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Part 9. Working with Meetings and Group ... > Task 6 How to Respond to a Meeting I...

Task 6 How to Respond to a Meeting Invitation

When you receive an invitation to a meeting, you can accept or decline the invitation. Unless prevented by the sender of the invitation, you also can propose a different meeting time that is more suitable to you, or you can ask someone else to attend the meeting in your place. Your response is sent as a mail memo to the person inviting you. If you accept the invitation, Notes automatically makes a calendar entry for you.

1.
Accept an Invitation

The meeting invitation arrives as a memo and appears in your Inbox. The subject of the memo is Invitation followed by the name of the meeting. After you open the memo, you can click the Check Calendar button to see what you are doing that day. If you decide to accept the invitation, click the Respond button and select Accept. If you need to send a message with your acceptance, click the Respond with Comments button instead, and then select Accept.

2.
Get More Information

You might not be ready to make a decision based on the information in the meeting invitation. Click the Request Information button. A new mail memo opens, addressed to the sender of the invitation, with Request Update and the name of the meeting as the subject. Enter your questions under Comments and then click Send.

3.
Decline the Invitation

If you haven't entered all your appointments into your calendar or haven't given access to see your free time, the sender of the meeting invitation might not have realized you weren't available. You can decline the invitation. Open the invitation memo and click Respond or Respond with Comments. Then select Decline.

4.
Delegate the Invitation

When you aren't able to attend the meeting, you can ask someone else to go in your place. You choose to delegate the invitation; the meeting invitation is then forwarded to the person you designate (unless the meeting owner has elected to prevent delegation). The person you delegate also has the right to accept or decline the invitation. To delegate the invitation, open the invitation, click Respond or Respond with Comments, and select Delegate.

5.
Specify the Delegated Person

In the Delegate Options dialog box, enter or select a name under Who Would You Like to Delegate This Request to? Click Check Schedules if you want to be sure that the person is available to attend. Select Keep Me Informed of Updates if you want to continue receiving update notices about the meeting. Click OK. A memo is then sent to the person you've delegated, as well as to the meeting owner.

6.
Propose a New Meeting Time

Unless the owner of the meeting has prevented counterproposals, you can propose a different time to hold the meeting. Click Respond or Respond with Comments and select Propose New Time. In the Propose Options dialog box, select a new date and time, and then click OK. The meeting owner gets a memo with your counterproposal and then can accept or decline it. If accepted, the meeting is rescheduled and notices go to all invitees.

7.
Tentatively Accept an Invitation

If you click Respond or Respond with Comments and select Tentatively Accept, Notes adds the meeting entry to your calendar but enables the Pencil In option so the time still appears as free in your schedule. When the owner checks the Invitee Status, your status appears as Tentative.


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