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Chapter 4. The Calendar > Sending and Responding to Invitations

Sending and Responding to Invitations

You can exchange event invitations with Entourage users and those who use other email programs that support the iCalendar (Internet Calendaring) protocol, such as Outlook 2003. When a recipient accepts an invitation, the event is automatically added to their calendar. Even if the recipient doesn't have a compatible program, you can manually record the person's acceptance status.

To invite others to an event

Open the event for which you want to send out invitations (Figure 4.22).

Figure 4.22. To invite others to attend an event, click the Invite toolbar icon.

If it's a repeating event, indicate in the dialog box that appears whether you're editing just this instance or the entire event series (see Figure 4.15).

Click the Invite toolbar icon.

In the address pane (Figure 4.23), specify the people to whom you wish to send an invitation. Close the address pane.

Figure 4.23. Specify invitation recipients as you do email recipients. To select people from your address book, click the Address Book icon.

Click the From drop-down list to select your email address from which you want to send the invitation.

Edit the invitation as necessary.

To change the event from all day to a specific time span, for example, uncheck the All-day event check box.

Click the Send Now toolbar icon to email the invitation to the designated people.

Recipients receive a message to which, if they are using Entourage, they can respond by simply clicking an Accept, Decline, or Tentative toolbar icon. Entourage then relays the response to the person who sent the invitation. Recipients who use another email program can reply by sending a normal email message.

✓ Tips

  • As people respond, you can note their acceptance status in two ways:

    • If a recipient uses Entourage and responds by clicking the Tentative, Accept, or Decline button, the status is automatically noted in the event.

    • A person's status can be set manually.

  • Recipients who use Microsoft Outlook 2003 (Figure 4.24) can also respond to an invitation by clicking an icon.

    Figure 4.24. Outlook 2003 (Windows) users can also respond to an invitation by clicking an icon.

  • If you're the person who sent out the invitations, you can check the responses (Figure 4.25) by opening the event and clicking the View attendee status text beneath the toolbar.

    Figure 4.25. You can review invitation responses in the Attendee Status window.

  • Invitation recipients can change their minds at any time by opening the invitation message again and clicking a different response icon.

  • To manually change an attendee's status, click the person's Response text. Select a new response from the pop-up menu that appears (Figure 4.26). Note that there is no need to re-save the event after changing a person's status.

    Figure 4.26. To change an attendee's status, click the individual's Response text and choose a new status from the pop-up menu.

  • If your organization's email is managed by an Exchange server, you can appoint a delegate to manage your material on the server. Delegate access, however, must be enabled using Outlook (Windows). After a delegate has been designated, he or she can use Entourage to handle your messages, invitations, and calendar events.

Changing an invitation's details or the attendee list

Changes can occur before an event. You may want to modify the time of a meeting, its location, or the attendee list, for example.

To modify an invitational event

Open the event for editing.

Make any desired changes, such as setting a new time or changing the people you've invited.

Click the Send Update toolbar icon.

Invitees are sent a message with the subject “Update: event name.”

✓ Tip

  • If you remove a recipient's name from the Invite list, the deleted person is sent a message with the subject “Cancelled: event name.”

Canceling an event

If you decide to cancel an event, Entourage provides a way for you to notify the people who have already been sent invitations.

To cancel an event

Open the event and click the Cancel Invitations toolbar icon (Figure 4.27).

Figure 4.27. To cancel an event to which you've invited others, click the Cancel Invitations toolbar icon.

Click the Save toolbar icon.

A dialog box with options for notifying the attendees appears (Figure 4.28).

Figure 4.28. These options are available to you when canceling an invitational event.

Select one of the following:

  • Yes, with comments. Send email with a note explaining the cancellation.

  • Yes, without comments. Send a general email message cancelling the event.

  • No. Cancel the event without notifying the invitees.

Click OK.

✓ Tips

  • If you send an invitation to a person whose email client doesn't support the iCalendar protocol, the received message displays the event title as the subject and the start and end times as the message text. To indicate whether the person accepted or declined the invitation, you'll have to manually set the person's status.

  • You can also learn about acceptance status for events or open the events by viewing the related email messages in your Inbox and Sent Items folders. Click any event-related message. The yellow bar below the header displays appropriate explanatory text (such as This is an invitation), as well as a text link that you can click to open the event.

  • If you edit an invitational event and then save or close it without notifying the attendees (by clicking Send Update), a dialog box automatically appears and offers you the option to email an update notice (Figure 4.29).

    Figure 4.29. After modifying an event, click Send to notify the invitees.

  • Canceling an event does not remove it from the calendar. To eliminate the event, select or open it, and then click the Delete toolbar icon, choose Edit > Delete Event, or press .

  • As the event's host, you can cancel an event by simply deleting it. Click Delete in response to the confirmation dialog box. If you've already invited people to the event, a second dialog box appears (Figure 4.30) that enables you to simultaneously cancel the event and delete it from your Calendar.

    Figure 4.30. If you delete an event, you can optionally send out a cancellation notice to all invitees.

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