Save and Send Invitations,

Click the "Save and Send Invitations" action button to add the meeting to the Calendar and send invitations to the people specified in the Invitees section of the form.

Save as Draft

Click the "Save as Draft" action button to save the meeting entry without sending invitations. If you save a repeating meeting as a draft, any changes you make to the meeting is applied to all of the entries of a repeating meeting.

Find Room or Resource

Click the "Find Room or Resource" action button, then Find Room or Find Resource to check which rooms or resources are available at a specific time.

Delivery Options

See the topic Delivery options for meeting and Group To Do notices.

Actions

Click the Actions action button to reschedule, cancel, or confirm the meeting, view invitee responses to the invitation, or send a memo to invitees. (This action button displays only if you previously saved the meeting and sent out invitations for it.)

Subject

The text you enter in this field displays in the Calendar. The text also serves as the subject line for all memos and notices that pertain to the meeting.

When

Use the Start and End fields to specify start and end dates, times, and time zones for the meeting.

See the Help topic Repeat options for information on the Repeats option.

Invitees

Click the address book icon in any of the invitee fields to open the Select Address dialog box and specify invitees to the meeting.

• Required: These people receive meeting invitations and are counted as definite attendees for the purposes of scheduling rooms and resources and for suggested meeting times.
• Optional: These people receive meeting invitations and are counted as definite attendees for the purposes of scheduling rooms and resources and for suggested meeting times. The free time of Optional invitees is prioritized lower than Required invitees when Notes suggests meeting times.
• FYI: These people receive an information-only notice of the meeting and are not counted as definite attendees for the purposes of scheduling rooms and resources or for suggested meeting times. They do not have the typical response options that Required and Optional invitees have, but they are able to add the meeting to their Calendar. Other invitees cannot see the names of people you specify in this field.

  Tip After you specify invitees, click the Check Schedule tab to check their availability. Select "Suggested Meeting" to see a list of suggested meeting times based on invitee schedules.

Click this button to remove participants you have already invited. (This button displays only if you previously saved the meeting and sent out invitations for it). See the topic Removing people from a sent meeting invitation.

Chair

Normally, you would be the Chair of the meeting, and your name would appear in this field. If you are organizing the meeting for someone else, their name appears in this field.

Where

In the Room field, enter the name of the room you want to reserve for the meeting. To add a room from an address book, click the icon to open the Rooms dialog box.

Enter text in the Location field to describe the general location of the meeting (for example, the name of the city where the meeting will take place).

In the Resources field, enter the name of the resource you want to reserve for the meeting. To add a resource from an address book, click the icon to open the Resources dialog box.

If you are in an existing meeting invitation that does not have a room or resource entered yet, click the "Add Reservation" button to enter a room and resource.

Categorize

Select or type a category.

Scheduler

See To see when people, rooms, and resources are free for a meeting.

Description

Enter detailed meeting information (including text, document links, file attachments, objects, and pictures) in the Description field at the bottom of the meeting form.

Pencil In

Select this to keep the time of the meeting free in your free time schedule.

Mark Private

Select this to prevent people who have access to your Calendar from reading the invitation. People who can manage your Calendar can see the times but not the contents of hidden Calendar entries.

Notify me

See the topic Alarm notification options or Setting an alarm on a Calendar entry.

See Also

Scheduling a meeting
Managing views with categories