How to Schedule a Meeting in Lotus Notes 9: A Step-by-Step Guide

Last updated on September 25th, 2021 at 04:24 pm

Emails, calendaring and scheduling, address book, web server, database, and programming are all included in IBM Notes. With a single front-end, it reflects both of these services. The majority of business users use this software as an email client that supports standard email protocols such as SMTP and POP3.

Aside from mailing, the user can also use Lotus Notes 9 and other editions to schedule a meeting. This is possible thanks to the program’s calendaring and scheduling features.

The Importance of Meeting Scheduling

IBM Notes isn’t just one of the most common email clients; it’s also a lot more. It allows you to handle personal details such as appointments, meetings, calendars, tasks, and so on. End-users may use this form of function to track and organize their schedules on a regular basis.

It’s difficult to do anything on paper in today’s fast-paced world. As a result, IBM Notes offers its customers an excellent function in which they can arrange a meeting in their preferred mailing application.

Now the question arises, “How do I do this?” This blog will assist you in obtaining an answer to the query.

How to Schedule a Meeting in Lotus Notes 9: A Step-by-Step Guide

  1. Go to your PC’s Lotus Notes email client and select Create >> Calendar Entry
  2. A new calendar tab will open, select the Meeting option in the window.
  3. In the Subject text box, give the meeting a name and choose one of the three options listed:
    • Mark Private: This option allows you to have a private meeting in order to keep the business meeting confidential.
    • Mark Available: Selecting this choice confirms that you will be physically present at the scheduled meeting.
    • Notify Me: This will serve as a prompt, and you will be notified about the meeting before a certain time.
  4. Now comes the most important part of the meeting schedule: the ‘When‘ section. You must include all of the time period entries associated with the schedule in this section.
    • Start: Mention the meeting’s start time.
    • Ends: Indicate how long the meeting will last or when it will end.
    • Repeat: In this fragment, if you want the meeting to happen every day, click on it and fill in the necessary information.
  5. After that, you must join the members who must be present at the meeting in the ‘Who‘ section.
    • Required: When you type the candidate’s name or email address, or simply hover your mouse over it, your Address Book will open, allowing you to pick the invitees.
    • FYI: It’s similar to the Bcc mail parameter in that you have to list the names of people who must be present at the meeting.
    • Optional: This attribute functions similarly to the Cc field of an email message.
  6. Now is the time to decide “Where” the meeting will take place.
    • Rooms: Simply hover your mouse over this area to reserve a space for the meeting.
    • Resources: It allows you to access the Lotus Notes directory and apply for the services you need.
    • Online Meeting: This indicates that the meeting will take place over the internet.
  7. If you need a way to connect a file to see whether or not an invitee would be able to attend a meeting, you can use the following parameter:
    • Description Tab: This feature allows you to add an attachment to the meeting invitation card.
    • Locate Available Times: You’ll be able to search the Lotus Notes directories for the services you need.
    • Green: If the specified meeting time slot matches the stated time of all candidates, it turns green.
    • White: It informs about the candidates’ availability.
    • Red & Pink: It will appear if the person is not available during the time span.
    • Grey: Indicates that no information about the invitee is available in the desired time slot.
    • Light Greyish: It signifies the information has been restricted and therefore cannot be shown.
  8. Summary View: It assists in making the parameter where the percent of attendance must be maximized.
  9. Once the meeting invitation has been submitted, invitees may answer by selecting any of the following options:
    1. Accept: This indicates that the candidate approved your invitation.
    2. Decline: The term “decline” refers to a candidate’s refusal to attend a meeting without providing an explanation.
    3. Respond Button: The Respond Button gives you many choices for responding to the meeting.


A common question among IBM users is how to schedule a meeting in Lotus Notes 9 or any other version. As a result, we have discussed the same issue in this blog by thoroughly discussing each and every parameter relevant to meeting planning. If you are want to switch from Lotus Notes to Outlook, Office 365, or another platform you can try the Lotus Notes NSF file Converter Software. Download now for trial


Post a comment