Opening an Appointment

You can open appointments that you created, all public appointments, and appointments that you have the rights to view.

To open an appointment

1. Click the All folder.
2. Click the Appointments link in the dropdown.
3. If necessary, switch to your preferred calendar view.
4. Locate the appointment that you want to open, and then click its link.
   
   The appointment opens to its General page.
   
   Once you open an appointment, you can edit or delete it, add or remove attendees, and make changes to the additional appointment pages. See Appointments Calendar for more information.

Appointments Created Using Outlook

If you open an appointment whose Attendees page is read-only, this appointment was created using Outlook. See Adding Appointment Attendees for more information.

Creating or Editing an Appointment Manually

Use the Appointments Calendar General page to create or edit an appointment and add attendees and resources.

To create or edit an appointment manually

1. Click the All button.
2. Click the Appointments link under the All button.
3. Switch to your preferred calendar view, if necessary.
4. Select one of the following options:
   • To create a new appointment, click New.
   • To edit an existing appointment, click the appropriate appointment in your preferred calendar view.
     The appointment General page opens.
5. On the General page, enter or edit the general appointment information. See the Appointments General page fields table for more information.
   To enter date and time information for this appointment, use the Start Time and End Time fields.
6. If necessary, complete the following pages:
   • Click the Attendees link to select the individual users, address books, or user groups that you want to attend the appointment. See Adding Appointment Attendees for more information.
   • Click the Resources link to select a location or reserve equipment for the appointment. See Adding Appointment Resources for more information.
7. If necessary, use the additional appointment pages to enter or edit supplementary information, such as categories or historical information. See Appointments Calendar for more information.
8. Select a save option.
   An email notification is automatically sent to the attendees if their TeamConnect Preferences are set to receive email notifications. See Setting Up Email Notifications for more information.

The table below contains the default fields for the Appointments General page. The fields that you see may vary based on your system settings and assigned rights. Field descriptions are listed in alphabetical order and may display in a different order in the application.

Appointments General Page Field Descriptions

Using the Appointments Scheduler

The Scheduler is a wizard that lets you search for an available date and time on anyone's calendar, check the availability of the necessary resources, create the appointment, and then add the appointment to the attendees' calendars.

To use the appointments scheduler

1. On your home page, click the All button. Click Appointments from the resulting dropdown.
2. You can create a new appointment from the main calendar view by clicking the Scheduler button.
   The first page of the scheduler wizard opens.
3. On the first screen complete the fields in the Appointment Information Field Descriptions table.
   
4. Click Next
   The Attendees and Resources page opens.
   
5. In the Attendees field, select from the list of attendees that automatically appears on your page. The selected user or contact appears in the attendees list. To invite additional users, click Add New Item and continue adding users until your list is complete.

6. In the Resource drop-down list, select the resources that you may need, such as a conference room or a projector. To select additional resources, click Add Another Item.

7. Click Next.

   Based on the criteria that you entered, the system searches the calendar of each attendee to find a date and time when everyone is available to meet, and then returns one or more results.
   

8. On the Select Available Time Slot page, select the option that you prefer.
   If you want to open the appointment to its General page after the appointment is saved, select the Open the scheduled appointment check-box.

9. Click Finish.

   An email notification is automatically sent to the attendees if their preferences are set to receive email notification. See Setting Up Email Notifications for more information.

   In response, attendees can use the appointment calendar to accept or decline the invitation. If an attendee accepts this invitation, the item is automatically added to their calendar.

Appointment Information Field Descriptions

To add appointment attendees

1. Click the All button, and then click the Appointments drop-down link located on the left side of the screen.
2. Click the All Appointments link in the left pane.
3. Locate the appropriate appointment and open it.
4. In the left pane, click the Attendees link.
   The Attendees page opens.
   
   You are automatically added as the appointment creator. If you are scheduling this appointment for others and you do not want to attend, delete yourself from the attendee list.
5. Click Edit.
6. Click Add New Item.
7. In the User drop-down list, select the type of attendee that you want to add. Options are Address Book, Group, and User.
8. In the Attendee drop-down list, select the appropriate attendee. Your choices are based on the option you selected in the Type drop-down list.
9. Repeat steps 4 and 5 until all of the appropriate users are added.
   
   Tip: By default, the option in the Attendance drop-down list is set to Will Attend for all attendees. You do not have to change it.
    
10. Select a save option.
    The appointment automatically appears on the calendars of all attendees.

To remove appointment attendees

To delete attendees, select the check-box for the attendees that you want to remove, and then click Remove.

To add appointments resources

1. Click the All button.
2. Click the Appointments link under the tab bar.
3. Locate the appropriate appointment and open it.
4. In the left pane, click the Resources link.
5. Click Edit.
6. In the Resource drop-down list, select the appropriate item or location.
7. If you want to add additional items, click Add New Item, and then select the additional items or locations.
8. Select a save option.

To delete resources

To delete resources, select the check-box for the resource that you want to remove, and then click Remove.