Adding Participants to Activities

When you add an activity to your calendar, you might also want to add the people who participate in the activity. You can add participants to the activity on your calendar. Participants can include contacts and employees.

Participants can also include resources, such as a projector or a conference room. Figure 11-2, "Example of Participant Availability Subview" shows an example of the Participant Availability subview.

Adding Contacts to Activities

You can add contacts to activities.

To add contacts to an activity  

1. Navigate to the Calendar screen.

2. In the Daily, Weekly, or Monthly calendar format, click the hyperlink for an activity description to access the activity.

   The Calendar Detail form appears.

3. In the Participant Availability subview, click Add Contact.

   The Add Contacts dialog box appears.

4. Select one or more contact records.

5. After you select the contacts you want to add, click OK.

   The selected contacts appear in the Participant Availability subview and are part of the activity.

Adding Employees to Activities

You can add employees to an activity.

To add employees to an activity  

1. Navigate to the Calendar screen.

2. In the Daily, Weekly, or Monthly calendar format, click the hyperlink for an activity description to access the activity.

   The Calendar Detail form appears.

3. In the Participant Availability subview, click Add Employee.

   The Add Employees dialog box appears. If a large number of employees appears, then you can use the Query button in the Employees list to find an employee.

4. Select one or more employee records.

5. After you select the employees you want to add, click OK.

   The selected employees appear in the Participant Availability subview and are part of the activity.

6. (Optional) Review the Participant Availability subview to verify an employee's availability.

Adding Resources to Activities

You can add resources to an activity.

To add resources to an activity  

1. Navigate to the Calendar screen.

2. In the Daily, Weekly, or Monthly calendar format, click the hyperlink for an activity description to access the activity.

   The Calendar Detail form appears with the Participant Availability subview beneath it.

3. In the Participant Availability subview, click Add Resource.

   The Pick Resource dialog box appears.

4. Query for the type of resource you are looking for.

5. Select one or more records, and click Check Availability.

   Only the resources that you select in Step 4 appear. A check mark appears in the Availability column for any resource that is available during the time of the activity.

6. Select the available or unavailable resources that you want to add to the activity, and then click OK.

   The resources appear in the Participant Availability subview.