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• Create a Meeting

Create a Meeting

1. Select the Calendar tab.
   
   
   
   
2. Click the New button to display the Appointment Details screen.
   
   
   
   
3. In the Subject field, enter the name of your meeting. This will also be used for the subject of the email message that is sent when the meeting invitation is issued.
   
   
4. You can schedule a meeting in one of two ways:
   • To schedule a non-defined Stanford Calendar location (e.g., your office), enter a place in the Location field.
     
     
   
   
   
   • To schedule a meeting in a defined location in the Stanford Calendar (e.g., a conference room), click the Find Locations tab.
     Enter the Name (of the conference room), or the Minimum Capacity, and click the Search button.
     If your search is found in the database, it displays in the large white text field. Check the Status of your preferred location. If it's Free, double-click it to select it and transfer it to the Location(s) for this appointment box at the bottom of the screen.
     Note: Choosing one of the defined locations does not necessarily reserve that location. Check your email for a reservation confirmation.
     
     
     
     
5. Add attendees to the meeting in one of three ways:
   • Using the Appointment Details tab: Start typing a name or email address in the Attendees field. If the name is in your contact list it will pop up and you can select it.
   • Using the Find Attendees tab: Search for attendees using the Global Address List (StanfordWho), your Contacts, or your Shared and Personal contacts. Click the Add button in the middle of the screen to add a person to the meeting.
   • Using the Schedule tab: Start typing the name or email address in the All Attendees list. If the name is in your contact list it will pop up and you can select it. A new line will appear to add another attendee.
     
     
6. Click the Schedule tab to check the free/busy status for all attendees (as well as for locations and other resources such as projectors or carts). Use the blue arrow to move from day to day to find an available day/time. Use the time drop-down lists to choose another time.
   
   
   
   
7. Click the Appointment Details tab to add details about the meeting. Type information (purpose, directions, etc.) about your meeting in the large text entry field. The text you enter here will be sent as the body of the email invitation to attendees.
   
   
8. To add attachments to your email invitation, click Add Attachment on the tool bar. An Attachments field will appear. Click Browse to add an attachment. (In Safari, click Choose.)
   
   
   
   
9. You can determine whether or not this meeting takes up time on the attendees' calendars. Use the Show As drop-down list to set the attendees' availability as Busy (default) or Free when viewed in the Schedule tab.
   
   
10. Recurring appointments are meetings that repeat on some sort of schedule. Use the Repeat drop-down list to schedule recurring meetings to repeat daily, weekly, monthly, or yearly. To customize a recurring meeting, click the Customize link. Enter your information in the Custom Repeat dialog box and then click OK.
    
    
    
    
11. Reminders can be set for various times from 5 minutes to 18 hours. By default, the reminder is set for 5 minutes. You can change the reminder time for a single meeting on the Appointment Details page or change your global default preference under Stanford Calendar has popup reminders.
    Note: You will not receive email reminders in the Stanford Calendar even if they were previously set in Sundial.
    
    
12. Click Save to email an invitation to meeting attendees. The meeting will appear on their calendars.