GroupWise 7 Calendar Training
For the Mac
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File size approx. 683 KB in .pdf format.
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(see www.Adobe.com for free download).
Table of Contents
Introduction
- 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.
On-line calendar generates reminders of things scheduled.
You can schedule meetings for groups.
You can also track tasks and reminder notes.
You can access the calendar in your office or over the web.
You can sync the calendar with other hand held devices such as Palms and BlackBerries.
- Click on the Calendar “folder” on the list of folders in the left pane of the GroupWise window.
By default, a Day View of the current day displays.
Day view only shows one day's appointments, notes, and tasks. If you want to view more than one day,
- Click on any of the view buttons
 across the top.
Day, Week, and Month view display appointments, notes and tasks.
Multi-User view is grayed out and only works on the PC. It displays those calendars to which you have access to via proxy side-by-side.
How many months Year view displays depend on the screen size.
Use the black arrows  to the left of the view buttons to scroll ahead or behind a day (1), a week (7), a month (31), or even a year (365).
Use the Appointments, Reminder Notes, and Tasks buttons across the top of the calendar to display or hide Appointments, Tasks, and Notes. If you are in Week view, you can also add or delete columns (days).
Appointments
Meeting invitations will appear in your Mailbox folder with an appointment book icon next to them.
- Open the invitation as you would an e-mail.
There are new buttons at the top of the dialog box - Accept and Decline.
To accept the meeting,
- Click on the drop-down arrow next to the Accept button and choose With Options.
- Choose the display options (Busy, Tentative, etc.) for the appointment.
Click OK.
To decline,
- Click on the drop-down arrow next to the Decline button to display the different options.
A window appears where you can type in comments such as why you are declining the appointment.
- To create an appointment for your calendar only, you can use the Posted Appointment dialog box.
- Go to the date you wish to post the appointment to.
- Double-click on the appointment grid in Day or Week view.
- Enter the Subject - description of appointment, subject of meeting.
- Enter the Place - shows up in parenthesis if the box is big enough or as a screen tip. Can be printed.
- Type in the Start date - defaults to date selected on calendar.
- Type in the time - defaults to time selected on calendar.
OR
- Click on the clock button at the end of the time field.
The Time Input dialog box displays.
The top arrow points to the start time, and the lower arrow the end time.
- Click and drag on the arrows to show the length of the appointment.
- Click OK.
The Duration of the meeting appears in the Posted Appointment dialog box.
- Enter any additional information you need to describe the appointment in the message field.
This information can also be printed when you print the calendar.
- Click on the Post button to add it to your calendar.
The Posted Appointment appears on your calendar on the date and time you selected.
From the Posted Appointment dialog box,
- Click on the Busy button at the end the Duration field and select the type of appointment - Free, Tentative, Busy, or Out of Office.
These options show up differently on your calendar when others view it either through proxy access or a Busy Search.
Once an item such as an appointment has been posted (or accepted if sent to you), you can mark it as Private so no one with proxy access can view the details.
- Navigate to the item in Day view and click on it to select it.
- Click on Actions, Mark Private.
A padlock icon will appear next to the item. People will be able to see there is a time period blocked out but not any details.
One of the strengths of GroupWise is the ability to schedule a meeting based on what people already have on their calendars.
This saves the process of calling, or sending an e-mail to first pick a time, then scheduling the meeting.
When you are “invited” to a group meeting, you can accept or decline.
To create a group meeting,
- Click on File, New, Appointment.
- Complete Subject, Date, etc.
- Click in the To field, then click on the Address button on the toolbar.
- Enter or select names as you would when addressing a mail message.
- Click OK when done.
To check and see if those you are including in the meeting can attend,
- Click on the Busy Search button.
A grid displays showing the invited people listed on left, with gray squares for their calendar items, as well as the meeting you are scheduling.
The appointment types they selected will determine how their appointments appear on this grid.
If there is a conflict with the time you have selected, you can return to the Appointment dialog box and make adjustments.
You can also add an Attachment, e.g., the agenda, with a group meeting notice by clicking on the attach (looks like a paperclip) button, browsing to your file and clicking on Open.
When the group meeting information is complete,
Locate the original meeting in your Sent Items folder and click on it to select it.
- Click on Actions, Resend.
- Edit the original meeting and click Send.
A window will appear asking if you want to Retract the original message.
To delete the original appointment off of the other person's calendar, click Yes. A new appointment mail will be in the Mailbox for them to Accept or Decline.
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 Subject and Place.
- Click on Actions, Auto-Date.
The Auto-Date dialog box displays.
- Click on the dates you want, then click OK.
- Click Post to send them to your calendar.
Block out an entire day for holidays and such with the “All Day Event” option.
To post an All Day Event to your calendar,
- Go to the day you want to block out in Day View.
- Double-click on the appointment grid to get the Posted Appointment dialog box to appear.
- Check the box for All Day Event next to the Start Date field.
Note: All Day Events will post to your calendar as “Free” by default. Make sure you change that to Busy so no one will try to schedule an appointment with you while you're gone.
Reminder Notes
A Reminder 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 Reminder Note,
- Double-click in the Reminder pane in Day or Week view.
The Posted Reminder Note dialog box displays.
- Fill in the appropriate information.
- Click on the Post button.
When you double-click on your own calendar to enter an item, that item is only posted to your calendar.
If you want to send a reminder note to others,
- Click on File, New, Reminder Note.
A Reminder Note To dialog box displays.
This window looks similar to the e-mail message window.
- Fill in the appropriate fields.
- Click the Send button.
The Reminder Note will be e-mailed to the recipient(s) where they can Accept or Decline like an Appointment.
An example - paydays for a year.
In the Posted Reminder Note dialog box,
- Enter the Subject and the Message.
- Click on Actions, Auto-Date.
The Auto-Date dialog box displays.
- Click on the 10th and 25th of each month unless those days fall on a weekend, then select either the day before or day after.
- Click OK.
Back in the Posted Reminder dialog box,
- Click on the Post button to post the notes to your calendar.
Tasks
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:
- Double-click anywhere in the task pane in Week, Day or Month view.
The Posted Task dialog box displays.
- Fill in the appropriate fields.
- Click on the Post button.
The Task posts on the calendar based on the Start Date entered.
When you double-click on your own calendar to enter an item, that item is only posted to your calendar.
If you want to send a task to others,
- Click on File, New, Task.
A Task To dialog box displays.
This window looks similar to the e-mail message 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.
Make Changes to Calendar Items
- Locate the item you want to change in Day, Week, or Month view.
- Double-click on it to open the original posted item.
- Make your changes, then click the Post button.
Note: If someone sent the Appointment to you (i.e. Meeting request) you cannot alter the specifics. Just delete the item and recreate.
If you have added a repetitive appointment (or other type of entry) to your calendar and you need to modify it, it is easier to delete all of the entries then repost them instead of trying to change existing ones.
- Control-click on one of the entries.
- Select Delete from the short cut menu, then select All Instances from the pop-up warning box.
- Recreate the modified item using the steps previously mentioned.
Print the Calendar
- Click on File, Print Calendar.
The Print Calendar dialog box displays.
There are two tabs at the top of the Print Calendar window: Form , and Content.
On the Form tab select the item and form to be printed. A miniature preview window will give you an idea of what the outcome will be.
- Click on the Content tab.
On the Content tab, select the time period and the amount of detail.
ALWAYS preview the calendar before printing!
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Page last updated 02/14/07. Send questions or comments to ITS Training.
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