Calendar:Meetings
Meetings are useful for scheduling class times, work, and actual meetings. Day Events are for holidays and birthdays. Daily Notes are good for reminders to study, test day, no school, etc.
- NOTE: All these steps can be followed when creating the event or editing it at a later time. If you want to edit something:
- Click on the event you would like to edit
- Open the Edit menu
- Click Open...
Adding A Meeting, Daily Note, or Day Event
- Open the File menu
- Open the New menu
- In the Name box, type in the name of the event
- Meeting Only: In the Location box, type in the location of the meeting
Start Time (Meeting Only)
- Next to start time, select the box next to the date
- Go to the month of the meeting
- Choose the day of the meeting
- Click the box next to the time
- Click and hold on the arrow
- Drag the arrow to whatever time the meeting is (the time will change when you move the arrow)
- Note: The clock only increments by 15 minute intervals this way
- Another way to change the time is to click the minutes on the time box
- Use the arrows to the right of the box to move the minutes up and down
- This will allow you to have times ending in :04 or :20
- To move the hours up and down, just click on the hours in the time box
- Use the arrows to move the hours up and down
- To keep the times they are but change AM to PM or PM to AM, click on the am/pm area of the time box
- Use the up arrow to change it from AM to PM or PM to AM
End Time (Meeting Only)
- Follow the same steps as Start time using the End Time box
Setting the Date (Daily Note and Day Event)
- If the date needs to be changed:
Adding a Date
If the event occurs regularly (daily, weekly, monthly, yearly, twice a week, etc.), DO NOT USE THIS! Instead proceed to our Repeating Dates section. Only use this function if the dates are totally at random or you have only one or two extra occurences of the event.
- Click Add a Date at the bottom of the window
- Use the < and > on either side of the month to get to the month you need (if you need to change months)
- Click on the day of the next occurence of the event
- Continue following steps 1-3 to add all the days of the events
Repeating Dates
This tool is very useful if the event repeats itself on a regular pattern. Weekly meetings, monthly and yearly events, and classes are all examples of what this tool is useful for.
Frequency
- Click Repeating at the bottom of the window
- Under the Frequency section, use the down arrow to open the drop-down menu, and choose the frequency
- If Daily:
- If Weekly:
- If Monthly on date (e.g. the 2nd of every month):
- If Monthly on day (e.g. the third Tuesday of every month):
- If Yearly:
Start and End Date
- If the date needs to be changed:
- Click on the month section of the date
- Use the up and down arrows to change the month
- Repeat the same procedure on the day and year
- Do this for the end date as well
Result
Under the result section, it will show every date that qualifies under the specifications you give above.
- If you'd like to include Holidays in the determination of dates, check Include Holidays
- If you'd like to include Saturdays in the determination of dates, check Include Saturdays
- If you'd like to include Sundays in the determination of dates, check Include Sundays
Tentative (Meeting Only)
If there is a possibility this meeting could change or get cancelled, check Tentative
Reminders
Go to the Reminders section
Adding the event to Others' Calendars
If this is a event that others need to know about, or you know they will attend, you can add this to their calendar, and the user can confirm their attendance.
- WARNING: Some people see their calendars as very personal and may be a little upset if you add them without asking before hand. Always make sure the person or persons you're adding won't be upset with you for doing so. Also, if you don't have the proper access rights to add something to their calendar, it will be impossible to do so. More information is in our Scheduling subsection of our Access Rights section.
- Click on the People/Resources tab
- If you know the name of a person
- Enter it in the Add box
- Press the green checkmark button
- If the person is on the system, there name will show up under your name with a question mark to the left of their name
- If the person confirms the meeting, the question mark will change to a checkmark
- If you'd like to add a group or people from a group
- Click on the button with two people on it (the one next to the checkmark)
- On the new window that popped up, check the box All in the top left corner
- From the list in the large box on the left, select the group you're looking for
- From the list on the right, highlight one name and click OK
- Every group member will now have an invitation sent to them
- If you know the name of a person
- When you have everything as you would like it, click OK at the bottom. The meeting will now show up on your calendar.
Replying to a Meeting
If someone adds a meeting to your calendar, you have the option to accept or refuse it, or you can put it off until later.
- Find the entry that was added to your calendar
- If you can't find it, check the In-Tray section for quick access
- Right-click on the entry
- Choose open
- Click on the reply tab (if it doesn't automatically open to this)
- If you have the necessary access rights to reply for someone, you can change the name if applicable by clicking the drop-down arrow next to the Reply for: box
- Click the drop-down arrow for the Response: box and set it to the appropriate response
- Click the drop-down arrow for the Show time as: box and set it to the appropriate response (if it needs to be changed)
- Click OK at the bottom to save it
- Note: You can always change this later. It is not a one-and-done deal.
Check Conflicts (Meeting Only)
This is a useful tool to make sure that anyone who will have the meeting added to their calendar doesn't have a prior scheduled meeting conflicting with it.
- Choose the People/Resources tab
- Click Check Conflicts
Attachments
Check our Attachments section
Setting Access Level
- Look under the location box for meetings and the name box for daily notes and day events
- Click on the blue arrow to the right of the Access: box
- Change the access level to your desired level
- To see what the Access Rights mean and how to set them, check the Access Rights section
Importance (Meetings Only)
It is possible to set an importance level for meetings so you can know which you have to go to and what you can afford to miss.
- Look next to the Access drop-down menu
- Click the blue arrow to the right of the Importance: box
- Choose your desired level of importance
Adding a description
- Click on the Details tab
- In the description box, type in what you want yourself or others to know about the event when it is viewed.
Back to the Calendar page