GroupWise Calendar GroupWise Task Lists GroupWise Reminder Notes Recurring Events Proxy Access Shared Folders

GroupWise Calendar GroupWise Task Lists GroupWise Reminder Notes Recurring Events Proxy Access Shared Folders

Table of Contents Calendar Overview...1 Different Calendar Views...1 Set Default View...1 Set Order for Calendar Views...2 Calendar Toolbar Features...2 Open Calendar...3 Create Appointments...3 Create Posted Appointment...3 About Categories...4 Mark items as Private...5 Group Appointment or Meeting...5 Busy Search Feature...6 Respond to a Meeting Invitation...6 Decline a Meeting Invitation...7 Reschedule a Group Meeting...7 Create Tasks List...8 Create Reminder Notes...9 Send Tasks or Reminder Notes to Others...10 Change To Feature...11 Create Repetitive or Recurring Events...12 14 Formula Help for Recurring Events...14 Calendar Printing Options...15 Proxy Access...15 Give Access To Others...16 Proxy Access Someone s Calendar or E-Mail...17 Assign Proxy Rights to Another User...18 Shared Folders...18 20

Calendar Overview You can view your calendar or schedule in a variety of views or formats, including day, week, month, year, task list, project planner, and multi-user. For example, the month view lets you view a month schedule, while the Multi-User view lets you view, compare, and manage the schedules of multiple users or resources to whose Calendars you have proxy rights. You can schedule meetings for groups. You can track tasks and reminder notes. You can access the calendar in your office, from your home using the GroupWise Client, or over the web via Web Access. You can synchronize the calendar with other hand-held devices, such as Palm Pilots. Different Calendar Views 1. Click on down triangle next to calendar icon at far right of calendar toolbar 2. Drop-down menu appears with multiple calender view options 3. Click on different view options > new calendar dialog box opens with that calendar view. Try various views and note the view you prefer as your default calendar view. Set Default View 1. Click Tools > Options > Environment > Views 2. Select the Calendar option 3. In the Views dialog box, click the View you want displayed as the default option when you open your calendar 4. Click Set Default View -1-

Set Order for Calendar Views Multiple calendar views can be added along the header bar. 1. Go to Menu Bar > click View > Change Calendar View 2. Click Edit button for more options > type Name 3. Highlight View option > click Move Up or Move Down to arrange the order the view options along the header bar. 4. Click OK Calendar Toolbar Features Note: the + and - icons at the far right, they add/subtract days from the calendar dialog box -2-

Open Calendar 1. Click on Calendar in Online folder list to open Calendar in same window. 2. Click on Calendar icon on toolbar to open Calendar in a new window. Create Appointments There are two types of appointments: 1. Posted applies to your calendar only. 2. Meeting invites others to attend an appointment. Create Posted Appointment (There are a number of ways) 1. The quickest way to create a posted appointment, reminder note, or task is to double-click the cursor in the day/time slot on your calendar, and Posted Appointment dialog box opens Appointments will be 30 minutes or an hour, depending on your date/time default options. You can drag and drop an appointment to change its start time or day. You can position your cursor over the bottom line of an appointment and drag and drop it to extend or shorten its duration. 2. Click the cursor in the day/time slot on your calendar and right click. Click New > Posted Appointment > opens new dialog box. -3-

3. Click the cursor in the day/time slot on your calendar and type. Press Enter key when you are done, or 4. Click on the New Appointment icon down triangle > Posted Appointment. 5. Click Post to add to your calendar. About Categories Categories provide a way to organize your items. You can assign a category to any item. You create and add categories and can give each category an identifying color. The colors display in the Calendar window. Four default categories (Follow-Up, Low Priority, Personal, and Urgent) are available for you to immediately assign to items. You can modify and delete them if you choose, as well as continue to create new categories. Assign Category to Email or Calendar Entry: 1. Click on the Send Options tab in Email or Options tab in Calendar. Select a Category. Or, click on Edit Categories to edit, add, or delete category options. 2. Once an item is posted on your calender you can add or modify the category by right-clicking on the item. -4-

Mark Items Private You can also mark items private, so no details can be viewed by others. The item will not appear at all on a calendar if the person proxies into it; it will appear as a gray box during a busy search unless you also mark it as free (see above). 1. Click on the item to change. 2. Click on Actions > Mark Private (or press the F8 function key). A padlock icon appears next to the item on your calendar. Group Appointment or Meeting Follow the above steps 2 4 but click on Appointment or Meeting to invite multiple people to schedule a meeting. They will receive an email asking them to accept or decline the meeting invitation. 1. Fill in information as you would an email. 2. Note: your name is already added in the To: box > enter additional names. 3. You can include attachments, e.g., agenda, documents, PowerPoint file. 4. Click Send. -5-

Busy Search Feature To find out when users and resources are available for an appointment or meeting. 1. In an appointment you are creating, specify usernames in the To box. 2. Specify the first possible day for the meeting in the Start Date box. 3. Specify the meeting s duration. 4. Click Busy Search on the toolbar. 5. The Busy Search dialog box opens How to Respond to a Meeting Invitation Incoming meeting invitations will appear in two places: As an email message in your mailbox and, In a block marked with italics text in your calendar. 1. To respond to the invitation, open the email message or double-click on the marked block in your calendar. Either way, you ll read the invitation created by the sender. 2. To accept the invitation, click on the Accept button. 3. You will see a dialog box where you can supply a comment that will appear in the Sender s copy of the invitation properties. You can simultaneously choose how to mark that meeting on your calendar; note that the recipient -6-

will not see what you have chosen unless they perform another busy search of you for that time block. Free will make the block white and the marked block and will not show up when others perform a busy search. Tentative will make the block light gray. Busy will make the block medium gray and is the best choice for most responses. Out of Office will make the block dark gray and is usually used to designate vacations, conferences, etc. Note: You can manually assign these options to your posted appointments as well. Decline Meeting Invitation If you decline an invitation, it will be deleted from your calendar and mailbox by default. You have your choice of Decline or Decline with Options (click on down triangle next to the Decline button). 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 sent appointment. You can also choose Decline with Options if you don t wish to attend but you want the item to remain on your calendar for some reason. You would uncheck Delete this item before clicking on OK. Reschedule Group Meeting 1. Click on the Sent Items folder. 2. Double-click on the meeting invitation you want to reschedule. 3. Click on Actions > Resend. 4. Edit the original meeting, then click Send. 5. A dialog box will display asking if you want to retract the original item. Click on Yes. -7-

Create Task List Task Lists are like To Do lists posted on your calendar. It can be displayed in Day, Week, or Month view. Tasks will continue to display on the Task list until the box is checked when complete. If the current date is past the Due date, the task appears in red on the Task list. Also, you can add attachments to a Task. To create a Posted Task: 1. Double-click anywhere in the Task pane grid in the Day or Week view. 2. The Posted Task dialog box appears. 3. The dialog box has Subject, Start date, and Message fields, as in appointments, but not Time, Place, or Duration. 4. You can also click on the down triangle next to the New Task icon to open the Posted Task dialog box. 5. Fill in the appropriate fields, click the Post button. 6. The Task appears on your calendar based on the Start Date entered. -8-

Create Reminder Note A Reminder Note is like a yellow sticky note that is posted on your calendar. Reminder Notes can be displayed in Day, Week, or Month view. Also, you can add attachments to a Reminder Note. To create a Reminder Note: 1. Double-click anywhere in the Reminder Notes pane in the Day or Week view. 2. The Posted Reminder Note dialog box appears. 3. The dialog box has Subject, Start date, and Message fields, as in appointments, but not Time, Place, or Duration. 4. You can also click on the down triangle next to the New Note icon to open the Posted Reminder Note dialog box. 5. Fill in the appropriate fields, click the Post button. 6. The Reminder Note appears on your calendar based on the Start Date entered, unless you create a repeating note such as for an anniversary. -9-

Send Tasks or Reminder Notes to Others 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: or 1. Click on the down triangle next to the New Task icon to open the Task * dialog box. 2. Click on the down triangle next to the New Note icon to open the Reminder* dialog box. 3. Either a Task To or Reminder Note To dialog box will open. 4. Fill in the appropriate fields, then click the Send button. The Task or Reminder Note will be e-mailed to the recipient(s) and they can Accept or Decline like an Appointment. -10-

Change To Feature A useful GroupWise feature is the Change To action. This feature allows you to convert emails, notes, tasks, phone messages or appointments to another item category without re-typing the information. Say, you receive an email requesting a meeting, and in the text box it lists agenda items. You can easily convert the email to post as an appointment on your calendar, and when you double-click the appointment the original email dialog box opens with the agenda items. How to use the Change To feature: 1. Highlight the item you want to convert in your email, task, notes phone, or appointments. 2. Click on the Change To icon on the main menu bar, or Click on the Change To icon on the items menu bar, or Right-click on the item > click on Change To 3. The Change To dialog box opens with options of item types you can choose to change to. 4. Click OK 5. The appropriate dialog box will open for the item to be changes to. Change the Start Date, if necessary, to match the day of the appointment; fill in other necessary information 6. Click Post and the highlighted item will be changed into the new item type and moved to that location, i.e., as an appointment, a task, a reminder note, a phone message or an email. -11-

Create Repetitive or Recurring Events A Repetitive or Recurring entry can be any Appointment, Task, or Reminder Note that occurs frequently. Instead of entering them individually on the calendar, you can enter the information once and have GroupWise post the item many times. Note: This is helpful to create reminder notes for birthdays, anniversaries; for recurring appointments, such as, a weekly civic club meeting, a monthly board meeting, etc. To create a Repetitive Event, in any new Posted Appointment, Task, Reminder Note dialog box, or in any Group Invitation dialog box: 1. Enter the Subject and Place in the proper boxes. 2. Click the Start Date: > Calendar icon > Select Recurring Or, Click the Actions icon > Auto-Date -12-

3. The Auto-Date dialog box opens with three options: Date, Example, or Formula Date: click on the dates you want the event to occur. Click on the next year and repeat. Example: Set the Start and End range of dates you want the event to occur. Click on the Months, the Day(s), and the Days of the Week on which you want the event to occur -13-

Formula: read the contents of the Help feature. Formula Help for Recurring Events Creating a formula for each recurring event can be as simple as selecting a 10 A.M. class that meets every Mon. Wed. Fri., from January to May; or a meeting that meets every Friday More advanced formulas can also be created according to your needs and ability. The Help feature is very useful for Formulas and Recurring Events. -14-

Calendar Print Options To print your Calendar, Task List, or Reminder Note. 1. Click the Printer icon on the toolbar. 2. Click a calendar format in the Format group box. 3. Click a paper size in the Form Size group box. 4. Click a calendar view under Available Forms. 5. Click Portrait or Landscape. 6. Click Content tab > type a Starting Date > select Font > make other selections 7. Click Options tab > read and select other options. 8. Click the Preview button to see how the page layout looks with the selected options. 9. Click Print. Proxy Access Use Proxy to manage another user s Mailbox and Calendar. Proxy lets you perform various actions, such as reading, accepting, and declining items on behalf of another user, within the restrictions the other user sets. Two steps must be completed before you can act as someone s proxy: 1. The person for whom you will act as proxy must grant you rights in the Access List in Options. 2. You must add that user s name to your Proxy List so you can access his or her Mailbox or Calendar. -15-

Give Access To Others You can give others access to your calendar, as well as your to your mailbox. 1. Click Tools > Options > Double-click Security > Proxy Access. 2. 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: You have to use the Novell GroupWise Address Book to select names when granting proxy access. 3. When the name you want displays in the Name field, click the Add User button. 4. The person s name appears on the Access List. -16-

Specify New Person s Rights 5. Click on the person s name in the Access List. 6. Check 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. Proxy Access Someone Else s Calendar or E-Mail When you have been given proxy access to someone else s e-mail or calendar, you need to retrieve that access. 1. In the main menu, go to File > Proxy. 2. Enter the person s name in the Name field, or select it from the Address Book Selector. 3. Click OK. The GroupWise window displays the other person s account. You will see their name to the right of the globe at the top. Once you have retrieved your proxy, you can use a pull down list to quickly switch to the other person s mail or calendar. 1. Click on the down triangle, or the word Online to display the list of proxy accounts that you have access to. 2. Click on the name of the person whose mail or calendar you want to review. 3. The display changes to the proxy account selected -17-

4. After these two steps are complete, you can open your Proxy List and click the name of the person you re proxying for whenever you need to manage his or her Mailbox or Calendar. 5. You can also manage the schedules of users and resources for whom you have proxy rights by using the Multi-User Calendar view. Assign Proxy Rights to Another User Use the Access List in Security options to give other users rights to proxy for you. 1. You can assign each user different rights to your calendar and message information. 2. If you want to let users view specific information about your appointments when they do a busy search on your Calendar, give them Read access for appointments. Shared Folders 1. Select the place where you would like the new folder to be created (e.g. click on the Globe or the Cabinet in the left column). 2. Go to the File menu, select New > Folder. -18-

3. The next screen designates who will be sharing the folder. 4. Assign or Remove additional access rights for each person selected. 5. The next screen allows the folder s creator to customize the folder s properties and settings. Once the appropriate settings have been selected, click on the Finish button. -19-

6. The final step in the creation of the new shared folder is notifying the folder s users. When Finish is selected in the previous box, the Shared Folder Notification box appears. GroupWise will send the defined shared folder users notification they have privileges to that particular folder. The Shared Folder Notification dialog box also gives the user the option to send a customized message along with the notification. 7. Click OK. -20-