GroupWise Calendar on the PC
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Table of Contents
Introduction
On-line calendar generates reminders of things scheduled.
You can take advantage of the same address book used in e-mail.
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.
Use the buttons across the top to access the other following views: Week,
Month, Year, and Multi-User.
All views also allow for you to use the scroll arrows at the top to jump
ahead a day, a week, a month, or even a year.
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.
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.
Scroll through future and past months using the directional arrows at
the top.
Pointing to a day will bring up a list of the items you have posted that
day.
Shows a twelve month period. Dates that have appointments, notes,
or tasks associated with them will appear in bold.
Displays the day's calendar of those for whom you have proxy access.
See the Proxy Access section below for more
information.
To display a different view in a separate window,
- Click on the drop down arrow next to the
and choose view from the list.
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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 Subject - description of appointment, subject
of meeting
- Enter the Place - will not display on grid, but will
display when the mouse is “parked” on the appointment and
can be printed
- Type in the Start date - defaults to date selected
on calendar
- Type in the Start time - defaults to time selected
on calendar
OR
- Click on the clock button at the end of the Duration
field.
The Time Input dialog box displays.
The top arrow (green) points to the start time, and the lower arrow (red)
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 when you print the calendar.
- Click on the Post button to add it to your
calendar.
With the Posted Appointment window open, or with the appointment selected,
- Click on Actions, Show Appointment
As
- Click on 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.
You can also mark items Private, so no details can be viewed by others.
- Click on the item to change.
- Click on Actions, Mark Private.
A padlock icon appears next to the item on your calendar.
The normal default for GroupWise to notify you of an upcoming appointment
is 5 minutes.
To change that,
- Click on Tools, Options.
- Double-click on the Date & Time icon.
On the Calendar tab, in the Alarm Options
section,
- Enter the number of minutes you want to set in the Default
alarm time box.
- Click OK to save the settings.
- Close the Options dialog box.
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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, End
Date, 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.
OR
You can tell GroupWise to find a convenient time for everyone:
- Click on the Auto Select button.
GroupWise scrolls to the first time slot available
on all calendars, and adjusts the information in the Appointment dialog
box.
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.
To accept the meeting,
- Click on the drop down arrow next to the Accept
button.
- Choose the display options for the appointment, and enter comments
if necessary.
- Click OK.
The meeting disappears from your mailbox and posts
to your calendar.
To Decline,
- Click on the drop down arrow next to the Decline
button.
You have your choice of Decline or Decline with
Options.
Decline simply deletes the message.
Decline with options gives you the chance
to enter comments that the sender can see if they view the properties
of the appointment they sent.
- Click on the Sent Items folder.
- Double-click on the meeting invitation you want to reschedule.
- Click on Actions, Resend.
- Edit the original meeting, then click Send.
A dialog box will display asking if you want to retract the original
item. To save the original message as it was, click on No.
To delete the original message from your calendar AND the recipient's
calendar, click on Yes.
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Create Tasks and Reminders
Like a “To Do” list.
Can be displayed in Day, Week, or
Month View.
Dialog box has Subject, Start date,
and Message fields, as in appointments, but not Time,
Place, or Duration.
Also has Priority, and Due on
fields.
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 any 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 any view, double-click in the Reminder
pane.
The Posted Reminder Note 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 Task To: or Reminder Note
To: 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.
There are three different ways to create a repetitive entry:
Example allows you to choose a pattern
of entries, e.g. the first of every month.
Date displays a one-year calendar. Click
on the dates you want, then click OK.
Formula allows you to enter a formula
to pick certain dates. The formulas are generated by both the Date and
Example options.
A class held every Monday, Wednesday, and Friday from 10 to 11 for fall
quarter.
To enter these dates:
- On the Example tab, enter the fall quarter start date in the Start:
box, and the fall quarter end date in the End: box.
- Click on September through December
under Months.
- Click on 1st, 2nd, 3rd,
4th, 5th, and Last next to Monday, Wednesday,
and Friday.
The Example screen would look like
this:
The Posted Appointment dialog box shows Recurring-Date
in the Start Date field.
- Complete the remaining fields as necessary, then click
OK.
All of the appointments post to your schedule.
An example - paydays for a year.
In the Posted Reminder Note dialog box,
- Enter the Subject and the Message.
- Click on the calendar button next to the Start Date
field and select the Recurring Date link.
The Auto-Date dialog box displays.
On the Example tab,
- Enter the Start date and the End
date in the Range area. GroupWise will assume a year
from the current date.
- Click on Jan through Dec
under Months to highlight them.
- Click on the Days of the Week button and
select Days of Month from the list.
The display changes to show the days of the month.
- Click on Mon, Tues, Wed,
Thu, and Fri, to indicate that payday
is always a weekday.
- Click on On, then select On/Near
from the list.
- Click on 10 and 25, to
indicate that payday will fall on the closest weekday to the 10th and
25th.
The completed dialog box will look like this:
The notes post to the appropriate days.
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Make Changes to Calendar Items
In Month or Week view you can click and drag any Appointment,
Task, or Reminder note from one day to another.
Change the duration of any Appointment in Day or Week view by clicking
and dragging the top or bottom borders on the appointment grid.
You can change E-Mails, Appointments, Reminders, and Tasks to the other
types.
In Day or Week view,
- Click and drag the item to the new section of the
screen.
A dialog box will display if additional information is needed.
You can also click on Edit, Change
To and make your selection from the list.
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.
- Right-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 Tools, Options.
- Double-click on the Security icon.
- Click on the Proxy Access tab.
The first “name” listed in the Access List field
is <All User Access>. This indicates the
minimum access everyone on campus has to your account.
To make sure the default access to your mail and calendar is “No
access”,
- Click on <All User Access> to select
it.
- Review the check boxes under Access Rights and make
sure NONE of the boxes are checked.
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.
Hint: Once you have “retrieved” your proxy,
you can use an icon on the status bar to quickly switch to the other person's
mail or calendar.
- Click on the drop down arrow above your folder list in the
left pane of the GroupWise window to display the list of proxy accounts.
- Click on the name of the person whose mail or calendar you
want to review.
The display changes to the proxy account selected.
If you have access to the calendars of those you want to include in a
meeting, you can use Multi-User View to quickly view and select a meeting
time.
- Click on the Multi-User button.
- Right click on the calendar grid and select Multi-user list
from the shortcut menu or click on the drop down arrow next
to the Multi-User button to display a list.
- Enter names, or click on the Address Book
button to add people to the view, then place check marks in the boxes
next to their names.
- Click OK.
Each person's calendar displays side-by-side.
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Print the Calendar
- Click on File, Print Calendar.
The Print Calendar dialog box displays.
On the Form tab, select the layout and view. There
are many built-in formats for popular day planners.
On the Content tab, select the time period and the amount
of detail.
The Options tab includes settings for headers and footers.
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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