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Create a Meeting

Creating a meeting

In the Zimbra Calendar, an appointment is an activity that you schedule that does not include other people or resources. Meetings are appointments that include other people. When you create a meeting or appointment in the Zimbra Calendar, each one opens in its own tab. You can have several open at once, and switch between tabs as often as necessary. While creating a meeting, you can check the availability of attendees and conference rooms so you can pick a time and place that fits accommodates as many people as possible.

Tip: If you are trying to schedule a meeting with someone off-campus, and you want to show them what free and busy times are on your schedule, you can use the Mail Free & Busy link. Right-click (or CTRL+click on a Mac) on the Calendars heading in the Overview pane and select the Mail Free & Busy Link As to send your schedule in an email.

  1. Click the Calendar tab.

    calendar tab

  2. Click New Appointment. A new Appointment tab opens.

    create a new appointment

  3. In the Subject field, enter the name of your meeting. This will also be the subject of the email message that is sent when the meeting invitation is issued.
  4. Add attendees to the meeting.
    • If the name is in your contact list, start typing a name or email address in the Attendees field. When the address displays, click it to add it to the list. Separate addresses with a semicolon (:).
    • To add optional attendees, click Show Optional. Add the desired names or email addresses to the Optional field.
    • To add attendees by searching Stanford's Global Address List, click Attendees to open the Select Addresses window. Type the attendee's name and click Search. Double-click to add it to the Attendees field. When you're done adding people, click OK to close the Select Addresses window.

      search for email addresses to add to meeting
  5. Specify the meeting location.
    • To schedule a non-defined Zimbra Calendar location (such as your office), type a place in the Location field.
    • To schedule a location defined in the Zimbra Calendar (such as a conference room), click Location. Enter the Name (of the conference room), or the Minimum Capacity, and click Search. If there is a match, your results are displayed. Check the Status of your preferred location. If it's Free, double-click it to select it and transfer it to the Location(s) for this appointment field at the bottom of the screen.
      Note: Choosing one of the defined locations does not necessarily reserve that location. Check your email for a reservation confirmation.

      find a location for your meeting
  6. Specify any required equipment or resource calendars.
    • Click Show Equipment to display the Equipment field.
    • Click Equipment  and  enter the equipment type, such as projector or laptop, in the Name field and click Search. If its status is Free, double-click it to select it and transfer it to the Equipment for this appointment field at the bottom of the screen. Click OK.
  7. Find attendee's availability.
    • To see invitee's availability, consult the Scheduler. If attendees' schedules are known, you can see their free/busy information. If the Scheduler isn't visible, click Show.
      show Scheduler
    • To help you find a time when all attendees are available, click Suggest a time (located beneath the Attendees field). A calendar displays with the availability. As you enter attendee names, the scheduling tool begins to suggest times that all the attendees are available.
      suggested times for meeting
  8. Specify the meeting time.
    • To schedule an all day meeting, check All day.
    • Click to accept one of the meeting times proposed under Suggested Times. The start and end times update automatically.
    • Use the Start and End arrows to select the desired dates and times.
      set a time for the meeting
  9. Specify whether this meeting takes up time on the attendees' calendars.
    • Use the Display arrow to set the attendees' availability as Busy (default), Free, Tentative, or Out of Office when viewed in the Schedule tab.
    • Use the Calendar arrow to show the meeting on a different calendar.
    • Check Private to hide the details of the meeting on the calendar.
      select whether meeting takes up time on attendees calendar
  10. If your meeting occurs on a regular basis, use the Repeat arrow to schedule the meeting daily, weekly, monthly, or yearly. To customize a recurring meeting, select Custom. Enter your information in the Custom Repeat dialog box and then click OK.
    customize a recurring meeting
  11. To change when the reminder notification is displays, click the Reminder arrow. Pop up reminders only display when you are in the Calendar. If you have not configured email notification but want to be reminded through email, click Configure, enter you email address in the Notifications by Email field, and click Save.
    set the time before the meeting when the notification reminder displays
  12. If you have configured email notification and want to be reminded through email, check the box next to your email address.
    set email reminder
  13. To add attachments to your email invitation, click the paper clip icon on the tool bar. An Attachments field opens. Click Browse to add an attachment.

    attach a file to the meeting invitation

  14. Type any additional information about your meeting in the large text entry field. Everything typed here is visible when the recipient opens the email invitation.
    type an email message that is included in the appointment invitation.
  15. You can send your meeting invitation immediately or save it and send it later.
    • Click Send to email an invitation to meeting attendees. The meeting displays on their calendars and as an email. When attendees open the email invitation, a small portion of their calendar shows what, if any, other appointments are scheduled around the same time as the proposed meeting.
    • Click Save to save your meeting invitation and send it later. If you close the tab, the meeting remains on your calendar. Double-click the meeting placeholder to open it. Make any desired changes, then click Send.
      send your meeting invitation or save it for later
  16. After you sending the invitation, you can move your pointer over the meeting placeholder on your calendar to see how many people have accepted, declined, or not responded your meeting invitation. You can also see the status, meeting time and place, whether the meeting shows as free or busy on calendars, and any additional notes.
    view invitees responses to meeting invitation
     

     

Last modified August 20, 2013