Meeting Maker: Good CitizenshipMeeting Maker: Initial ConfigurationMeeting Maker: PreferencesMeeting Maker: GuestsMeeting Maker: Creating Meetings, Activities, and BannersMeeting Maker: Calendar SharingMeeting Maker: Web AccessMeeting Maker: Handhelds and smart phones

Technology

Meeting Maker: Creating Meetings, Activities, and Banners

Proposing a one time meeting (involves you and at least one other person)

  1. From the File menu choose New Activity/Meeting.
  2. Enter a meeting title and location. (Please note, entering a location does not reserve that space.)
  3. Click the Guests tab. The combined schedules of any guests already selected appears; if you haven't yet invited anyone, your schedule appears.
  4. Click Edit List(see below) to add people you want to invite to the meeting. A Select Guest panel displays on the left side of the window.
    guests tab showing Edit List button circled
  5. Use the dropdown list above the Select Guest panel to navigate through available lists of people to invite.
  6. Double click the names of the people you want to invite to the meeting. If someone's attendance is optional, click that name, then Optional. To navigate quickly to a person on a long list, begin typing her/his last name and the list will scroll down. Click OK when you have added all invitees to the list. Note that Meeting Maker uses icons to indicate availability, such as a slash (meaning unavailable because already scheduled) and a moon (meaning unavailable because the time is outside of work hours).
  7. The combined schedules of all guests appears again. You may drag the blue box indicating the time of the meeting to change the meeting time.
  8. Optional: click Details and enter an agenda. Text can be pasted here from an existing document.
  9. Optional: click Options to set a Reminder
  10. Click Create Meeting to send out meeting invitations (i.e. proposals)

Alternatively, you may drag your curser over the time you want to create the meeting on your calendar, click Invite Guests (see below), and then follow instructions #4-10.
an activity selected, showing the invite guests option

Scheduling an activity (only involves you)

  1. From the File menu choose New Activity/Meeting. (Alternatively, you may drag your curser over the time you want to create the meeting on your calendar; enter the location after an @ sign and it will appear in the location field.)
  2. Enter a description of the activity and a location (if applicable)
  3. Specify the Date, Time, and Duration.
  4. Optional: if you do not want people who proxy to your calendar to see the contents of this activity, go to the Options tab and click Private.
  5. Optional: On the Options tab you may also set a Reminder, or choose a Label.
  6. Click Create Activity to place the activity on your calendar
  7. To change the activity to a meeting, open the activity and use the Guests tab as described above (see Proposing a one time meeting).

Private and Flexible Activities
Marking an activity "private" prevents proxies from seeing or printing the details of an item. Marking an activity "flexible," puts it on your calendar, but you will not appear "busy" if someone else tries to schedule you for a meeting at that time.

Scheduling recurring meetings and activities

  1. Create a meeting or activity for the first date/time of the recurring item (see Proposing a one time meeting)
  2. On the Details tab choose from the options under the drop down that says Occurs once, which include daily, weekly, monthly, on days (e.g. allows you to choose Tuesdays and Fridays), on weeks (e.g. allows you to choose first, second, third, fourth, and last), and annually.
  3. Enter an Ends on date. Note, we do not recommend checking Ongoing. This will schedule the meeting for the many years and has caused problems when synchronizing with handheld devices.
  4. Click Create Activity or, if you edited the activity, Update.

Changing or deleting meetings and activities

  1. Double-click the activity or meeting on your calendar. If this is a meeting to which you have invited other people, click Change
  2. Review or change any aspect of the activity or meeting
  3. Click Update to save changes
  4. When you change the date, time or frequency of a meeting, Meetingmaker removes the meeting from your guests' schedules and notifies all guests by sending a new proposal. If you change the guest list, agenda, location, or meeting title, Meetingmaker notifies all guests; the changed items are underlined in the guests' copy of the meeting proposal.
  5. To cancel a meeting or activity click the item and press the delete or backspace key. Meetingmaker notifies all guests if a meeting is canceled and removes it from their calendar(s).

Responding to a meeting proposal

  1. Select Window/Proposals to see a list of new meeting proposals
  2. If necessary, click the down arrow next to Received to see invitations that have been sent to you.
  3. Click Details, Guests, or Options to see meeting details
  4. On the Options tab, enter Comments to send a message back with your reply
  5. To accept a meeting, click Accept from the proposals window or click the Yes radio button in the lower left corner of the options tab. To decline, click Decline from the proposals window, or click the No radio button in the lower left corner of the Options tab.

Meeting proposals also appear in the body of your calendar and you may click Accept or Decline there, without having to open the activity. Double click the activity to see more information about the proposed meeting.

Creating a banner

A banner is a block of text that appears across the top of one or more days above your calendar. Banners can be used to place items on your calendar without having them affect your free or busy time. To add a banner:

  1. Select File/New Banner from the daily calendar, drag the mouse across the days you want the banner to span, or click Create Banner under "Manage your Time." The Banner Information Screen appears.
  2. Enter a title, location, and duration (in days)
  3. Optional: click Options to set a reminder, mark it Private, or change the Label. If you want this item to remain a banner, however, leave the checkmark next to Flexible.
  4. Click Create Banner