Responding to a meeting invitation

CALENDAR AND TO DO LIST

Responding to a meeting invitation
You can respond to a meeting invitation by accepting it, declining it, or adding the meeting to your calendar. You can add comments to your response if needed, delegate the meeting to someone else, or propose an alternative time for the meeting.

If a meeting invitation contains Accept and Decline options, then the meeting chair expects you to respond to the invitation.

Note: If a meeting invitation contains an Add to Calendar option rather than Accept and Decline options, then the meeting is a broadcast meeting or you have been sent an information-only copy of the invitation. You cannot respond to the invitation, but you can click Add to Calendar to add the meeting to your calendar.

1. In your Inbox, open the meeting invitation.

2. (Optional) Do one or both of the following:

Click Request Information to ask the meeting chair for information about the meeting before responding to the invitation. Then type your comments or questions in the request notice, and click OK to send the notice to the meeting chair.
Click Check Calendar to check your schedule before responding to the invitation.

3. Do one of the following:

Invitation response options

Task	Description
Accept the invitation	Click Accept, or click Respond > Accept with Comments. IBMR Lotus NotesR marks the meeting time busy in your free time schedule so others can see that you are not available for meetings at the scheduled time. Note: To accept some but not all instances of a repeating meeting, you must first accept the invitation. Then open your calendar, open the instances of the meeting you don't want to accept, and decline those instances.
Decline the invitation	1. Click Decline, or click Respond > Decline with Comments. 2. Select Keep me informed of updates to receive any further notices about the meeting. 3. Click OK.
Pencil in the invitation	Click Respond > Tentatively Accept or Tentatively Accept with Comments. NotesR keeps the meeting time free in your free time schedule so others can see that you are available for meetings at the scheduled time.
Delegate the invitation to someone else	1. Click Respond > Delegate or Delegate with Comments. If Delegate options do not display, then the meeting chair has disabled delegation for this invitation. 2. Specify the person to whom you want to send the invitation. To select the person's name from a directory, click the down arrow in the Who would you like to delegate this request to? field. 3. Click Check Schedules to check the delegate's free time schedule and see if the delegate is available at the meeting's time. 4. Select Keep me informed of updates to receive any further notices about the meeting. 5. Click OK.
Propose a new date or time	1. Click Respond > Propose New Time or Propose New Time with Comments. If Propose New Time options do not display, then the meeting chair has disabled counter-proposals for this invitation. 2. Specify new start or end dates, times, or time zones. 3. Click Check Schedules to check the free time schedules of meeting participants and see if they are available at the proposed time. 4. Click OK. Note: To propose a new time for a repeating meeting, you must first accept the meeting. Then open your calendar, open an instance of the repeating meeting, and propose a new time for it.

4. If you clicked any of the Comments options, do one or more of the following, and then click OK:

Type your comments. To format comment text, click the T icon and click the format to apply.
To add graphics or attachments to your comments, click the drop-down arrow, click Graphics or Attachments, click the icon that displays, and select files to add.
To add a document, view, or application link to your comments, copy the link to the clipboard, click the drop-down arrow, click Links, and click the links icon that displays to paste the link.

IBM Lotus Notes sends a notice to the meeting chair with your response and any comments you may have added.

Tip: To find comments you sent to a meeting chair, open the Grouped Entries view and find the meeting you responded to. The response with your comments is grouped with the main meeting document.

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