How to Schedule a Meeting in Lotus Notes 9.0

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  • Published on
    December 15th, 2016
  • Updated on
    October 6, 2020
  • Read Time
    4 minutes
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IBM Lotus Notes is a world-class email-client application that supports users by offering amazing features to locate, transform, and share data with high-security and protect the same from getting misused by any unauthorized user in real-time. Lotus Notes helps to simplify and streamline the organization’s work by arranging tasks and linking users to information sources. IBM Notes offers a  single point of access to email, contacts, activities, instant messaging, calendars,  tasks, office documents, business applications, and so on. Users have the benefit to maintain their inboxes with full-text search, conversation views, mail filtering, and sorting, delegation, and flags.

In this fast-forward life, everyone is busy due to which they forget or missed their important meetings. If you are using IBM NOTES 9.0 then, you can schedule your important Meetings, Appointments, Events, and other relevant tasks online. In this blog, we will discuss how to schedule a meeting in Lotus Notes 9.0 with the help of screenshots.

Method to Schedule a Meeting in Lotus Notes

1: Start IBM Notes Application.

2: Click on Create menu-> Choose Calendar Entry option.

schedule meetings1

3: In the Calendar Entry, select Meeting option.

Schedule meetings in Notes3

4: Complete the subject of Meeting. In the right panel of Calendar entry, tick options Mark Private, Notify Me and Mark Available.

  • Mark Private: It helps to reserve the data related to meeting
  • Notify Me: It contains some notes that help to remind you previously the meeting
  • Mark Available: If  you want that other users can see that you are available at the mentioned time slot, then mark it!
Lotus Notes 9.0

5: Now, it’s time to fill the entry of meetings such as When Who and Where the meeting is scheduled. When: It displays the details about the venue where the meeting is held. The details of the given options are explained below:

  • Start: Displays the time of starting the meeting
  • Ends: It shows the time duration of the meeting or ending time of the meeting.
  • Repeat: In this option, if you want to repeat the meeting regularly then click on it and fill the needed details related to the meeting.
meeting in Lotus notes

6: Now, to invite the candidates for attending the meeting, fill the entries in the Who segment.  The other options available are as follows:

  • Required: Type the candidate name or email or simply press over it, automatically your Address Book will open that will help you to select the invitees.
  • Optional: It acts as a CC of the mail.
  • FYI: It works as a BCC of email that helps to mention the name of people that needs to be informed about the meeting.
Meeting in Lotus Notes

7: After that, the next section you need to fill is Where

Where: It helps to mention the venue/location of the Meeting where it is going to be organized. Here are the following options that need to specify.

  • Rooms: If the meeting will be in a room, then click on this field and reserve a room to arrange the meeting.
  • Resources: It helps to reach the directory of Lotus Notes to apply for the required resources.
  • Online Meeting:  If the meeting is fixed online at the same time, you can click on this option.
Lotus Notes Meetings

8: If you require to attach any file or willing to see available times of invitee whether they can attend the meeting or not-

  • Description: In this section, you can attach any specific file along with the meeting invitation.
  • Find Available Times: It helps to reach the directory of Lotus Notes to apply for the required resources.
  • Green: It turns green if the given meeting time slot gets matched with the mentioned time of all candidates.
  • White: It informs about the availability of candidates.
  • Red & Pink: Displays the details, if the candidates are not available in the given time slot.
  • Grey: Indicates that there is no detail of the invitee in the desired time slot.
  • Light Greyish: It informs that there are some restrictions are applied to the given details that is why can’t be displayed on the screen.

9: In the  Summary View, it helps to decide the parameter,  where you need to maximize the % of attendance.


10: Once the invitation is sent regarding the meeting, then invitees can respond back by selecting any options like-

  • Accept: It shows the candidate had accepted your invitation.
  • Decline: It means the candidate had decline the meeting without comment.
  • Respond button: It contains some options that are displayed below in the screenshot.
schedule meetings in Lotus Notes

This way, we have learned How to Schedule Meetings in Lotus Notes. It helps to arrange, delete and reschedule the meeting along with the multiple invitees by adding names, meeting time slot, and location.

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