Calendar

Your handheld includes a Calendar application you can use to manage your appointments and meetings. With this application you can:

• View existing appointments
• Add new appointments or edit existing appointments
• View appointments by day, week, month, or agenda
• Invite attendees to a meeting
• Set appointment reminders
• Create and respond to meeting requests
• Set calendar options

Meeting requests and your responses to meeting requests (for example, acceptances) are stored in the Sent Items folder of Outlook or Lotus Notes but not in the Sent Items folder on the handheld unless your IT administrator has enabled this feature on your handheld.

When your handheld is set up, all of your calendar appointments from the past week and all future appointments are added to it.

Viewing Appointments

To view your appointments:

1. Start the Calendar application.

The calendar appears with the Day view showing and the current day selected.

A list of appointments for the day appears. A preview of any selected appointment is shown at the bottom of the Day and Week screens.

To hide (or show) the preview pane, select View and then Preview Pane from the Day or Week menu.

2. Select an appointment to view details about it.
• Although you must use your desktop computer to add or edit recurring appointments, you can select and view recurring appointments on your handheld.
• You can view calendar appointments by Day, Week, Month, or Agenda. Select Day, Week, Month, or Agenda from the menu to change views.You can also use the d, w, m, and a keys to change views.
• A "Free" setting for an appointment is indicated by (free) following the appointment listing in the Home screen, or (f) in the Day and Agenda screens. A "Tentative" setting is indicated by (tent.) following the appointment listing in the Home screen, or (t) in the Agenda screens.

Adding New Meetings

To add a new meeting:

1. Start the Calendar application.
2. Choose New Meetings from the menu.

A new appointment screen appears. The keyboard is displayed for your convenience.

Shortcut: Select an empty time slot in the Day, Week, or Month view to open the new appointment screen with the time of the slot filled in.

3. Enter appointment information:
• Type in a name or subject and location for the meeting.
• Select the checkbox for an all-day event.
• To enter a date, select a date field. In the window that opens, select year, month, and then select the starting or ending day to close the window. Or select Today to make the appointment for the current day.
• To enter a time, select a time field. Set the time by entering the hour and minutes into the appropriate fields in the window that opens, or select hour and minutes by selecting the arrows to increment or decrement them. Then select AM or PM, and OK. (Not necessary for all-day events.) You can also search for available times for the involved parties by clicking the Suggested Times link.
• Use the drop-downs to specify start and end dates and times for the appointment. Enter the time by using the numbers on the handheld.
• Enter a location name, or click the Suggested Rooms link. (Note that this link appears only if there are rooms in your Recent/Favorites list.)
4. To invite attendees, select the Invite field and start entering characters.

As you enter characters, a list of contacts appears that match the letters you have entered.

5. Select a contact from the list.

You can also enter an email address of an attendee who is not in your contacts list.

6. To invite additional people, select the Invite field. Then, choose Add Invite from the menu. (When you first edit an existing appointment, an additional, empty Invite: field is provided.)

An additional Invite field appears. Good Messaging automatically sends meeting requests to all attendees on the list.

To remove a name from the invitation list, select the name, bring up the menu, and then choose Remove Invite or Clear.

7. When you have finished entering your appointment, select Save.

The appointment is added to your calendar and invitations are sent.

Changing Appointments

To change an appointment:

1. Start the Calendar application.
2. Select the appointment you want to change. Then bring up the menu and do either of the following:
• To edit an appointment, choose Edit.
• To delete an appointment or cancel a meeting, choose Delete.

You can edit only appointments that you created. For recurring appointments you created in Outlook or Lotus Notes, you can edit a specific occurrence or the subject, location, notes, or attendees for the series of meetings. You cannot use the handheld to change the dates, times, or other rules for a series.

3. When you have finished changing the appointment, choose Save from the menu.

The changes are sent to any attendees you invited. Attendees deleted from a meeting are not notified.

Setting Calendar Options

To set calendar options:

1. Start the Calendar application.
2. Choose Calendar Options from the Options menu.

To turn meeting reminders on/off, select Good Messaging Preferences, Notification, and then Reminders.

3. When you have finished setting calendar options, select Done or OK to return to the calendar.