Setting up a meeting involves the same initial steps as setting up a regular appointment. Once you’ve got the basics (description and tentative date/time) set up you can go ahead and set the details needed to create the meeting invitation.
If you’re in the QuickAdd dialog box, select “More Details…”
Click on the “Find Attendees” tab. You will be searching the “Global Address List,” which is the default setting.
Type the first few letters of the person’s name or HampNet ID into the search box, and click on “Search.” You will be presented with a list of matching Hampshire Zimbra users; select the appropriate one and then click “Add.” Repeat until you have added all attendees. *
Now click on the “Schedule” tab. You will see a graphic representation of each invitee’s free, busy, and tentative time. The meeting time you’ve entered will be shown as a green bar (beginning of meeting) and red bar (end of meeting). Now that you can see everyone’s availability, you can adjust the time and/or date of the meeting to a mutually available one.
If you're having trouble finding a time that works for everyone, use the "Show Suggestions" link on the left to have Zimbra suggest some times that work.
If you have some guests who are optional attendees (and whose availability thus is not essential), click on "Show Optional" and enter them in that box instead of the "Attendees" box.
If you do not want to receive confirmations from invitees, return to the “Appointment Details” tab and make sure the “Request Responses” box is unchecked (the default is to request responses).
When your details are all set, click on the “Send” button in the top left hand corner, and emails will be sent to the invitees; if you want to save the work you've done but not yet send out the invitations use the "Save" button instead--just remember to come back and finish it later!
If you’ve requested responses you can view the current status by returning to the “Schedule” tab.
*If you have synchronized contacts with Zimbra you may have non-Zimbra Hampshire email addresses in this list. When you invite people to an appointment you must use their "connect" addresses, for instance "kmmLO@connect.hampshire.edu". If you use their standard email addresses without "connect" they will not be invited and no error message will be reported to you.