4.5 Receiving Calendar Items

4.5.1 Accepting or Declining Calendar Items

When you receive an appointment, task, or reminder note, you might not be able to accept it. In GroupWise, you can let the sender know if you accept or decline, specify a level of acceptance or availability, and add additional comments. You can also delegate the item to another user. The sender can find your response by checking the item’s properties.

If you decline an appointment after its start time, the sender sees the appointment as deleted rather then declined in the appointment’s properties.

Accepting or Declining an Item

  1. Open the appointment, task, or reminder note.

  2. Click Accept or Decline on the toolbar.

    or

    Click the down-arrow to the right of the button to select an Accept level of availability, Accept with Options, or to select Decline with Options.

  3. (Optional) If you selected Accept with Options or Decline with Options, you can type a comment, then click OK.

    By default, the sender can view your comment by viewing the item properties in the Sent Items folder. However, for a more noticeable indication when someone declines an item, the sender has the option under Tools > Options > Send > Appointment/Task/Reminder Note to set Return Notification When Declined to Mail Receipt, Notify, or both.

  4. If the item is an Auto-Date item, click This Instance to accept or decline this one Auto-Date item, or click All Instances to accept or decline all instances of the Auto-Date item.

Accepting an Item to a Personal Calendar

  1. Open the appointment, task, or reminder note.

  2. Click the down-arrow to the right of the Accept button, then select Accept with Options.

  3. Select the personal calendar where you want the item to appear, then click OK.

Keeping a Copy of an Accepted Item in Your Mailbox

When you accept an item, you can also select to keep a copy of the item in your Mailbox folder.

  1. Click Tools > Options, then double-click Calendar.

  2. On the General page, select On accept, continue to display the item in the Mailbox.

  3. Click OK.

4.5.2 Accepting or Declining Internet Items

You can accept or decline appointments, all day events, and tasks that are sent from Internet-enabled collaboration clients. Some of these clients include Microsoft Exchange, Lotus Notes, and Macintosh iCal.

  1. Open the appointment, task, or reminder note.

  2. Click Accept or Decline on the toolbar.

    or

    Click the down-arrow to the right of the button to select an Accept level of availability, or to select Decline with Options.

  3. (Optional) If you selected Decline with Options, you can type a comment, then click OK.

  4. If the item is an Auto-Date item, click This Instance to accept or decline this single Auto-Date item, or click All Instances to accept or decline all instances of the Auto-Date item.

    By default, a message is sent to the sender of the item, indicating the action you took.

    In addition, you can right-click the Internet item and select Import Calendar. This creates a new calendar and imports the item to the new calendar.

4.5.3 Delegating Calendar Items

Use Delegate to reassign a scheduled item to someone else. The sender can determine who you delegated the item to by looking at the item’s properties.

When an appointment is modified by the original sender, all delegated recipients, along with the original recipients, receive the modifications.

Delegating an Appointment, Task, or Reminder Note from the Main Window

  1. In the Item list, click a task, reminder note, or appointment.

  2. Click Actions > Delegate.

  3. In the To field, type a user name, then press Enter.

    or

    To select a user name from a list, click Address on the toolbar, double-click the user, then click OK.

  4. Type any additional comments to the recipient.

  5. Click Send on the toolbar.

  6. Click Yes if you want this item to remain in your Calendar.

    or

    Click No if you want this item deleted from your Calendar.

Delegating an Appointment, Task, or Reminder Note from the Calendar View

  1. In a Calendar view, right-click a task, reminder note, or appointment, then click Delegate.

  2. In the To field, type a user name, then press Enter.

    or

    To select a user name from a list, click Address on the toolbar, double-click the user, then click OK.

  3. Type any additional comments to the recipient.

  4. Click Send on the toolbar.

  5. Click Yes if you want the item to remain in your Calendar.

    or

    Click No if you want the item deleted from your Calendar.

4.5.4 Changing Calendar Item Types

You can drag an item from one folder to another to change the item type of that object. For example, drag a task to the Appointments List to change it to an appointment.

Changing the Type of an Item in Your Calendar

  1. Click Calendar in the Folder List.

  2. Click the item you want to change in the Appointments, Tasks, or Reminder Notes List.

  3. Drag the item to the list that corresponds to the type of item you want to change it to.

    For example, drag a task to the Appointments List to change it to an appointment.

    To copy an appointment, task, or reminder note, press Ctrl while you drag the item.

  4. Type any necessary information.

  5. Click Send or Post on the toolbar.

Changing a Posted Item to a Group Item

  1. In your Calendar, click a posted item.

  2. Click Edit > Change To, then click More.

    Change To dialog box

  3. Click Group, then click OK.

  4. Type any necessary information.

  5. Click Send on the toolbar.

4.5.5 Saving Calendar Items

Saved items remain in your Calendar as well as being copied to the location you specify. Items are saved with a .rtf extension so that they can also be opened in a word processor. Attachments are saved in their original format.

  1. In your Mailbox or Calendar, click the item you want to save, then click File > Save As.

  2. Ctrl+click the item and attachments you want to save.

  3. Select to save the item to disk or to a GroupWise library.

  4. Type a file name for the item in the Filename field.

    or

    Type a subject name in the Subject field.

  5. To save the item in a different location than is currently shown, browse to the desired location.

    or

    To save the item in a different GroupWise Library, click the drop-down list, then select a library name.

  6. If you are saving to a GroupWise Library, make sure Set properties using default values is selected unless you want to specify document properties at this time.

  7. Click Save, then click Close.