Creating a meeting entry

Meetings are the building blocks of your Agenda. Use them to reserve time in your schedule for any type of activity with a start and end time. You can also use meetings to block off time in your Agenda for an entire day or more.

Click the New Meeting button on the Agenda toolbar.
Enter a title for the meeting.
Enter the location of the meeting.
Select an importance level for the meeting.
Select an access level from the drop-down menu. Access levels determine who can view the meeting in your Agenda or how much of the meeting can be viewed by other users.
You can enter the start and end times directly in the Start and End fields, use the up and down arrows or click the Calendar and Clock buttons to select the appropriate dates and times for the meeting. You can also enter the appropriate time period in the Duration field instead of selecting an end date and time. See Suggesting a date or time for information on selecting a meeting time that is convenient for all invitees.
If you set default reminders, the Remind me check box is automatically selected. If you did not set default reminders but would like to use them, select the Remind me check box. Select the Reminders tab to specify whether you would like to receive pop-up, e-mail, and/or wireless reminders. See Setting a reminder for more information.
If you want to set the meeting as tentative, select the Tentative check box.

If you display your meetings by attendance status or ownership, tentative meetings appear in a different color in the Day and Week views. See Setting color options for more information on setting your display and color preferences.

You can create multiple instances of the same entry by clicking Repeating. See Creating a repeating entry for more information. You can also check if the meeting you are creating causes a scheduling conflict for any of the invitees. See Checking for conflicts when scheduling a meeting for more information.

Inviting users, groups, and resources

On the People/Resources tab of the New Meeting dialog box, enter the name of the user, resource or group you want to invite and click the Checkmark button. Resources must be preceded by r:, re:, or res:. Groups must be preceded by g:, gr: or grp:.
If you do not know the exact name of a user, resource or group that you want to add as an invitee, click the Search button. See Searching for users, resources, or groups to add to a list of invitees for detailed instructions on searching for invitees.
You can invite external attendees by entering their e-mail addresses in the Add field and clicking the Checkmark button or by selecting them from your Address Book. External attendees appear in the meeting entry with the External Attendee icon.

Selecting a name when there are multiple matches

The Select Name dialog box appears if there are multiple users with the same name, part of name or initials. If this is the case, select the appropriate name from the list.

Setting your reply status

You can accept or decline a meeting entry while you are creating it. Select the Reply/Notes tab and follow the instructions in Accepting or declining a meeting.