4.1 Scheduling Appointments

Use appointments to schedule blocks of time on a specific date or range of dates.

You can use Busy Search to check for a time when all the users and resources you want for an appointment are available.

This section contains the following topics:

4.1.1 Scheduling an Appointment for Other Users

  1. Click New > Appointment on the toolbar.

  2. In the To field, type a username, then press Enter. Repeat for additional users. If necessary, type usernames in the CC and BC fields.

    or

    To select usernames or resources from a list, click Address Book on the toolbar, search for each user’s name, double-click each user, then click OK.

  3. Type the location description in the Location field.

  4. Specify the start date.

  5. Specify a start time and duration. Duration can be in minutes, hours, or days.

  6. Specify how you want the appointment to appear as from the Show As drop-down menu.

    Appointments can appear as Busy, Free, Out of the Office, or Tentative.

  7. Type a subject and message.

    Appointment view

  8. If you want to make sure the people and resources for the appointment are available, you can do a busy search by clicking Busy Search on the toolbar. See Section 4.1.5, Checking When Everyone Is Available.

    You can specify many options, such as making this appointment a high priority, requesting a reply from recipients, and more, by clicking the Send Options tab.

  9. Click Send on the toolbar.

4.1.2 Rescheduling an Appointment

If you want to make sure the people and resources for the appointment are available, you can do a busy search by clicking Busy Search on the toolbar.

  1. Click the Sent Items folder in the Folder List.

  2. Select the appointment to reschedule and open it.

  3. In the appointment window, click Resend on the toolbar.

  4. Make your changes, then click Send on the toolbar.

4.1.3 Canceling an Appointment

You can cancel an appointment if you scheduled it or if you have the necessary Proxy rights to the scheduler's Mailbox.

  1. Click the Sent Items folder in the Folder List.

  2. Select the appointment you want to cancel.

  3. Click Delete From This Mailbox.

4.1.4 Scheduling an Appointment for Yourself

If you are not available for meetings, schedule a posted appointment for those times. When another user includes you in an appointment and does a busy search, the user can see you are not available at those times, but can still schedule over your appointment.

Posted appointments are placed in your Calendar on the date you specify. They are not placed in your Mailbox or in any other user's Mailbox.

  1. On the toolbar, click Posted Appointment.

    Posted Appointment view

  2. (Optional) Type a subject and a place if necessary.

  3. Specify the start date.

  4. Specify a start time and duration. Duration can be in minutes, hours, or days.

  5. Specify how you want the appointment to appear as with the Show As drop-down menu. Appointments can appear as Free, Tentative, Busy, or Out of the Office.

  6. (Optional) Type a message.

    You can specify many options, such as making this appointment a high priority and more, by clicking the Options tab.

  7. Click Post on the toolbar.

Posted appointments are placed in your Calendar on the date you specified. They are not placed in your Mailbox or in any other user's Mailbox.

4.1.5 Checking When Everyone Is Available

Use Busy Search to find a time when all the people and resources you want to schedule for a meeting are available.

Performing a Busy Search

  1. In an appointment you are creating, specify usernames in the To field.

  2. Specify the first possible day for the meeting in the Start Date field.

  3. Specify the meeting's duration.

  4. Click Busy Search on the toolbar.

    The legend at the bottom of the Appointment dialog box shows the available times.

  5. Click one of the suggested times to select an available meeting time.

  6. Complete and send the appointment.

    If you want to do a busy search before creating an appointment, click Busy Search in the toolbar.