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:
  1. Click on the event you would like to edit
  2. Open the Edit menu
  3. Click Open...

Adding A Meeting, Daily Note, or Day Event

1. Open the Edit menu
2. Open the New menu
   • For meeting: Click Meeting...
   • For daily note: Click Daily Note...
   • For day event: Click Day Event...
3. 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)

1. Next to start time, select the box next to the date
2. Go to the month of the meeting
3. Choose the day of the meeting
4. Click the box next to the time
5. Click and hold on the arrow
6. 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
   1. Another way to change the time is to click the minutes on the time box
   2. 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
   3. To move the hours up and down, just click on the hours in the time box
   4. Use the arrows to move the hours up and down
7. 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
8. Use the up arrow to change it from AM to PM or PM to AM

End Time (Meeting Only)

1. Follow the same steps as Start time using the End Time box
   • If attempt to drop the End Time earlier than the Start Time, the Start Time will adjust

Setting the Date (Daily Note and Day Event)

1. 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

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.

1. Click Add a Date at the bottom of the window
2. Use the < and > on either side of the month to get to the month you need (if you need to change months)
3. Click on the day of the next occurence of the event
4. 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

1. Click Repeating at the bottom of the window
2. Under the Frequency section, use the down arrow to open the drop-down menu, and choose the frequency
3. If Daily:
   • In the box to the right of the drop-down menu, enter the amount of days the meeting occurs on a daily basis (Example: 1 would mean it happens every day, 2 every other day, 3 every third day)
4. If Weekly:
   • In the box to the right of the drop-down menu, enter the amount of weeks the meeting occurs on a weekly basis (Example: 1 would mean it happens every week, 2 every other week, 3 every third week)
   • Check the days of the week the event occurs
5. If Monthly on date (e.g. the 2nd of every month):
   • Choose the date the event occurs on each month by scrolling up and down the menu to the day
   • In the text box to the right, enter the amount of months the meeting occurs on a monthly basis (Example: 1 would mean it happens every month, 2 every other month, 3 every third month)
6. If Monthly on day (e.g. the third Tuesday of every month):
   • Choose the day of the month the event occurs on by scrolling up and down the menu
   • In the text box to the right, enter the amount of months the meeting occurs on a monthly basis (Example: 1 would mean it happens every month, 2 every other month, 3 every third month)
7. If Yearly:
   • In the box to the right of the drop-down menu, enter the amount of years the meeting occurs on a yearly basis (Example: 1 would mean it happens every year, 2 every other year, 3 every third year)

Start and End Date

1. 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.

1. If you'd like to include Holidays in the determination of dates, check Include Holidays
2. If you'd like to include Saturdays in the determination of dates, check Include Saturdays
   • Note: This option is not available if you've chosen the frequency as Weekly
3. If you'd like to include Sundays in the determination of dates, check Include Sundays
   • Note: This option is not available if you've chosen the frequency as Weekly

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.

1. Click on the People/Resources tab
   • If you know the name of a person
     1. Enter it in the Add box
     2. Press the green checkmark button
     3. 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
     4. 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
     1. Click on the button with two people on it (the one next to the checkmark)
     2. On the new window that popped up, check the box All in the top left corner
     3. From the list in the large box on the left, select the group you're looking for
     4. From the list on the right, highlight one name and click OK
     5. Every group member will now have an invitation sent to them

• 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.

1. Find the entry that was added to your calendar
   • If you can't find it, check the In-Tray section for quick access
2. Right-click on the entry
3. Choose open
4. 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
5. Click the drop-down arrow for the Response: box and set it to the appropriate response
6. Click the drop-down arrow for the Show time as: box and set it to the appropriate response (if it needs to be changed)
   • If you choose I Will Attend, you will be shown busy as default, and if you choose I Will Not Attend, you will be shown free by default. Both of these can be changed. If you choose Will Confirm Later, your time will not show as either.
7. 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.

1. Choose the People/Resources tab
2. Click Check Conflicts
   • The tool automatically checks every name the meeting will be added too. It will then list any person who has a conflict with it.

Attachments

Check our Attachments section

Setting Access Level

1. Look under the location box for meetings and the name box for daily notes and day events
2. Click on the blue arrow to the right of the Access: box
3. 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.

1. Look next to the Access drop-down menu
2. Click the blue arrow to the right of the Importance: box
3. Choose your desired level of importance
   • Note: The levels are Highest, High, Normal, Low, and Lowest

Adding a description

1. Click on the Details tab
2. 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