4.5 Receiving Calendar Items

4.5.1 Accepting or Declining Calendar Items

When you receive an appointment, task, or reminder note, you might not be able to accept it. In GroupWise, you can let the sender know if you accept or decline, specify a level of acceptance or availability, and add additional comments. You can also delegate the item to another user. The sender can find your response by checking the item’s properties.

If you decline an appointment after its start time, the sender sees the appointment as deleted rather then declined in the appointment’s properties.

Accepting or Declining an Item

Open the appointment, task, or reminder note.
Click Accept or Decline on the toolbar.

or

Click the down-arrow to the right of the button to select an Accept level of availability, Accept with Options, or to select Decline with Options.
(Optional) If you selected Accept with Options or Decline with Options, you can type a comment, then click OK.

By default, the sender can view your comment by viewing the item properties in the Sent Items folder. However, for a more noticeable indication when someone declines an item, the sender has the option under Tools > Options > Send > Appointment/Task/Reminder Note to set Return Notification When Declined to Mail Receipt, Notify, or both.
If the item is an Auto-Date item, click This Instance to accept or decline this one Auto-Date item, or click All Instances to accept or decline all instances of the Auto-Date item.

Accepting an Item to a Personal Calendar

Open the appointment, task, or reminder note.
Click the down-arrow to the right of the Accept button, then select Accept with Options.
Select the personal calendar where you want the item to appear, then click OK.

Keeping a Copy of an Accepted Item in Your Mailbox

When you accept an item, you can also select to keep a copy of the item in your Mailbox folder.

Click Tools > Options, then double-click Calendar.
On the General page, select On accept, continue to display the item in the Mailbox.
Click OK.

4.5.2 Accepting or Declining Internet Items

You can accept or decline appointments, all day events, and tasks that are sent from Internet-enabled collaboration clients. Some of these clients include Microsoft Exchange, Lotus Notes, and Macintosh iCal.

Open the appointment, task, or reminder note.
Click Accept or Decline on the toolbar.

or

Click the down-arrow to the right of the button to select an Accept level of availability, or to select Decline with Options.
(Optional) If you selected Decline with Options, you can type a comment, then click OK.
If the item is an Auto-Date item, click This Instance to accept or decline this single Auto-Date item, or click All Instances to accept or decline all instances of the Auto-Date item.

By default, a message is sent to the sender of the item, indicating the action you took.

In addition, you can right-click the Internet item and select Import Calendar. This creates a new calendar and imports the item to the new calendar.

4.5.3 Propose New Time for an Appointment

If you, as the recipient of an appointment, want to change the time of the appointment, you can perform a busy search of attendees and propose a new time. The new time is then sent back to the original sender, who can then decide whether to accept the new time. If the change is accepted, the original appointment is edited.

The recipient must be on a GroupWise 2014 R2 client to propose a new time. The originator must be on a GroupWise 2014 R2 client to accept the new time and send the edited appointment. If the originator is on a client earlier than GroupWise 2014 R2, the counter proposal is shown as an email with the original appointment attached. The originator must then manually edit the original appointment if the originator wants to use the new time.

Proposing a New Time from the Tool bar

In the Item list, select an appointment.
Click Actions > Propose new time...
(Optional) Click Busy Search to view all recipients’ calendar schedules to find a suitable time.
Modify the date, time, or duration as desired.
(Optional) Enter a reason for changing the appointment.
Click Send on the toolbar.

Proposing a New Time from the Main Window

In the Calendar view, right-click an appointment.
Click Propose new time...
(Optional) Click Busy Search to view all recipients’ calendar schedules to find a suitable time.
Modify the date, time, or duration as desired.
(Optional) Enter a reason for changing the appointment.
Click Send on the toolbar.

4.5.4 Inviting Others or Delegating and Deleting Calendar Items

Use Invite to invite other people to a scheduled item. Use Delegate and delete to reassign a scheduled item to someone else and delete it from your calendar. The sender can determine who you invited or delegated the item to by looking at the item’s properties.

When the message body, subject line, or To list of an appointment is modified by the original sender, all recipients, including invited or delegated recipients, receive the modifications.

When the time or place of an appointment is modified by the original sender, the appointment is retracted from all recipients; however, it is re-sent only to the original recipients. In this case, the appointment must then be re-delegated.

Inviting Others or Delegating and Deleting from the Main Window

In the Item list, click a task, reminder note, or appointment.
Click Actions > Delegate and delete...

or

Click Actions > Invite...
In the To field, type a user name, then press Enter.

or

To select a user name from a list, click Address on the toolbar, double-click the user, then click OK.
Type any additional comments to the recipient.
Click Send on the toolbar.

Inviting Others or Delegating and Deleting from the Calendar View

In a Calendar view, right-click a task, reminder note, or appointment.
Click Invite...

or

Click Delegate and delete...
In the To field, type a user name, then press Enter.

or

To select a user name from a list, click Address on the toolbar, double-click the user, then click OK.
Type any additional comments to the recipient.
Click Send on the toolbar.

4.5.5 Changing Calendar Item Types

You can drag an item from one folder to another to change the item type of that object. For example, drag a task to the Appointments List to change it to an appointment.

Changing the Type of an Item in Your Calendar

Click Calendar in the Folder List.
Click the item you want to change in the Appointments, Tasks, or Reminder Notes List.
Drag the item to the list that corresponds to the type of item you want to change it to.

For example, drag a task to the Appointments List to change it to an appointment.

To copy an appointment, task, or reminder note, press Ctrl while you drag the item.
Type any necessary information.
Click Send or Post on the toolbar.

HINT:You can also right-click the item to change, then click Change to.

Changing a Personal Item to a Group Item

To change a personal item on your calendar:

In your Calendar, double-click a personal item.
Click Edit > Change To, then click More.

or

Click the Change to Group icon .
Type any necessary information.
Click Send on the toolbar.

HINT:In an item Compose view, click the Change to Personal button Calendar icon to quickly change an item from group to personal.

4.5.6 Saving Calendar Items

Saved items remain in your Calendar as well as being copied to the location you specify. Items are saved with a .rtf extension so that they can also be opened in a word processor. Attachments are saved in their original format.

In your Mailbox or Calendar, click the item you want to save, then click File > Save As.
Ctrl+click the item and attachments you want to save.
Select to save the item to disk or to a GroupWise library.
Type a file name for the item in the Filename field.

or

Type a subject name in the Subject field.
To save the item in a different location than is currently shown, browse to the desired location.

or

To save the item in a different GroupWise Library, click the drop-down list, then select a library name.
If you are saving to a GroupWise Library, ensure that Set properties using default values is selected unless you want to specify document properties at this time.
Click Save, then click Close.