Schedule a Meeting in IBM Lotus Notes (WBS30)

Document created by Cisco Documentation Team on Jul 26, 2016Last modified by Cisco Documentation Team on Sep 6, 2017
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Schedule a Meeting Overview

To schedule an online meeting using the WebEx integration to Lotus Notes and to send meeting invitations, be aware of the following:

  • The WebEx integration to Lotus Notes provides basic options for scheduling a meeting. Some options that appear on your WebEx site may not be available in the WebEx integration to Lotus Notes. For these additional options, WebEx integration to Lotus Notes uses settings for the template that you select for the meeting.

     

  • The WebEx integration to Lotus Notes does not support all the recurrence options that are available in Lotus Notes.

     

  • In any meeting invitations that you send from Lotus Notes, the meeting's starting time appears in the time zone that is set on your computer, not in your site preferences for your WebEx service.

     


    Note


    On your WebEx site, all meeting times appear in the time zone     that you set in your site preferences, regardless of the time zone that is set     on your computer.     


Schedule a WebEx Meeting

WebEx Productivity Tools allow you to schedule meetings within Lotus Notes without going to your WebEx site.

When using WebEx integration to Lotus Notes to schedule a meeting, you can invite attendees by selecting them in any of your Lotus Notes address books. You can also invite attendees who are not in an Lotus Notes contacts list by providing their email addresses.

Once you invite an attendee to a scheduled meeting, he or she receives an invitation email message. The invitation includes information about the meeting including its password and a link that the attendee can select to join the meeting.

            
1    In your Lotus Notes Calendar, select Schedule a Meeting. The New Calendar Entry tab appears with an Add WebEx Meeting button.
2    Do the following to specify general meeting information:
  • Type a topic for the meeting in the Subject box.
  • Specify the start and end times for the meeting.
  • (Optional) To specify a recurrence pattern for your meeting, select Repeat, and then select recurrence options. For more information, see Specify a Recurrence Pattern for a Meeting.

  • (Optional) Specify other options that Lotus Notes provides.
3    Select Add WebEx Meeting. The WebEx Settings dialog appears.
4    (Optional) Under the Meeting Information section, you can make changes to the general meeting options.
5    (Optional) Select the Audio & Tracking tab to choose the audio connection type and other related options.
6    (Optional) Select the Registration tab to choose whether attendees need to register before the meeting.
7    (Optional) Select the Resources tab to specify the following options:
  • Select a different Meeting Info tab to be displayed in the meeting window.
  • Select one or more of the attendees for your meeting to be alternate hosts for the meeting. An alternate host is someone who has permission to start and host your meeting when you cannot attend it yourself. For more information, see https://help.webex.com/docs/DOC-10607.
  • Specify a presentation to upload so that it will play automatically for attendees before you join the meeting.
 

If you are scheduling the meeting for another host, a message, "You're scheduling for [host name]," indicates that in the WebEx Settings dialog box.

8    To invite people to the meeting, select an address book icon and in the Invitees panel select invitee names, or enter the names manually.


Note      

Any attendees that you invite using WebEx integration to Lotus Notes do not appear in the attendees list for the meeting on your WebEx site.

For additional information about inviting attendees in Lotus Notes, refer to Lotus Notes Help.

9    Do one of the following:
  • Select Save and Send Invitations to send the invitations to attendees.

     
  • Select Save as Draft, and invite attendees to the scheduled meeting at a later time.
 
Note       You can change any settings for your meeting after you schedule it.
  WebEx Productivity Tools adds the scheduled meeting to your Lotus Notes calendar and the public calendar on your WebEx site.

Schedule a Personal Conference Meeting

         
1    In your Lotus Notes Calendar, select Schedule a Meeting.     

The New Calendar Entry tab appears.

     
2    Select Add Personal Conference Meeting to specify Personal Conference meeting settings.
3    If the      Account tab of the WebEx Settings dialog box     appears, type the necessary information, and then select      OK.          

The WebEx Settings dialog box appears. If you are scheduling the meeting for another host, a message, "You're scheduling for [hostname]," indicates that in the WebEx Settings dialog box.

     
4    Do the following to specify general meeting information:
  • Type a topic for the meeting in the Subject box.
  • Specify the start and end times for the meeting.
  • (Optional) To specify a recurrence pattern for your meeting, select Repeat, and then select recurrence options. For more information, see Specify a Recurrence Pattern for a Meeting.

  • (Optional) Specify other options that Lotus Notes provides, such as a meeting notification.
5    To invite people to the meeting, select an address book icon and in the Invitees panel select invitee names, or enter the names manually.
Note      

Any attendees that you invite using WebEx integration to Lotus Notes do not appear in the attendees list for the meeting on your WebEx site.

For additional information about inviting attendees in Lotus Notes, refer to Lotus Notes Help.

6    Do one of the following:
  • Select Save and Send Invitations to send the invitations to attendees.

     
  • Select Save as Draft, and invite attendees to the scheduled meeting at a later time.
 
Note       You can change any settings for your meeting after you schedule it.
  WebEx Productivity Tools adds the scheduled meeting to your Lotus Notes calendar and the public calendar on your WebEx site.

Specify a Recurrence Pattern for a Meeting

Using the Lotus Notes repeat options, you can specify a recurrence pattern for your meeting. For example, you can specify that a meeting recurs every Wednesday at 2:00 p.m. until a specific date. WebEx integration to Lotus Notes schedules the meeting on each day that you specify in the recurrence pattern.

However, depending on your service, some of the Lotus Notes repeat options may not be supported. For more information, see Recurrence Pattern Limitations in WebEx Integration to Lotus Notes.

     
1    If you have scheduled a meeting using WebEx integration to Lotus Notes, open the calendar entry in your Lotus Notes calendar.



  The Repeat Options dialog box appears.
2    Specify the repeat options in the dialog box, and then select OK.

Recurrence Pattern Limitations in WebEx Integration to Lotus Notes

The following table shows the differences between WebEx and Lous Notes recurrence patterns.

 
                                             
Table 1 WebEx Meetings

Type

Lotus Notes Option

Converted to WebEx Meeting Option

Weekly

Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

For Meeting Centers:

Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

For Event Center events and Training Center training sessions:

Every week on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

If you schedule a meeting that repeats every X week, where X is greater than 1, in Lotus Notes, the meeting will be scheduled in Lotus Notes as you specified, but will appear as a weekly meeting on your WebEx site.

Monthly

Not supported.

Count from the end of the month

Yearly

Every 1- 10th year

Every year.

If you schedule a meeting that repeats every X year, where X is greater than 1, in Lotus Notes, the meeting will be scheduled in Lotus Notes as you specified but will appear as a yearly meeting on your WebEx site.

Custom

Custom settings

Not supported.

End date

Start from date to date

If the time period is longer than one year, it is converted to one year.

Start from date continue for X times

If the time period is longer than one year, it is converted to one year.

Specify Exceptions

Don't move

Not supported.

Move to Friday

Not supported.

Move to Monday

Not supported.

Move to nearest weekday

Not supported.

Delete

Not supported.

 
                                                  
Table 2 WebEx Personal Conference Meetings

Type

Lotus Notes Option

Converted to WebEx Personal Conference Meeting Option

Daily

Every 1-31th day

Every day

Monthly

Every 1st-12th month on the 1st -31st

Every month on the [1st, 2nd, 3th, 4th, day last] [Sun, Mon, Tue, Wed, Thu, Fri, and Sat]

Count from the end of the month

Not supported

Every 1st-12th month on the [1st, 2nd, 3th, 4th, last][Sun, Mon, Tue, Wed, Thu, Fri, Sat]

Every 1 week on [Sun, Mon, Tue, Wed, Thu, Fri, Sat]

Yearly

Every 1- 10th year

Not supported

Custom

Custom settings

Not supported

End date

Start from date to date

If the time period is longer than one year, it is converted to one year.

Start from date continue for X times

If the time period is longer than one year, it is converted to one year.

Specify Exceptions

Don't move

Not supported.

Move to Friday

Not supported.

Move to Monday

Not supported.

Move to nearest weekday

Not supported.

Delete

Not supported.


Note


For modification or deletion of a repeating meeting in Lotus Notes, note the following:

  • When you edit a repeating meeting, such as to reschedule its date or change its meeting options, the changes you make to a single instance of the meeting must be applied to all its instances for the changes to take effect on your WebEx site. If you only apply the changes to the single instance, an update is made in Lotus Notes, but not to the calendar on your site.

     

  • If you cancel a single instance of a repeating meeting, the instance is deleted in Lotus Notes, but remains on your calendar. You need to delete all instances of a repeating meeting in Lotus Notes so that it can be removed from the calendar.

     


Use Meeting Templates

A meeting template stores your preferred settings, so you can quickly schedule or start an online meeting by choosing the template instead of selecting the same settings for each meeting that you schedule. A template, however, does not store the topic, password, and date and time settings.

If you have never specified a default meeting template in Productivity Tools for your local computer, the default values will follow the settings for your WebEx site. After you specify a default meeting template in Productivity Tools on your local computer, the default values will follow your local settings.

When scheduling a meeting using the WebEx integration to Lotus Notes, you can select any of the meeting templates that you saved on your WebEx site.


Note


Although WebEx integration to Lotus Notes provides only a subset of all the options that you can use for an online meeting, all the options are preset in a template, regardless of whether they appear in WebEx integration to Lotus Notes. For example, if you set specific attendee privileges in a template, those privileges are set for the meeting. Attendee privilege settings are not available in WebEx integration to Lotus Notes.

Once you schedule a meeting, you cannot change its template.


     
1    To view the details of a template, select the Configuration button on the Lotus Notes toolbar, and then choose Meeting Templates.



Your list of saved meeting templates on your WebEx site appears.

2    Select a template, and then select View.

Edit a Scheduled Meeting

With WebEx integration to Lotus Notes, you can use Lotus Notes to edit a scheduled meeting at any time. For example, you can change its starting time, specify a new password, choose a different teleconferencing option, and so on. After you edit a scheduled meeting, WebEx integration to Lotus Notes sends an updated meeting invitation to any attendees whom you invited to the meeting and updates the meeting information on your WebEx site.

Important:
  • If you edit a meeting using your WebEx site instead of WebEx integration to Lotus Notes, your changes do not appear in Lotus Notes. For example, if you change the meeting's starting time using your site, the starting time does not change on your Lotus Notes calendar. Thus, recommends that you use only Lotus Notes to edit a meeting.

     

  • When you use Lotus Notes to edit a repeating meeting, the changes you make to a single instance of the meeting must be applied to all its instances for the changes to take effect on your WebEx site. If you only apply the changes to the single instance, an update is made in Lotus Notes, but not to the calendar.

     


Note


You cannot change the template for a scheduled meeting.


       
1    On your Lotus Notes calendar, find the meeting that you want to edit, and then open the calendar entry tab.
2    Edit the information or change options on the Meeting screen.
3    Select Edit WebEx Meeting to edit WebEx specific options in the Meeting Settings dialog box.
4    Select Save and Send Invitations. Your meeting is updated on your WebEx site.

Cancel a Scheduled Meeting

To cancel an online meeting that you scheduled in Lotus Notes, simply use the cancellation options available in Lotus Notes. All invitees automatically receive a cancellation notice. The meeting is also canceled on your WebEx site.

Important:
  • If you schedule a WebEx meeting in Lotus Notes, you should cancel it directly in Lotus Notes. If you try to cancel it from your WebEx site instead, it will not be canceled in Lotus Notes.

     

  • If you cancel a single instance of a repeating meeting, the instance is deleted in Lotus Notes, but remains on your calendar. You need to delete all instances of a repeating meeting in Lotus Notes so that it can be removed from your calendar.

     

For more information about canceling a meeting in Lotus Notes, refer to Lotus Notes Help.

 

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