4.4 Receiving Calendar Items

4.4.1 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 than declined in the appointment’s properties.

Accepting or Declining an Item

  1. Open the appointment, task, or reminder note, or select an Internet calendar item sent as an e-mail attachment.

  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.

  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.

The item is added to your calendar. If you accepted an attached item from an Internet calendar, it is imported into GroupWise as a new personal calendar.

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. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Calendar > General.

  3. Select On accept, continue to display the item in the Mailbox.

  4. Click OK.

4.4.2 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.

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

  1. In the Main Window, click a task, reminder note, or appointment.

  2. Click Actions > Delegate.

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

    or

    To select a username 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

In a Calendar view:

  1. Mac: Control+click a calendar item.

    Linux: Right-click a calendar item.

  2. Click Delegate.

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

    or

    To select a username 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 the item to remain in your Calendar.

    or

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

4.4.3 Saving Calendar Items

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

  2. Mac: Command+click the item and attachments you want to save.

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

  3. Select to save the item to disk.

  4. Type a filename for the item in the Save file as field.

  5. To save the item in a different directory than is shown in the Current directory field, click Browse, then select the new directory.

  6. Click Save, then click Close.