Lotus Notes 6.5 Help - Automatically processing meeting invitations

CALENDAR AND SCHEDULING

Automatically processing meeting invitations
If you elect to automatically process meeting invitations from all or some users, Notes handles such invitations in the following manner:

If the proposed meeting time is free in your schedule, Notes adds the meeting to the Calendar and sends an Accept notice to the meeting organizer.
If you are busy at the time of the proposed meeting, you have the choice of automatically sending a decline notice to the meeting organizer or making the decision yourself for a meeting.
If there is a conflict on a field that has been modified in the meeting invite, the change is not applied and the entry is left in the Inbox.

Note For broadcast invitations (invitations for which responses are not required), Notes determines whether or not to add the meeting to the Calendar based on the free time schedule, but does not send a notice to the meeting organizer.

To automatically process meeting invitations

To set up Notes to automatically process meeting invitations from all or selected people, or automatically delegate invitations to someone else, follow these steps:

1. Open Calendar.

2. From the menu, choose Actions - Tools - Preferences.

3. Click the Calendar & To Do tab, then the Autoprocess tab.

4. Select "Enable automatic responses to meeting invitations" under "Automatic Processing of Meeting Invitations."

5. Do one of the following:

To automatically respond to, or not respond to, specific individuals, choose "Any of the following people" or "Anyone except the following people" from the "When a meeting invitation is received from" list. Then enter the individual names in the field below the list to correspond with your choice. Use the down arrow key to select names from an address book.
To automatically respond to anyone who sends you an invitation, select Anyone from the "When a meeting invitation is received from" list.

6. Select one of the following options in the field under "Perform the following action:"

"Automatically accept if time is available" to have Notes accept invitations for you if you have free time available for the meeting. Then select whether Notes should automatically decline invitations if the time is not available, or you should decide on your own whether you can attend the meeting if the time is not available on your Calendar.
"Delegate invitation to the following person to attend instead of me" to delegate all of your meeting invitations to someone else. (Click the drop-down arrow in the name field that displays to open the Select Names dialog box and specify the user.)

7. Click OK.

See Also

Responding to a meeting invitation

Automatically removing meeting invitations from your Inbox

Preventing invitation responses from appearing in your Inbox

Managing someone else's Calendar

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