How to Add an Event to Master Calendar

Transcription

1 How to Add an Event to Master Calendar You can easily add an event to a Master Calendar, provided you have the rights to do so. Use this method to add an event that does NOT require a room, directly to the Master Calendar. Follow the directions below to add an event using Master Calendar. 1. Go to Master Calendar at 2. If you are not logged in, do so under the My Account menu. Use your usual VCS username and password. 3. Select the calendar on which you want to add an event and click View. pg. 1

2 4. Once the calendar opens, click the second icon from the top left to Add Event. 5. The Event window opens. In this window, give the event a short title and select the appropriate calendar from the Calendars drop down menu. Note that you can select multiple calendars. Your rights will determine to which calendars you can add events. 6. Select the Event Type from the drop down menu. This is the event type that is used to sort events when viewing calendars. pg. 2

3 Entering a Location or Department is not required. However, adding them will allow your users to better filter the events. (If a shared room, such as the Board Room is needed, you should cancel adding this event and use Outlook to plan the event, book the room, and add it to the calendars.) 7. Scroll down to the Event Times area. Select the Start Date by using the calendar icon, or type the date in the field. 8. Select the Begin Time and End Time. 9. If this is a reoccurring event, click the Recurrence button. 10. The Recurrence window pops up. Complete the entries. 11. Click the Apply Recurrence button. pg. 3

4 12. The Time zone should default to Eastern Time. Make sure it is correct for the time zone of the meeting location. 13. Scroll down. Click the Attachments tab if you have a document such as an agenda, flyer, brochure, or handouts to attach to the event. 14. Use the Attach File function as necessary to navigate to your document. 15. Click the Preview button. pg. 4

5 16. The Event Details window pops up. Verify that your meeting or event details are correct. When you have finished, click the small X in the upper left corner of the window to close it. Make any necessary corrections. 17. Be sure to click the Submit button. If you have update rights to the calendar, your event will be posted immediately to the live calendar(s). If you do not have update rights, the event will be sent to the calendar manager(s) for approval. pg. 5

6 After an event has been created and appears on the calendar, you can edit the event. Follow the directions below to edit an event. 1. Go to Master Calendar at 2. If you are not logged in, do so under the My Account menu. Use your usual VCS username and password. 3. Select a calendar on which your event appears and navigate to the event. 4. Hover your curser over the event to view the pop up. Select the fourth icon from the left to Edit the event. pg. 6

7 5. You will need to select the checkbox next to the event you would like to edit. If you are editing the series of events, you can select the checkbox at the very top of the column of checkboxes. This will select all the events at once. 6. Then click Edit Event. 7. Make any changes. 8. You may Preview your changes as you did when you created the event. 9. Select Save to update the event on the calendar(s). pg. 7

8 After an event has been created and appears on the calendar, you can cancel the event. Follow the directions below to cancel an event. 1. Go to Master Calendar at 2. If you are not logged in, do so under the My Account menu. Use your usual VCS username and password. 3. Select a calendar on which your event appears and navigate to the event. 4. Hover your curser over the event to view the pop up. Select the fourth icon from the left to Edit the event. pg. 8

9 5. Select the checkbox next to the event you would like to cancel. If you are cancelling the series of events, you can select the checkbox at the very top of the column of checkboxes. This will select all the events at once. 6. Then click Cancel Event. 7. You will be asked if you are sure. Click the OK button. VCS employees may always find additional information in the Master Calendar User s Manual. It s accessible after logging in, under the Help drop down menu. pg. 9