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How to use Oracle Calendar: Receiving Meetings

 

Viewing an entry Send a reply To see who else is attending Checking for details Linking tasks Setting reminders

Viewing an entry

New entries (such as meetings) will appear in two places: your In-tray and in your calendar itself.

To get more information about an entry someone has sent you, double-click on it. This will bring up the View Meeting window.

Note: If you just want to quickly respond with a "yes, I'll come," or "no, I won't come," right-click on the meeting, then click on Will attend or Will not attend.

Sending a reply

With the View Meeting window open, click on the Reply tab.

Under Response:, click on the down arrow, then click on the appropriate selection (I will attend, I will not attend, or I will confirm later). If you want, you can indicate that you'd prefer a different time. You can also choose whether the time is displayed as free or busy in your agenda. Your choices will be visible to all other GUCalendar users who are attending this meeting.

If you want to send an e-mail as well, click on the Mail message button. This will bring up the Mail Message window.

Make sure that all the people you want to send your message to appear in the Distribution list. (By default, all attendees will appear in the list).

Note: Your distribution list can include people who aren't GUCalendar users. This is a useful way of letting them know about your meeting. Just type a person's full e-mail address in the box beside Other, then press the Enter key. (People who are GUCalendar users will appear in the distribution list with an icon by their names; people who are not GUCalendar users will have an icon by their names.) Make any changes you like to the text, then click on the Send button.

To see who else is attending

With the View Entry window open, click on the People/Rescources tab.

Means the person has accepted (and marked the time as busy) Means the person has accepted (and marked the time as busy), but would prefer another time Means the person has not replied yet (or will confirm later) Means the person has declined (but marked the time as busy) Means the person has declined and would prefer another time (but marked the time as busy) Means the person has declined (and marked the time as free) Means the person has accepted (but marked the time as free)

Checking for details If the sender has included any additional information about the meeting (e.g., what you'll be talking about, why you're meeting, what might be expected of attendees) you'll find it under the Details tab.

Linking tasks If you have a task that needs to be done for this meeting, you can create a linked task. Linked tasks for the meeting shown here might include: "take inventory of socks"  or "check the dryer for stragglers."

If you want to link a task to a meeting, click on Advanced, then click on Linked Tasks.   (This will bring up the New Task window, see Creating Tasks if you need help filling this in.)

Setting reminders If you want to set a prompt to come up and remind you about this meeting, click on the Reminders tab. (This will bring up the Reminders window, see Setting reminders if you need help filling this in.)