schedule you for meetings. Setting Your Calendar Profile The Calendar Profile document must be completed before you can begin working with your calendar. Your Notes adminis- trator may have taken this step for you. If you click on your Calendar view and receive a message that your Profile must be set, follow the steps below. Or simply follow the steps below to confirm the information contained in your Calendar Profile document. (See Figure 18.3.) Figure 18.3 The Calendar Profile document. Check with your Notes administrator to confirm that the information you enter in the Calendar Profile and the Delegation Profile agree with your Notes setup at work. To configure the Calendar Profile: 1. From the workspace, select your Mail database. 2. Choose Actions, Calendar Tools, Calendar Profile from the menu. 3. Confirm that your name appears in the Calendar Owner field. 4. If you wish to allow others to see your calendar, click here and open the Delegation Profile document. (This document is explained in the next section. If you want to allow others to view your calendar, stop here, go to the instructions for the Delegation Profile and return to step 5 below.) If you do not wish others to have access to your calendar, go to step 5 now. Panic Button: Let Others See My Calendar? No way! Allowing others to see your calendar is very different than allowing others to see your free time. Be careful with this selection. If you allow others to see your calendar, they will see appointments you've entered into your calendar, except for those you specifically mark as "Not for public viewing." Also note that viewing your calendar is not the same as viewing your mail, even though the Calendar view is found in the Mail database. You can also give people access to your mail. See "Setting Your Delegation Profile" in this lesson. 5. In the Scheduling Options portion of this document, enter your Default appointment duration. This is the number of minutes you want between each appointment on your calendar. The default setting is 60 minutes. (See Figure 18.3.) 6. Check the Enable the Alarm Daemon option if you wish to be alerted to upcoming events, appointments, meetings, and so on. 7. Check the Automatically set alarm(s) for option and check Appointments/Meetings, Reminders, Events, or Anniversaries to select which you wish to receive notification of. Also enter the amount of advance notice you want. 8. To restrict access to your free time (see Figure 18.4), click the down arrow next to the Only the following users can read my Freetime Schedule field and add only the names of people who you want to see your free time. Leaving this field blank will allow all Notes users on your server to see your free time. (The purpose of group scheduling is to allow others to see your free time. It is suggested that you leave this field blank.) Figure 18.4 Scroll down the Calendar Profile to view Freetime Options. Timesaver Tip: Revealing Your Free Time You can select from the Personal or Public Address Books when entering names of those who you want to see your free time. 9. Enter your Allowable free times. Check the days you are available for scheduling, and enter your available hours for each of the days you selected (the default setting is 9:00 AM to 5:00 PM). Under the Advanced Calendar Options section (see Figure 18.5), you see a subsection called Autoprocessing Options. Selecting Autopro-cessing options instructs Notes to automatically add information to your calendar. Fill in the following options you desire: Meetings. Meeting invitations will be automatically accepted and added to your calendar when you select this option, but only if the invitation is sent by those you specified in the field called Autoprocess Meetings only from the following people. Enter names into this field by typing the names or selecting them from the Names dialog box, which is a list of people in your Personal Address Book or the Public Address Book. Remove invitations from my Inbox after I respond to them. Check this box to delete meeting invitations from the Inbox view once you have accepted or rejected the invitation. Default settings. Select the Calendar entry type you want to automatically appear when you are making entries. Hide new calendar entries from public viewing. Check to prevent everyone else from seeing your new entries. Enable conflict checking for. Select the items you don't want to be in conflict to have Notes check that they don't overlap. Figure 18.5 The Advanced Calendar Options. When you have completed the information, save the Delegation Profile document by clicking OK on the Action bar or Cancel to exit the document without saving it. Setting Your Delegation Profile The Delegation Profile lets you specify who may view your calendar and who may make entries for you. You can also use this document to designate who may read your mail or send mail on your behalf. To create a Delegation Profile document (see Figure 18.6), choose Actions, Mail Tools, Delegation Profile from the menu or click the Click here button to allow other users to view your calendar in the Calendar Profile document. Figure 18.6 A Delegation Profile document. Complete the appropriate fields in the Delegation Profile: Everyone can read my Calendar. Check this only if you mean it! Checking this field allows access to your calendar by every Notes user on your server. Leave this field without a check mark, and if you wish, enter the names of those people who can view your calendar in Only the following people/groups can read my Calendar. Everyone can manage my Calendar. Check this only if you mean it! Checking this field gives the rights to change your calendar to every Notes user on your server. To restrict who can manage your calendar, leave this field without a check mark, and enter the names of the people who can modify your calendar entries in Only the following people/groups can manage my Calendar. In the E-mail Access section of the form, you can specify who can read your mail; read and send mail on your behalf; read, send, and edit documents in your mail database; or delete your mail. Enter or select names in the appropriate fields to grant this permission. When you are ready, save the Delegation Profile document by clicking OK on the Action bar or Cancel to exit the document without saving it. Changing Calendar View Options To change your Calendar view options, open your Mail database and select Calendar in the Navigator, so you are in the Calendar view. Then choose View, Calendar from the menu bar. Figure 18.7 shows the options as they appear on the menu bar. Try different views to see which you prefer. Use the Go To option and enter a date that is not included in your current view (for example, June 16, 1998). Figure 18.7 View, Calendar options. You can turn a page of the calendar by clicking on the curled page at the bottom of your calendar. Click the curl on the left page to go back in time; click the curl on the right page to go forward. In this lesson, you learned how to configure your Calendar and Delegation preferences for your mail and your calendar. In the next lesson, you learn how to make appointments and invite others to meetings.

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