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ITS Training

GroupWise 12 Calendar on the Web

Table of Contents


Introduction
Objectives
Why GW web?
Log in options

Views and Navigation
Calendar views
Day calendar
Week calendar
Month calendar
Show/Hide options
Print View

Appointments
Incoming appointments
Posted appointments
Appointment options
Meetings
Busy search
Rescheduling a meeting
Repetitive appointments

Notes
Create a Posted Note
Send Notes to others

Tasks
Create a Posted Task
Send Tasks others

Make Changes to Calendar Items
Change a posted item
Change item types

Introduction


Objectives

  • Log in to GroupWise on the web.
  • Navigate to the calendar and go to specific dates.
  • Use different calendar views
  • Post appointments, notes and tasks to personal calendar.
  • Send appointments, notes and tasks to others.
  • Edit appointments, notes and tasks.
  • Print the calendar

Why GW web?

Not on campus or don’t have the GroupWise client? No problem! When you are away from the school, either at home or on the road, you can access your GroupWise e-mail and calendar via the web.

Log in options

There are various locations throughout the CWU web site that have GroupWise links.

You can also access the site directly by typing in: https://gwweb.cwu.edu

Tip:  Create a bookmark in your browser, or make the GroupWise page your home page to access the page quickly.

Once at the log in screen,

  • Type in your Wildcat username and password to login.

Web login

Note: The radio options for private vs. public have to do with how soon the system will time you out with the public computer having a shorter interval.

Mobile device users can also click on the Options button and select Basic Interface for limited but functional access.

Once logged in, the screen looks similar to the following:

Tabbed view in GroupWise

There are three tabs: Mailbox, Calendar and Contacts. The Mailbox tab is selected first by default. Access the calendar by clicking on its tab.

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Views and Navigation


Calendar views

There are three views for your calendar indicated by the appropriate number, a day view (1), week view (7), and month view (31). Whatever you viewed last should come up the next time you login but the first time you access your calendar, the day view displays.

View tabs

Day calendar

Appointments, Tasks, and Notes are listed in separate sections.

  • Park your mouse over an item to see minimal details.
  • Double-click on the item to open it up in a window that displays full details.

To navigate to a different day,

  • Click on the black left (for past) or right (for future) arrow.

Note that the entire month is displayed in the bottom left corner.

  • Click on a specific date you want to go to and the contents will display.
  • Use the navigational arrows at the top of this square to jump ahead/behind a month or a year

Week calendar

To display a week calendar,

  • Click on the 7 button in the contextual toolbar.

Week view

To view the details of an item,

  • Park your mouse over an item to see minimal details.
  • Double-click on the item to open it up in a window that displays full details.

To navigate to a different week,

  • Click on the black left (for past) or right (for future) arrow.

Note that the entire month is displayed in the bottom left corner.

  • Click on a specific week you want to go to and the contents will display. Use the navigational arrows at the top of this square to jump ahead/behind a month or a year.

Month Calendar

  • Click on the 31 button in the contextual toolbar.

Month view

To view the details of an item,

  • Park your mouse over an item to see minimal details.
  • Double-click on the item to open it up in a window that displays full details.
  • To navigate to a different month,
  • Click on the black left (for past) or right (for future) arrow.

Note that the entire month (minus the details) is displayed in the bottom left corner.

  • Click on a specific month you want to go to and the contents will display. Use the navigational arrows at the top of this square to jump ahead/behind a month or a year

Show/Hide options

When you are in week or month view, there are a set of buttons above the calendar to the right where you can toggle on/off your displays for appointments, notes and tasks.

Print View

Note the Print View button in the upper right of any view. This opens a printer friendly view of your calendar that you can send to the printer by clicking on the Print this page hyperlink.

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Appointments


Incoming appointments

Meeting invitations will appear in your Mailbox folder with a clock icon next to them.

  • Open the invitation by double-clicking on it.

There are two buttons in the toolbar that are different from an incoming mail message - Accept and Decline.

To accept the meeting,

  • Click the Accept button.

The following window displays.

Accept appointment

  • Choose the display options (Busy, Tentative, etc.) for the appointment.
  • Click Accept.

To decline an appointment and send it to the trash,

  • Click on the Decline button

A window will appear where you can type in comments to the sender. They can view these comments in the properties of the Sent item they created.

Posted appointments

To create an appointment for your calendar only, you can use the Posted Appointment feature.

  • Click on the drop-down arrow next to the Mail button on the toolbar (on either Mailbox or Calendar tab, it doesn’t matter) and choose Posted Appointment.

Posted appointment

  • Fill in the appropriate fields, and click Post.

The appointment will be posted directly to your calendar.

Tip: To quickly post appointment, click on the grid when you want your appointment to be (i.e. 1pm) and start typing details in the window that appears.

Appointment options

From the Posted Appointment dialog box,

  • Click on the drop-down arrow for the Show As field and choose from Free, Tentative, Busy, or Out of Office.

These options show up differently on your calendar when others view it.  They do not mask any details on your view of your calendar.
Note: When you choose All Day Event, the default is to set the status as Free.

Meetings

Just like e-mail, appointments, notes, tasks and phone messages can be sent to others.

To send an appointment to someone to request a meeting,

  • Click on the Mail drop-down arrow or just click the Appointment button on the toolbar.
  • Select Appointment from the list.

Meeting

The window is similar to the Posted Appointment window except there are To, CC, and BC fields. Instructions continue below.

Busy search

From the Appointment window,

  • Fill in the names of the people you want to include in your meeting (appointment).

If there is more than one person you want to invite and you want to make sure everyone is available at that time,

Click on the Busy Search tab.

A window appears with a grid showing available times.

Busy search grid

If a person is not available at the time you’d already selected, a line will appear through their name in the left pane.

To select an available time,

  • Point and click in the grid at a time not shaded.

The details of the meeting will change to reflect the new time.

  • Back in the original window, fill out the remaining fields and click Send.

Rescheduling meetings

If you’ve sent out a meeting request, a copy of that will be in the Sent Items folder.

  • Locate the original meeting in the Sent Items folder and double-click on it to open it.
  • Click on the Resend button in the toolbar.

Retract appointment

  • Edit the original meeting.

Note the check box in the upper left corner to Retract Original Item? Use this if you want this current meeting to take the place of the original one (which will be deleted from everyone’s calendar).

  • Click Send.

Repetitive appointments

A Repetitive Entry can be any Appointment, Task, or Reminder that occurs frequently.  Instead of entering them individually on the calendar, you can enter the information once and tell GroupWise to post it many times.

For a repetitive appointment, in any Posted Appointment dialog box,

  • Enter the location and time information.
  • Click the Recurrence option box.

The Recurrence Settings dialog box appears.

Recurring meeting

  • Fill out the When, Frequency Settings and Date range sections then click OK.
  • Click Post to post the calendar.

Note: the process is the same for meeting requests. The difference would just be instead of posting to your own calendar, you are sending it out to others for them to accept to their own calendars.

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Notes


Create a Posted Note

A Note is like a yellow “sticky.” It can be displayed in Day, Week, or Month View. It only has Subject, Start Date, and Message fields and will only appear on the day entered in Start Date.

To create a Posted Note for your own calendar,

  • Click on the Mail drop-down arrow, and select Posted Note from the list.

The Posted Note dialog box displays.

Posted not

  • Fill in the appropriate information.
  • Click on the Post button.

Send Notes to others

Posted notes only go to your calendar; if you want to send a reminder note to others,

  • Click on Mail, Note.

A Note dialog box displays.

This window looks similar to the Posted Note window, but with To, CC, and BC fields like an email window.

  • Fill in the appropriate fields.
  • Click the Send button.

The Note will be e-mailed to the recipient(s) where they can Accept or Decline like an Appointment.

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Tasks


Create a Posted Task

This is your “To Do” list. Tasks can be displayed in Day, Week, or Month View.

The dialog box has Subject, Start date, and Message fields, as in appointments, but not Time, Place, or Duration. It also has Priority and Due on fields.

Each task will continue to display on Task list until the box is checked completed. If the current date is past the Due on date, the task appears in red on the Task list.

To create a Posted Task for your own calendar

  • Click on the Mail drop-down arrow, and select Posted Task from the list.
  • The Posted Task dialog box displays.

Posted task

  • Fill in the appropriate fields.
  • Click on the Post button.

The Task posts on the calendar based on the Start Date entered.

Send Tasks to others

Posted tasks only go to your calendar; if you want to send a task to others,

  • Click on New, Task.

A Task dialog box displays.

This window looks similar to the Posted Task window, but with To, CC, and BC fields like an email window.

  • Fill in the appropriate fields.
  • Click the Send button.

The Task will be e-mailed to the recipient(s) where they can Accept or Decline like an Appointment.

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Make Changes to Calendar Items


Change a posted item

In Month or Week view you can click and drag any posted appointment, task, or reminder note from one day to another, or from one time slot to another.

To change the duration, you will need to open the item (double-click on it), make your changes and re-Post.

Note: If someone sent the Appointment to you (i.e. Meeting request) you cannot alter the specifics. You can change it to another item type (see below) or delete it.

Change items types

You can change E-mails, Appointments, Reminders, and Tasks to the other types.

  • Double-click on the item to open it up.
  • Click on Change To and select what you want to change the item to.

The corresponding dialog box displays.

  • Make any necessary adjustments and click Post.


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Page last updated 1/15/14.