Setting Your Calendar Profile
The Calendar Profile document must be completed before you can work with your calendar. Your Notes administrator might have completed this step for you. If you click on your Calendar view and receive a message that your Profile must be set, complete the steps that follow. Or, simply follow the steps to confirm the information contained in your Calendar Profile document (see Figure 19.3).
Figure 19.3. The Calendar Profile document.
Check with your Notes administrator to confirm that the information you enter in the Calendar Profile and the Delegation Profile agrees with your Notes setup at work. To configure the Calendar Profile:
From the workspace, select or open your mail database.
Choose Actions, Calendar Tools, Calendar Profile from the menu.
Confirm that your name appears in the Mail File Owner field.
If you want to allow others see your calendar, click Allow Other Users to View Your Calendar and open the Delegation Profile document. (This document is explained in the next section. If you want to allow others to view your calendar, stop here, go to the instructions for the Delegation Profile, and then return to step 5, which follows.) If you do not want others to access your calendar, go to step 5 now.
Note
Let Others See My Calendar? No way! Allowing others to see your calendar is very different from allowing others to see your free time. Be careful with this selection. If you allow others to see your calendar, they will see appointments you've entered into your calendar, except for those you specifically mark as Not for Public Viewing. Also note that viewing your calendar is not the same as viewing your mail, even though the Calendar view is found in the mail database. You also can give people access to your mail. See Setting Your Delegation Profile in this lesson.
In the Scheduling Options portion of this document, enter your Default Appointment/Meeting Duration. This is the number of minutes you want as the interval between times on your calendar. The default setting is 60 minutes.
Check the Enable Alarm Notifications option if you want to be alerted to upcoming events, appointments, meetings, and so on.
Check the Automatically Set Alarm(s) For option and then check Appointments/Meetings, Reminders, Events, or Anniversaries to select which you want to receive notification of. Also enter the amount of advance notice you want.
To restrict who can view your free time (see Figure 19.4), click the down arrow next to the Only the Following Users Can Read My Freetime Schedule field and add only the names of people whom you want to see your free time. Leaving this field blank allows all Notes users on your server to see your free time. (The purpose of group scheduling is to allow others to see your free time. It is suggested that you leave this field blank.)
Figure 19.4. Scroll down the Calendar Profile to see the Freetime Options.
Tip
Revealing Your Free Time You can select from the Personal or Public Address books when entering names of those whom you want to see your free time.
Enter your Allowable Free Times. Check the days you are available for scheduling, and enter your available hours for each of the days you selected (the default setting is 9:00 A.M. to 5:00 p.m.).
Under the Advanced Calendar Options section (see Figure 19.5), you see a subsection called Autoprocessing Options.
Figure 19.5. The Advanced Calendar Options section.
Selecting Autoprocessing options instructs Notes to automatically add information to your calendar. Select the following options, as you desire:
Meetings Meeting invitations are automatically accepted and added to your calendar when you select this option but only if the invitation is sent by those you specified in the field called Autoprocess Meetings Only from the Following People. Enter names into this field by typing the names or selecting them from the Names dialog box, which is a list of people in the Personal or Public Address Book.
Remove Invitations from My Inbox After I Respond to Them Check this box to delete meeting invitations from the Inbox view after you have accepted or rejected the invitation.
Default Settings Select the Calendar entry type you want to automatically appear when you are making entries.
Hide New Calendar Entries from Public Viewing Check to prevent everyone else from seeing your new entries.
Enable Conflict Checking For Select the items you don't want to be in conflict so that Notes alerts you if they overlap.
When you have completed the information, save the Calendar Profile document by clicking OK on the Action bar or by clicking Cancel to exit the document without saving it.