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More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Mat Newman  July 9 2012 09:30:00
One of those great 'hidden' features in Lotus Notes is the ability to have your Out Of Office automatically enabled by creating a calendar entry.

All you need to do is create an 'All Day Event', choose 'Vacation' in the category field, and then 'Save and Close', Lotus Notes will then prompt you whether you would also like to enable your Email's Out Of Office.


Here's how:

1.        Create a new Calendar entry with 'All Day Event' as the type,
2.        Make sure you don't have 'Mark Available' (Pencil In for Notes <=7) selected so your schedule is blocked out and others don't invite you to a meeting,
3.        Set the repeating dates to mark out all the days in your Lotus Notes Calendar,
4.        Ensure you choose the 'Vacation' option in the Category field,

Figure 1: Setting up the Calendar entry to make yourself busy and enable OOO

Settings to mark yourself busy and enable OOO using your Lotus Notes calendar - click to enlarge
5.        Save and Close,
6.        You will be prompted to enable Out Of Office, choose 'Yes'
7.        Set your OOO preferences and 'Enable and close'

Figure 2: Choose 'Yes' to the OOO prompt

Choose 'Yes' at the prompt to enable your OOO settings


Lotus Notes has some really great features, this is one of my personal favourites. Enjoy :-)
Comments

1Ben Perales  07/09/2012 15:16:03  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Hi Matt,

I tried this but I can't seem to find the option for the Category field.

Is this for 8.5.3 mail template only?

4. Ensure you choose the 'Vacation' option in the Category field,

Cheers,

Ben

2Mat Newman

07/09/2012 15:42:17  More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

@1, Ben: Good point mate, I can't remember when IBM/Lotus changed this, it was only in the last couple of point releases:

1. On the "Action Bar" in the new Calendar entry, Click "Display",

2. From the "Display" drop-down, Choose "Category"

You will now be able to click the "Category" hot spot to choose Vacations from the category list.

HTH

Mat Newman IBM Champion

3David Schaffer  07/10/2012 1:16:03  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Great Tip!

You had me confused for a moment thinking about Import Holidays in the Notes calendar until I realized you were using the other English.

4Anett Hammerschmidt  07/10/2012 7:37:45  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Thank you Mat, great tip :)

Anett (german blogger)

5Mathieu Pape  07/13/2012 23:19:00  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Thank you for this great tip Mat !

By the way, works in other languages as well :

for Dutch, use 'vakantie'.

for French, use 'vacances'.

Cheers

6Ed Struzik  08/11/2012 0:15:01  
iPHONE and iPAD

How can I and is it possible fo rme to get me mail, contacts, etc into my iphone without going through iNotes and having to do it only on Safari? Is there a 3rd party app that can do it, some how making it much more local and synched to my iPhone Notes, calendar, etc.

Thanks

7Mat Newman

08/12/2012 7:04:24  More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

@6, Ed: Of course you can synch your iPhone and iPad with Lotus Notes, ask your Admin to configure Lotus Traveler for you. Information about IBM Lotus Notes Traveler is here: http://www-01.ibm.com/software/lotus/products/notes/traveler.html

Mat Newman IBM Champion

8B Bhatt  11/21/2012 20:14:20  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Hi -

Is there a way to add an "All Day Event" to someone else's calendar? For e.g. on fellow team member's calendar as reminder that I am out. (with out blocking their calendar).

Regards,

9Rob  11/28/2012 16:33:44  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Hi, does this work if you schedule more than one "vacation"? For example, if an employee does not work on a Friday, can you create multiple All Day Events, one for each Friday? If so, instead of creating them all, can you copy and paste the event, and still have the OOO activate on that day?

10Patty  01/11/2013 6:22:30  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

How can I schedule a meeting in the calendar using a different day every month using the repeat?

11Jess  03/12/2014 2:38:18  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Hi Matt,

How do I delete the holidays that I have added into the calendar?

Thanks.

Jess

12Phil  03/04/2016 3:53:35  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

And if you DO set repeating dates, when you click "Yes" to set OOO, how do you proceed from there?

I see no way of setting OOO for multiple dates. In fact, it doesn't even default to the first date I set.

13DeepthiN  05/03/2016 23:37:19  
More Lotus Notes calendar tips: Add Holidays and automatically enable Out Of Office

Hi Mat,

I have been following your blog for most of my queries on lotus notes. And it has been extremely helpful for me. Thank you for your efforts to make lotus notes friendly! :)

I am trying to find a possibility to create a calendar for a group. Based on this post I believe it should be possible to create the calendar for all people in a particular group. But the condition is none other than the group members should be able to view the availability or details added. e.g. Holidays, travel, vacation etc.

At the moment it is being performed on MS Excel by collecting data on a monthly basis from the whole group individually and combining into one. Could you please advise if its possible with Lotus notes Calendar? Do I need administrative rights for the same?

Thanks!

Deepthi

Mat Newman

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