Connections Calendars Tab

Editing an Existing Calendar

You can only edit your default calendar or any calendars you have created. To edit an existing calendar, follow these steps:

  1. Click the Calendars tab. You see an alphabetical list of your calendars and the calendars you subscribe to. The Edit link appears next to any calendars you can edit. Other calendars have a View link instead.
  2. From the Calendars list, click the Edit link next to the name of the calendar you want to edit. The Edit Calendar window opens.
  3. Make the changes you want. You can change the Display Name but not the Calendar name, the description, whether to include the calendar events in your availability, and send the calendar address to others. For information on Calendar Address, see Sending the calendar address link to others.
  4. Click OK. The Edit Calendar window closes and the calendar's properties are updated.

For instructions on setting permissions for a calendar, see Changing Permissions. For instructions on setting the calendar time zone, see Choosing a Time Zone.
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Creating a Calendar

To create a new calendar, follow these steps:

  1. Click the Calendars tab.
  2. Click New Cal. The Edit Calendar window opens.
  3. Enter a name for the new calendar in the Calendar input box.Each calendar must have a unique name. To ensure unique names, your user ID will be added to the front of the name you enter here. A calendar name can't contain spaces, but can include the following characters:
    • Alphabetic (a-z, A-Z) and numeric (0-9) characters
    • Special characters: period (.), underscore (_), hyphen or dash (-), apostrophe (`), percent sign (%), slash (/), or exclamation point (!)
  4. (Optional) Enter a display name for this calendar in the Display Name input box. This display name can remind you of the purpose of this calendar. For example, if the short name for the calendar is Personal, the display name could be something like Jane's Personal Calendar.
  5. (Optional) Enter a text description of this calendar.
  6. (Optional) Select the Availability checkbox if you want this calendar to show up when determining your availability for an event. If you check this box, be sure Availability is checked in the Permissions tab as well, so that others can see your availability. This also allows others to find your calendar in Calendars Search and subscribe to it.
  7. (Optional) Click the Permissions tab if you want to allow others to view or work with this calendar.There are 5 permissions that allow you to share your calendar to varying extents:       
    • Availability. Allows people to see a free/busy representation of your calendar in the Comparison view. People will not be able to see any of the details of your events and tasks. Also allows people to see your calendar in the Calendars Search window and to subscribe to your calendar.
    • Invite. Allows people to add events to your calendar by inviting you.
    • Read. Allows people to see the details of your public events and tasks. You must combine this with the Availability permission in order for people to view your calendar in the Comparison view.
    • Delete. Allows people to delete events and tasks from your calendar.
    • Modify. Allows people to modify (edit) events and tasks in your calendar. Also allows people to enter events and tasks directly onto your calendar (not by invitation).
    Note: If you create a new calendar and set the permissions to Delete or Modify only, any subscribed users will not be able to delete or modify events or tasks since they cannot see them. To allow subscribed users to delete or modify events, you must also add Read access to the permission set.
    Everybody means all calendar users. There may be certain permissions that you do not want to share with Everybody. For example, you might not want to give permission to all calendar users to Delete and Modify events and tasks in your calendar, but you might want to give that permission to one or more individuals.
    You can't delete the Everybody entry, but you can remove all permissions from Everybody. A calendar with no Everybody permissions and no other owners is totally private. (See Step 9.) No one can search for and find a private calendar, nor can they subscribe to it, nor can they use it for availability in scheduling events.
    Once you have set the permissions for all users, you can give individual users additional permissions. However, you can't deny an individual user permissions you give to Everybody.
  8. (Optional) You can give up to 75 individual users who are not co-owners additional permissions. If you want to give specific users additional permissions, but do not want them to be co-owners, do the following:
    • Enter the user ID into the User text input box.
    • Click Add User.
    • Set the permissions you want to give this person.
    It is important to note you can't deny an individual user permissions you give to Everybody. For example, if you gave Everybody Read permission, you can't deny an individual Read permission by adding them and giving them only Availability permission. The Everybody permissions override individual permissions.
    If you need to delete an individual user, do so by selecting the Select checkbox, and clicking Delete Selected User.   
  9. (Optional) Click the Owners tab to add users whom you want to make co-owners of this calendar. To add another owner, enter the user ID of the owner in the Owner input box and click the Add Owner button.
    Co-owners have the same rights to the events and tasks on your calendar that you do. They automatically have all the permissions from the previous tab. You do not have to add them as individual users in the Permissions tab.
    If you change your mind, you can delete an owner by selecting the checkbox next to the name and clicking the Delete Owner button.
  10. (Optional) Click the Time Zones tab if you want this calendar to have its own time zone. If a time zone isn't specified, this calendar will always be displayed in your default time zone (set in the Options tab). For more instructions on choosing time zones, see Choosing a Time Zone.
    You see the three global areas listed at the top: North/South America, Europe/Africa, Asia/Pacific Rim.
    To set a time zone for this calendar, do the following:       
    • Click the global area for the time zone you want. For example, if you want to set the time zone to Pacific/Honolulu, but the North/South America list is being displayed, click Asia/Pacific Rim to see the list of Pacific time zones.
    • Click the circle next to the name of the appropriate time zone. The number you see on the right indicates the offset in hours from Grenwhich Mean Time (GMT).
  11. Click OK when you are ready to create the calendar. The calendar is created and placed on your Calendars list.

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Viewing a Calendar

You can select  to view a different calendar from the Calendars list on the Calendars tab or from the Current Calendar list on the View tab.

Viewing a calendar from the Calendars List:

  1. Click the Calendars tab. You see a list of all of your calendars and the calendars you subscribe to.
  2. Click the name of the calendar you want to view. The calendar is displayed.
  3. (Optional) Click Subscribe to add a calendar to your list. If the calendar you wish to view is not currently in your calendars list, you can subscribe to the calendar. For instructions on how to subscribe to a calendar, see Subscribing to a calendar.

Viewing a calendar from the Current Calendars List:

You can view any of the calendars you have created or you are subscribed to, or any of the calendar sets you have created, by selecting one from the Current Calendar list on the View tab as follows:

  1. From the View tab, click the Current Calendar pull-down menu.
  2. Click the name of the calendar you want to view. It is displayed in whatever view you were already in. For example, if the calendar you were viewing was in the Day view, this new calendar will also be in the Day view.

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Sending the Calendar Link to Others

In the Edit Calendar window near the bottom of the Calendar tab, you see information about the Calendar Address with a URL link that looks something like this: http://someserver.com/?calid=yourcalid&security=1

This link is for your convenience, so you can send it to someone outside the calendar system. For example, you can cut and paste the link into an e-mail. When the user receiving the link clicks it, a read-only copy of your calendar displays. The user will not be able to create new events or tasks on your calendar, but will be able to change dates forward and backward in time, thus viewing your entire calendar, not just the current date. The user will also be able to print your calendar.

If you want the person to be able to read and search for the details of your public events and tasks, you must have Read permission set for Everybody (all users). For instructions on how to set permissions, see Creating a Calendar.

If you have given Everybody only Availability permission, a user who receives this link will see only a free/busy rendition of the calendar, with no event or task details. The user must be in the Comparison view to see the free/busy representation.

For calendars that you subscribe to where you have only Availability permission, you will not see this link. If you have Read permission to the calendars, you will see the link.
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Subscribing to a Calendar

If you need to refer to or perform tasks in user's calendars frequently, you can subscribe to their calendars. Subscribing to a calendar puts it on your Calendars list and gives you instant access to it. You use the Calendars Search tool to subscribe to other people's calendars. Subscribing to a calendar does not give you any particular permission for it. The calendar's owner always controls what permissions you have to the calendar.

To subscribe to a calendar, complete the following steps:

  1. From the Calendars tab, click Subscribe. The Calendars Search window opens, allowing you to search for the calendars you wish to subscribe to.
  2. In the text input box, enter the calendar name, calendar ID, or user ID of the owner of the calendar for which you are searching. If you do not know the exact spelling, you can enter a fragment. For example, you could enter "steph" to search for John Stephensen. This search is not case sensitive.
  3. (Optional) To help limit the number of search results you get back, use the pull-down menus to the left of the text input box.
    • The left-most pull-down menu options are: name or ID, name, primary owner, ID. (Calendar ID.)
    • The right pull-down menu options are: contains and begins with.
  4. Click Search. The results are listed. You may see multiple results. The results are presented in a tabular format. Each calendar ID has a checkbox next to it.
  5. Select one or more calendars you want to add by selecting the checkbox next to each name.
  6. (Optional) Click Apply if you want to keep the Search window open and perform other searches. Your selected calendars appear in a double-columned list of calendar IDs below your search results.
  7. (Optional) If you change your mind, you can remove any of the already selected calendars by clicking the checkbox to deselect the calendar.
  8. Click OK when you have finished searching and selecting calendars. The Calendars Search window closes and the calendar IDs you selected are added to your list of calendars in the Calendars tab.

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Changing Permissions

You can control what others can see and change on your calendar. These settings are known as permissions. For example, you can give all users (Everybody) or only certain users permission to see and change information on your calendar. For a further explanation of Permissions, see Step 7 in Creating a Calendar.

  1. From the Calendars tab, click the Edit link for the calendar whose permissions you want to change. The Edit Calendar window opens.
  2. Click the Permissions tab.
  3. Select the checkboxes for the permissions you want to set. You can change the permissions for all users (Everybody). You can change permissions for one or more individual users.
  4. (Optional) If you don't see listed the user to whom you want to give permissions, add the user to the list as follows:
    • Enter the user ID into the User text input box.
    • Click Add User.
    • Set the additional permissions you want to give this person, by selecting the appropriate checkboxes.
  5. (Optional) To remove an individual from the permissions list, do the following:
    • Select the Select checkbox next to the user ID you want to remove.
    • Click Delete Selected User.
    Note: You can't remove Everybody. You can only remove the permissions you give Everybody.
  6. (Optional) If you have given co-owner permissions to a user and now you want the user to have only some permissions, or none at all, you must remove the user from the co-owners list as follows:
    • Click the Owners tab.
    • Mark the owner you want to delete by selecting the checkbox next to the user ID.
    • Click Delete Owner.
    If you want this user to have some permissions, you must add the user to the User list in the Permissions tab.   
  7. Click OK when you have finished.

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Choosing a Time Zone

You can choose a time zone for your calendar when you create the calendar and when you edit an existing calendar. If you do not choose a time zone for your new calendar, a default time zone (as set in the Options tab) will be used when you view it.

To choose a time zones for a new calendar while you are creating it, do the following:

  1. From the Calendars tab, click the New Cal icon. The Edit Calendar window opens.
  2. Click the Time Zones tab. You see the three global areas listed at the top: North/South America, Europe/Africa, Asia/Pacific Rim.
  3. Click the global area for the time zone you want. For example, if you want to set the time zone to Pacific/Honolulu, but the North/South America list is being displayed, click Asia/Pacific Rim to see the list of Pacific time zones.
  4. Click the circle next to the name of the appropriate time zone for this calendar.
  5. Click OK when you are ready to create the calendar.

You can also set the time zone for an existing calendar by editing the calendar. However, it is important to note that even if you choose a time zone for a calendar, it will not be displayed in that time zone unless you enable the Settings option to do it as follows:

  1. From the Options tab, click Settings.
  2. In the Time Zones section, select the checkbox labeled "When displaying a single calendar use its time zone."
  3. Click Save Changes.

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Removing a Calendar

You can't delete calendars, but you can remove them from your calendars list. You can remove both subscribed-to calendars and calendars you have created, but you can't remove your default calendar. Since removed calendars are not deleted from the system, you can search for and subscribe to them again, including the ones you've created.

  1. From the Calendars tab, select the checkbox next to the name of one or more calendars.
  2. Click Remove Selected. The calendar or calendars are removed from your calendars list, thus unsubscribing you. If you want to put a calendar back into your calendars list, you must subscribe to it again. For instructions on how to subscribe, see Subscribing to a Calendar.

Only a calendar system administrator can delete calendars. Contact your administrator if there are calendars that must be deleted from the system.


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