GroupWise Training Module 5 - Setting Appointments

One of the most powerful aspects of GroupWise is the ability to quickly schedule meetings and appointments with your colleagues.

How to set an appointment

1. Click on New Appointment. A box will open that looks similar to the New Message box but has a few differences – the Place field, the Start date and Duration – as well as the blue bar at the top with reads – Appointment To.
2. You will see your name listed in the To field. Type in the name the person(s) that you want to invite along with the Place where the meeting will be held.
3. Click Busy Search. A box will open that shows the available times for everyone that you listed in the To field. Note that you will not be able to see what the person is doing at a particular time, only whether or not the person has marked that time as busy.
4. Unless you entered in a specific date and time, you will see the current date and time listed. Scan for an open time or click on the Auto-Select button to have the system find the next open time.
5. Click on the desired time and use the arrows to make the appointment the proper length. Then click OK.
6. You will be back at the Appointment message. Type in a subject and any message and click Send to send the message.

The colleague(s) that you invited to the meeting will have the choice of accepting or declining this meeting.

How to accept or decline an appointment
When you send an invitation to a meeting, the request will arrive in the recipient's Mailbox folder. If you receive a request for an appointment, here is how to accept or decline the request:

1. Open the message by double-clicking on it. Across the top, you will see buttons that say Accept or Decline.
2. Click on Accept or Decline. If you accept the invitation, that appointment will now be listed on your calendar. Note that the original invitation message moves from your Mailbox to the Calendar so it is not listed in the Mailbox anymore. You can open it from the calendar. You can add comments as you accept or decline messages by clicking on the down arrow to the right of the words Accept or Decline and choosing With Comments.

Setting A Recurring Appointment
If you are setting a recurring meeting, such as a weekly staff meeting, you can set this using one appointment request message. Click on New Appointment and fill out the information. Before you send the message click on Actions then Auto-Date. Click on the dates that you want or click on Example or Formula to set the criteria and then send your message as normal.

Checking To See Who Has Accepted Your Request
After you have invited others to your meeting, you may want to see if they have accepted your invitations. There are 2 ways to do this-

1. Go to your Sent Items and look to the columns on the right to see the number of people who have opened the meeting invitation and accepted it. To see who has accepted it, open the message properties to see the person’s actions.
2. From your calendar, double-click on the appointment and choose Properties. You can see who has accepted or declined the message and read any comments.

Note the if the recipient is not a Georgia Southern GroupWise user, you will not be able to view their responses.