GroupWise Calendar on the Mac
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Table of Contents
Introduction
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.
- Click on the Calendar “folder” on the list of
folders in the left pane of the GroupWise window.
By default, the Day View of the current day displays.
You can use the buttons across the top to access the following other
views as well: Week, Month, and Year. A multi-user button may appear but
grayed out to indicate it is not yet available.
Shows only one day's Appointments, Reminders notes, and Tasks.
Also shows at least the current month.
Displays your choice of Appointments, Tasks, and Reminder notes.
Use the Appointments, Reminder notes, and Tasks buttons across the top
of the calendar to display the items you want to see.
The panes can be adjusted to show or hide information.
The plus/minus sign at the far right will add/remove days.
Also displays your choice of Appointments, Reminder notes, and Tasks.
As with week view, use the buttons across the top of the calendar to
display the items you want to see. The day will expand to show all Reminder
Notes, Tasks, and Appointments.
Scroll through future and past months using the directional arrows at
the top.
Shows a twelve month period - as much as will fit on the screen.
Weekends will appear in red.
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Create Appointments
- Display the correct date in Day View.
- Double-click on the appointment grid.
The Posted Appointment dialog box
displays.
- Enter the Place: shows up in parenthesis if the box
is big enough. Can be printed.
- Type in the Start date: and time defaults to date
selected on calendar.
Note: You can type in the start time directly or you
can use the Time Input dialog box.
To use the Time Input dialog box,
- Click on the clock button at the right of the time field.
The Time Input dialog box displays.
The top arrow points to the start time, and the lower arrow to 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 from the appointment window.
- Click on the Post button to add it to your
calendar.
If someone has proxy access to your account and you have an appointment
to schedule that you don't want them to see, you can make that appointment
Private.
After the Appointment has been posted to your calendar,
- Click on the item to select it.
- Click on Actions, Mark Private
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Work with Group Meetings
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.
- Click on File, New, Appointment.
- Complete Subject, Start Date, Duration,
etc.
- Click in the To: field, then click
on the Address button.
- 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 send an Attachment, e.g., the agenda, with a group meeting notice
by clicking on the Attach button.
When the group meeting information is complete,
- Click on the Mailbox folder;
The meeting appears as another e-mail.
There are new buttons at the top of the dialog box - Accept
and Decline.
Both buttons have a drop-down arrows next to them to allow you to either
Accept/Decline or Accept/Decline with Options.
Accepting or Declining with Options will display a Comment
box for you to let the sender know any additional information about you
Accepting or Declining the meeting.
Note: the only way the sender will see your comments
is to view the Sent Properties of the meeting they requested.
- Click on the Sent Items folder.
- Locate the original meeting and click on it
to select it.
- Click on Actions, Resend.
- Edit the original meeting, then click Send.
The following message displays:
To delete the original message from your calendar AND the recipient's
calendar, click on Yes.
The recipients will still have to either Accept or Decline the resent
meeting.
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Create Tasks and Reminder Notes
Like a “To Do” list.
Can be displayed in Day, Week, or
Month View.
Dialog box has Start date, Due on,
Subject, and Message fields, as in appointments
but not Time, Place or Duration.
The Priority field is not preset. You can use whatever
scale you want.
Will continue to display on Task list until box is checked when complete.
If the current date is past the Due on
date, the task appears in red on the Task list.
Note: The items in your Task list are not the same as
the items in your Check List.
To create a Posted Task:
- Double-click anywhere in the Task pane grid in Week or Day
view.
The Posted Task dialog box displays.
- Fill in the appropriate fields, then click OK.
The Task appears on the calendar based on the Start
Date entered.
A Reminder Note is like a yellow “sticky”.
Can be displayed in Day, Week, or Month
View.
Has only Subject, Start Date, and
Message fields.
To create a Reminder Note:
- In Day or Week view, double-click in the Reminder
pane.
The Posted Reminder dialog box displays.
- Fill in the appropriate information, then click OK.
Note: The Reminder Note only appears on the calendar
on the Start Date you 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 mail a task or a reminder note to others,
- Click on File, New, Task
or Reminder Note.
A Compose Task or Compose
R eminder Note dialog box displays (depending on which you selected).
Both windows look similar to the e-mail message window.
- Fill in the appropriate fields, then click the Send
button.
The Task or Reminder Note will be e-mailed to the recipient(s) where
they can Accept or Decline like an Appointment.
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Create Repetitive Entries
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 the Start Date: calendar button.
- Click on the Select Recurring link.
The Auto-Date dialog box displays.
- Click on the dates you need, then click OK.
- Click on the Post button to post to your
calendar.
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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 on the Post
button again.
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 and re-post them instead of trying to change existing ones.
- Control-click on one of the entries.
- Select Delete from the short cut menu.
- Select the All Instances option from the pop-up warning
box.
- Recreate the modified entry using the steps previously mentioned.
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Proxy Access
You can give others access to your calendar, as well as your to your
mailbox.
- Click on GroupWise, Preferences.
- Click on the Security button on the left
side of the window.
- Click on Proxy Access.
To give someone access to your account:
- In the Name field, enter the name of the person to
whom you want to give access, or click on the button to the
right of the field to select names directly from the address book.
Hint: There are several people on campus who are listed
more than once in the address book, or have the same name as others. We
recommend that you use the address book to select names when granting
proxy access.
When the name you want displays in the Name field,
- Click the Add user button.
The person's name appears on the Access List.
To specify the new person's rights,
- Click on the person's name in the Access List.
- Click in the appropriate boxes.
Read access gives someone the ability
to just read whatever you select. They cannot change anything.
Write access gives them the ability to
read, write, and delete items. Be cautious when granting someone
these complete rights.
When you have been given proxy access to someone else's mail or calendar,
you need to “retrieve” that access.
- Click on File, Proxy.
- Enter the person's name in the Name field, or select
it from the Address Book Selector.
- Click OK.
The GroupWise window displays the other person's account.
Note: Use the drop-down arrow next to where it says
Online (above your name in the left pane of the window) to switch back
and forth between accounts.
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Print the Calendar
- Click on File, Print Calendar.
The Printing Calendar dialog box
displays.
There are two tabs at the top of the Printing 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.
ALWAYS preview the calendar before printing!
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Page last updated 08/14/06. Send questions or comments to ITS Training.
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