Calendar quick reference

This quick reference includes a screen image explaining the basics in Calendar, as well as tables listing other commonly-used tasks and shortcuts.

Table 1. Basics
Task Action

Open the calendar

Click the Open button, and then select Calendar.

Create a meeting or other calendar entry

From the calendar, click New > Meeting or another type of calendar entry.

Tip: Choose Event Announcement if you do not want to receive invitee responses in your email.
Table 2. Working with meetings
Task Action

Add or remove invitees from a meeting

Open the meeting invitation, and click Add invitees or Remove invitees.

Set or cancel an alarm for a meeting

  • To set an alarm, create or edit a calendar entry, and then click Notify me.
  • To cancel an alarm, open the calendar entry, clear the Notify me field, and the click Save and Close.

Reschedule, cancel, update, or confirm a meeting

  • To reschedule, cancel, or confirm, open the meeting, click Owner Actions and then click Reschedule, Cancel, or Confirm.
    Note: When you confirm a meeting, Notes sends an update to invitees with the most current meeting information.
  • To update a meeting and notify attendees, open the meeting, update it, and then click Save and Send Invitations.
Tip: If this is a repeating meeting and any invitees use non-Notes calendar applications, select Just this instance as non-Notes calendars might not support the other options.

Mark a meeting as free time in your schedule

  • If you are creating the meeting, select Mark Available.
  • If you are invited to the meeting, click Tentatively Accept.

Check invitee responses to a meeting

In your calendar, open the meeting, and click the Invitee Status tab at the bottom of the invitation.

Send a message to invitees

Open the meeting, click Owner Actions and then select Send Message to All Invitees, Send Message to Invitees Who Have Responded, or Send Message to Invitees Who Have Not Responded.

Encrypt a meeting

Create a meeting invitation, click Delivery Options, and then select Encrypt.

Propose a new meeting date or time

  1. Open the meeting invitaiton and click Respond > Propose New Time. If Propose New Time options do not display, then the meeting chair has disabled counter-proposals for this invitation.
  2. Click Check Schedules to check the free time schedules of meeting participants and see if they are available at the proposed time.
Note: To propose a new time for a repeating meeting, you must first accept the meeting. Then open your calendar, open an instance of the repeating meeting, and propose a new time for it.
Table 3. Working with your calendar
Task Action

Scroll through your calendar one month, or one week, at a time

In the navigation pane, select the One Month view, and then use the following shortcut keys:
  • Scroll backward one month - PgUp
  • Scroll forward one month - PgDn
  • Scroll backward one week - Ctrl+PgUp
  • Scroll forward one week - Ctrl+PgDn

Filter your calendar to see only entries of a specific type or status, or entries that are private or chaired by a specific person

Click Show at the top of the calendar, click Filter by, and then click a filtering method.

For example, you could click Chair to show only meetings led by a certain person or click Type to show only appointments.

Show canceled meetings on the calendar in red, or remove them automatically

Click File > Preferences, click the Calendar and To Do section, click Display, click Views, select Process cancelled meetings automatically, and then select Show as cancelled in calendar or Remove from calendar.

Show or hide tasks on the calendar

Click File > Preferences, click the Calendar and To Do section, click Display, click Views, and then select or clear Display To Do Entries.

Change the color of calendar entries

Click File > Preferences, click the Calendar and To Do section, click the Colors tab, and then specify background and text colors for the entry type, or for calendar categories.

Display the calendar in time slots or summaries

Click Show at the top of the calendar, and then click Summary (Notes Basic client users: Click Formatting, then click Summarize) to show summaries, or Time slots to show time slots.

When you propose a new time for a meeting, leave a placeholders on the calendar for the original time

  1. Click File > Preferences, click Calendar and To Do, and then click Display.
  2. Click Views, select By default, leave a placeholder for countered meetings.

Update other meeting participants when invitees are added or removed

  1. Click File > Preferences, click Calendar and To Do, and then click Display.
  2. Click Notices.
  3. Select When I add or remove meeting invitees, update the other participants.
Table 4. Shortcuts
Task For Windows For Macintosh
Open Calendar
Note: To enable this shortcut, click File > Preferences > Basic Notes Client Configuration > Enable alternate keyboard shortcuts.
Ctrl+2 Ctrl+2
Open selected calendar entry Enter Enter
Get help for the current feature F1 Help or Command + ?
Enlarge selected text to the next point size F2 N/A
Reduce selected text to the next point size Shift + F2 N/A
Undo last action Ctrl + Z Command + Z
Refresh the view F9 F9
Close the current calendar view or calendar entry Esc Esc
See a list of available shortcuts Ctrl+ Shift + L Ctrl+Shift+L