Sun Java System Communications Express |

Contents Index

> ## Check Availability

> Click Check Availability to view other’s calendars and to check for their availability before scheduling meetings and events with them. You can also use this option to compare the availability of contacts present in your address book before inviting them to an event. The availability grid by default displays the user’s work day, as defined in the Options-Calendar window.

> Note | By default the free-busy information of the user’s default calendar is displayed when Check Availability is clicked from the Day, Week, Month, Year, Events and Task page.

> To check for availability

> 1. Select the Start Date from the month, date, and year drop-down list.
> 2. Select Start Time and specify the duration of the event in hours and minutes.

> If the Start Time entered references a time before the user’s working hours begin, the grid expands to display those hours. If the Start time entered is after the contacts working hours, the grid expands till the end of the duration selected.

> 3. Invite people to the event in the following ways:
> - Select individuals from the address book. Click Add from Address book to select contacts from the address book and invite them to an event.
> - Invite contacts to the event using their Cal ID and click Add to add them to the list of contacts to be invited for the event.

> Note | If the Cal ID entered is not valid it is considered to be the mailing address. The mail address is displayed with “mailto:” before it.

> 4. Click Check Availability to check whether the contacts listed in the Invitee List are available for the date and time period specified.
> 5. The availability grid displays the availability details of individuals to be invited to an event. The grid shows the following information for each contact or group:
> - Busy - The availability information appears in blue if the contact is “Busy.”
> - Available - The availability information appears in white if the contact is “Available” or free.
> - No Information-The availability information appears in yellow if “No Information” on the individual’s free/busy status is available.

> Note | Only free-busy information of contacts with valid mail ID in the corporate directory is displayed. If the mail ID entered is a valid Cal ID, the free-busy information of the Cal ID is displayed. On the other hand, if the Cal ID is considered to be the mail ID, the free-busy information is calculated using all the user’s calendars that have been marked for calculating availability in the New Events window.

> 6. Click Close to exit the Check Availability window.

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