Create a Meeting

Through the Agenda page you can easily schedule meetings for individuals or groups. Follow these steps to create a meeting:

1. From the Agenda page , click the New Meeting button on the Toolbar.
2. The New Meeting page displays with five tabs: General, Details, Notifications, People/Resources, Repeating.
   
   
3. Complete the General tab:
   • Title: Type a title for your meeting
   • Location: Type the location for your meeting.
     Note: This does not reserve the resource withing Oracle Calendar. You must schedule the resource as an attendee to reserve a meeting room within the calendar system. See...
   • Tentative: If there is a possibility that the meeting time or date may need to change, select this option to mark the meeting as tentative.
   • Enter a Date, Start time, and Duration or End time for your meeting.
     Note: You must always enter the Date and Start time. The End time will be automatically calculated when you enter the duration. If you enter the Duration first, the End time will be automatically calculated.
   • Importance:
   • Access:
   • Select the appropriate Importance level and Access level: normal, confidential, personal, and public. You may decide to use all four or only two of the levels (e.g., personal and public). How you define and use these levels is up to you, but keep in mind that the Access level you assign an Entry has a direct relationship to the Access Rights that you set for others who read your Agenda (see the Setting Access Rights page).
4. Use the People/Resources tab to reserve a resource or invite people or groups to your meeting.
   • Enter all or part of a name, group or resource in the "Find" field, select Users, Resources or Groups from the drop-down list and click Find.
     
     Note:
     • You are able to invite External Attendees (i.e., someone who does NOT have an Andrew account) to your meetings using the Oracle Calendar desktop client. This feature is NOT available with the web client.
     • A resource is an inanimate object that has its own Agenda, for example, a conference room or an overhead projector is a resource. Resources must have their own Oracle Calendar account. For more information on logging in to special accounts, see Resource and Organization Accounts. To request that a resource account be set up, complete the Resource Request Form.
   • The results display in the text field on the right. Select the person, resource or group that you were looking for and click Add Selected or click Add All to invite all of the search results to the meeting. This moves your selection to the text field on the left.
     
   • Once you have added all of the necessary people and resources, you can check for conflicts by clicking Check conflicts or Suggest Date/Time.
     
     Note: The Suggest Date/Time option allows the meeting scheduler to select a time frame for the meeting. When Suggest Date/Time is used, Oracle Calendar searches the calendars of the invitees for a time that all members can attend within the date/time frame entered.
5. Use the following tabs or buttons in the New Meeting page to specify additional meeting attributes.
   • Select the Details tab to write a description for your meeting
   • Select the Notifications tab to change the default settings for the current Meeting's e-mail notifications.
     Note: A notification setting that you choose for an individual meeting will take precedent over notification settings you make in your preferences; for more information, see the Preferences: E-mail Notification section.
   • Select the Repeating tab to create a recurring daily, weekly, monthly, or yearly meeting. Be sure to include the correct Start and End dates. The maximum number of meetings is 265.
     IMPORTANT: You can only create repeating entries for a meeting when you create in. You CANNOT add recurring entries to an existing meeting.
   • Select the Send e-mail to attendees option on the Notifications tab to send mail to the people you've invited when you save the meeting (click Create).
   • Click Add Date to add an additional date for a recurring meeting.
6. Once you have finished, click Create to create the meeting.
   
   Note: The steps for Creating a Daily Note or Day Event are similar to Creating a Meeting (see the Create Daily Notes and Day Events page).