Connections Calendar View Tab

Home and Logout

  • To return to today's date for your default calendar in the default view, click the Today Is: link, located below the month calendar in the upper right corner.
  • To exit from the Calendar application, click the Exit link located at the top right side of the Calendar window. This will end your Calendar session. You will need to click the Calendar icon from the system toolbar or links to Calendar in channels or applications to work in Calendar again.

Working with Events

Editing an Existing Event

To edit an event use the following procedure:

  1. Click the event you want to edit from any of the views. The Edit event window opens. Make changes anywhere in the Edit and Reminders tabs. For instructions on how to fill in this form, see Creating a New Event.
  2. If you can see only the Summary and Reminders tabs for this event, then you are working either:
    • In one of your own calendars, but you did not create this event.
    • In a subscribed-to calendar, and you do not have Modify permission for this calendar, or you are not an owner.
    In either case, you can not edit the calendar. For instructions on deleting, see Deleting an Event or Deleting a Task.
  3. Click OK. This causes your changes to take effect and closes the window.

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Creating a New Event

To place an event on one or more calendars, perform the following steps:

  1. Click the New Event icon from the View tab, or from one of the other views. The Edit Event window opens.
  2. (Optional) Click the Calendar pull-down menu (located at the top right) to reveal a list of other calendars you can designate as the organizer (owner) of this event. The calendar showing in the pull-down menu will be the organizer of the event. In addition, the selection you make here in the Calendar pull-down menu will be reflected in the Current Calendar pull-down menu on the View tab. That is, the calendar you select will be displayed in your main view after you finish creating this event.
  3. (Optional) Click the name of any calendar in the list to designate it as this event's organizer (owner). This event will be placed on the new calendar instead of the one currently being displayed in your main view.
  4. Enter a name for the event in the Event Title text input box. The title identifies the event in your calendar. If you leave the title blank, the words Untitled Event will appear on your calendar as the default title.
  5. Enter the date for the event in the Date input box. You can use the Jump To icon located to the right of the Date input box to help you locate an appropriate date. For instructions, see Using the Jump To icon. If you are inviting others to the event, you can wait until you have added all the attendees, and checked their availability, before finalizing the time and date. See Step 14 for instructions on how to check availability.
  6. Enter the start time and duration for the event in the Time input box, or select the All Day checkbox. The system changes the start time to be 12:00 am and the duration to be 23 hours 59 minutes. (For a 24-hour clock, the time would be 00:00.)
  7. Select the All Day checkbox if you want to create an all-day event, such as a birthday, holiday or vacation day. All-day events don't create conflicts with timed events for that day because they are not used to calculate availability. If you want this all-day event to be used in calculating conflicts and availability, do not select the All Day checkbox. Instead, just use a large time range for the event, such as 8:00 am to 6:00 pm.
  8. (Optional) Click the Repeat checkbox if you want the event to repeat. The Recurrence window opens. Use this method to schedule an event that spans more than one day, or one that occurs on a regular basis. When you have set the desired repeats, click OK to close the window. For instructions on recurrence, see Scheduling Repeating Events and Tasks.
  9. (Optional) Add location information in the Location input box.
  10. (Optional) Enter the event description in the Description input box.
  11. (Optional) If you want to invite others to this event, enter the attendees individually in the input box, or use the Quick Invite list. To use the input box, do the following:
    • Enter a user ID, a calendar ID, or an e-mail address in the User input box. You can enter more than one at a time by separating them with semi-colons.
    • Click Search if you don't know the exact user ID, calendar ID, or e-mail address. For instructions on using the User Search tool, see Searching for Users.
    • Click Invite. Repeat Step 1 and Step 2 until you have constructed the entire list of attendees.
    To use Quick Invite, do the following:
    • Click the Quick Invite pull-down menu to reveal a list of calendars and sets.
    • Click the calendar or set you want to invite. If you choose a set, all members of the set are added to your attendee list. For users with both an Invite list and an Inform list, the attendees will be added to the Invite list only.
    Note: While all members of the set are invited to the event, the event itself is added only to the first calendar listed in the drop-down box on the Calendars tab.
    For more instructions on how to invite, see Inviting Attendees.
  12. (Optional) Click the Reminders tab to set a reminder for yourself as follows:
    • Select the Remind checkbox.
    • Enter one or more e-mail addresses separated by either a comma (,) or a semi-colon (;).
    • Choose either a relative or an absolute reminder by clicking the appropriate circle, and then setting the time to send the reminder.
    • (Optional) Enter a message for the reminder e-mail into the Message input box.
    Note: The settings you make here will override the reminder settings found in the Options tab. If you do not set a reminder for this event, the reminder settings found in your Options tab will be used.
    For more detailed instructions, see Setting Reminders for Events and Tasks.   
  13. (Optional) Click the Availability tab to determine the best time to schedule your event by checking the attendee's calendars. For instructions on how to use the Availability tab to help you find an open time for all attendees, see Using the Availability Tab for Scheduling Events.
  14. (Optional) Click the Preview tab to see the event summary.
  15. Click OK to create the event. The Edit Event window closes and the event is added to the appropriate calendars. On the calendars, the Quick Delete icon, a red "X" inside a circle, appears next to the event title. Clicking this icon causes the event to be deleted after you verify the request. For further instructions on using the Quick Delete icon, see Deleting an Event.

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Viewing an Event

To view an event use the following procedure:

  1. In any calendar, click the event title you want to view.
    • If you are working in your own calendar, and you created the event, the Edit Event window opens. Otherwise, the Event Summary window opens with only the Summary and Reminders tabs available.
    • If you are working in a subscribed-to calendar, you can only see the details of the event if you have Read permission or are an owner.
  2. If you see the Edit Event window, click the Preview tab to get the summary information.

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Deleting an Event

There are three ways to delete an event:

Deleting directly from the Main View (using the Quick Delete icon)

  1. Click the icon that looks like a red "X" inside a circle (found next to the event title). One of two message boxes opens:
    • For a non-repeating event, the message box asks you to verify that you want to delete the event.
    • For a repeating event, the message box warns you that this is a repeating event, and gives you the choice of removing just this event, or this event and all future occurrences of this event.
  2. Reply to the message as appropriate.
  3. To cancel deletion, click Cancel.

When you are viewing a group calendar, the Quick Delete icon only appears in Comparison view.

Deleting from the Edit Event window

  1. In your calendar, click the title of the event you want to delete. The Edit Event window opens if you are the organizer. The Event Summary window opens if you are not the organizer.
  2. Click Delete. One of two message boxes opens:
    • For a non-repeating event, the message box asks you to verify that you want to delete the event.
    • For a repeating event, the message box warns you that this is a repeating event, and gives you the choice of removing just this event, or this event and all future occurrences of this event.
  3. Reply to the message as appropriate.
  4. To cancel deletion, click Cancel.

Deleting from the Invitations List

If you have not already replied to the event, there will be an Invitations link in the Actions Items box. If there is no link, you will have to delete the event from the calendar, as outlined above.

  1. From the View tab, click Invitations in the Action Items box. The Invitations List window opens.
  2. To delete the event you have two alternatives:
    • Delete the event directly from the list
    • View the event first by clicking the title and then delete it from the event window

To delete the event directly from the Invitations List

Click the Delete checkbox to the right of the event.

Caution: In the Invitations List, repeating events are shown only once. If you select Delete for a repeating meeting, all instances of the event are deleted without a message warning you that it was a repeating event.

You can delete more than one event at a time by selecting multiple checkboxes. You can even delete all events in the list at one time by selecting the Delete All checkbox at the bottom of the list. Unfortunately, if you change your mind, you can't undelete all by selecting the Delete All checkbox again. You have to deselect them one at a time.

The event is then removed from the Invitations List and from your calendar. The Invitations List window closes and the Invitations count is decremented by one.

To view the event first before deleting it

  1. Click the event title. The Edit event window opens.
  2. Click Delete. One of two windows opens:
    • If there is only a single instance of this event, a window opens asking you to confirm deleting it.
    • If this is a repeating event, the Repeating Selection window opens, warning you that this is a repeating event, and offering you the choice of deleting this one only, or this and future ones (all future occurrences of this event).
  3. Reply as appropriate. To cancel deletion, click Cancel.
  4. Click Save and Close. The Invitations List window closes, the event is removed from the Invitations List, and the count next to the Invitations List is decremented by one.

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Replying to an Invitation

When someone invites you to an event, the event is placed on your calendar and an invitation is placed on your Invitations List. You can reply to an invitation directly from the calendar or from the Invitations List.

To Reply from the Calendar

  1. Click the event title you are replying to. The Event Summary window opens.
  2. Click the Reply box to reveal your three reply choices: I will attend, I will NOT attend, and I will confirm later.
  3. Click your reply choice.
  4. (Optional) Set a reminder for this event in the Reminders tab. For instructions on setting reminders, see Setting Reminders for Events and Tasks.
  5. Click OK to close the Event Summary window. Your reply status will be updated on the organizer and attendee calendars.

Note: Once you click OK, you can't go back to the undecided status. From then on you can only switch between attending, and not attending.

To Reply from the Invitations List

From the View tab, you click the Invitations in the Action Items box. The Invitations List window opens. If no invitations require your reply, you see No Invitations in the Actions Items box. Otherwise, you have two alternatives to reply to an invitation:

To reply directly from the Invitations list

  1. Check your reply in the Invitations List window.
    • To accept, click the circle in the first column, where the heading is a plus sign (+).
    • To decline, click the circle in the second column, where the heading is a minus sign (-).
    • If you have not made up your mind, leave the mark in the circle in the third column, where the heading is a question mark (?).
    For recurring events, your response here will be applied to all occurrences.
  2. If there are multiple invitations, you can choose to reply to all of them at once using the check boxes found at the bottom of the list, labeled + All, - All, and ? All.
  3. Click Save and Close. The Invitations List window closes. When you accept or decline an invitation, the event is removed from the Invitations List and your reply will be reflected in all attendees' calendars.

To view the event and reply

  1. Click the event title you are replying to. The Event Summary window opens.
  2. Click the Reply box to reveal your three reply choices:
    • I will attend
    • I will NOT attend
    • I will confirm later
    If this is one date in a series of repeating events, your reply will only be valid for this particular date.   
  3. Click your reply choice.
  4. (Optional) Set a reminder for this event in the Reminders tab. For instructions on setting reminders, see Setting Reminders for Events and Tasks.
  5. Click OK to close the Event Summary window.
  6. Click Save and Close to close the Invitations List window.

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Inviting Attendees

You can invite people to your event in three ways:

Note: If your system has been configured to differentiate between inviting and informing attendees, you will see both an Invite and an Inform button in the Edit Event window. For instructions for this configuration, see If You Have Both an Invite and Inform Button.

Entering attendees in the input box

  1. Make an entry in the User text input box. The User entry can take one of the following forms:
    • Calendar ID - If you know the specific calendar ID onto which you want to schedule an event or task, enter it exactly. For example, if you know that you want to enter an event onto the football team calendar created by John Doe (jdoe) and you know that the calendar ID is jdoe:eagles, then you can enter jdoe:eagles directly. You can also enter a resource's calendar ID. Resources are things like meeting rooms or equipment that must be checked out. Each room or item has an associated calendar. To reserve the room or check out the equipment, you must "invite" the resource to the event.
    • User ID - If you want to put an event on the default calendar for this user, enter the user ID. For example, if you want to send an event invitation to John Doe's default calendar, enter jdoe.
    • E-mail address - Enter the e-mail address of someone in the calendar system. Depending on how your system is configured, the system will either fill the calendar ID in the attendee list, or put a mailto: entry in the attendee list.
  2. Click Invite. The calendar ID or an e-mail address appears in the attendee list. If the calendar ID you entered is invalid, you will get an error. If you do not have Invite permission for this calendar, or the calendar has never been activated, you will see a mailto: entry with the person's e-mail address instead of the calendar ID.
  3. If you make a mistake and want to remove someone from the invite list, select the name and then click Remove.
  4. Repeat the first two steps until you have finished inviting.
  5. (Optional) Click the Availability tab to see what times your list of attendees have open. This can help you determine the best time and date to schedule your event. Adjust the time and date for your meeting as needed.

Using the User Search tool

You can add calendar IDs directly to your attendee list from the User Search window as follows:

  1. Click Search. The User Search window opens.
  2. Enter a first name, last name, or user ID for a person or user group. For resources, enter the common name. You can use a fragment of the resource name or the person's name. For instructions on how to use User Search, see Searching for Users.
  3. Click Search. The list of search results displays.
  4. Select the checkbox next to the name or names you want in your list.
  5. (Optional) Click Apply to save these names and continue searching. The names you checked are added to an Already Selected Users list and the window stays open. If you change your mind, you can deselect users by selecting the checkbox next to a name in the list.
  6. (Optional) Repeat steps 3 and 4 to search for other users.
  7. Click OK when you are finished selecting users. The User Search window closes and the calendar IDs from your Already Selected Users list are added to your attendees list.

Entering attendees using the Quick Invite feature

You can add calendar IDs directly to your attendee list using the Quick Invite feature as follows:

  1. Click the Quick Invite pull-down menu to reveal the list of calendars and sets you can invite. The system uses the Calendars list from the Calendars tab to create the list of calendars you see in the Quick Invite pull-down menu. You can also select one of your calendar set names from the Quick Invite list (sets listed in your Sets list on the Calendar Sets tab). Members of the set will be populated into your attendee list.
  2. Click the individual calendar or set you want to add. If you choose a set, it will be expanded and the calendar IDs for all set members for which you have at least Availability and Invite permission will be added to your attendees list.
    Use the following procedure to search for users:
    • From the Edit Event window, click Search (next to the Invite button). The User Search window opens.
    • Enter the user ID, user group ID, or common name of the person you wish to invite.
      • If you want to find a resource, such as a conference room or a piece of equipment, enter its common name, or a fragment of the name.
      • If you are not sure of the spelling of a person's name, you can enter a fragment. For example, if you are looking for Jack Stephensen, but you aren't sure of the spelling, you could just enter steph. The search results will list all names containing that string of letters. If you enter fewer than three letters, the search results could be incomplete. If there are too many search results, the list will be truncated (incomplete).
    Note: User groups are not the same as the calendar sets you create in Calendar. Only your calendar system administrator can create user groups.
  3. Click Search.
  4. Select the checkbox next to the name of the person, user group, or resource you were looking for. It is possible to get multiple results from your search, especially if you only use a fragment. But even if there is only one result, you must select the checkbox to have it added to your attendee list. If you choose a user group, the group will be expanded so that the individual members appear on the attendee list.
  5. (Optional) Click Apply if you wish to keep the User Search window open and perform additional searches. All of the names you checked off are added to the Already Selected Users list (found below the Search Results list). You can then perform additional searches. All the names you check off in each search will be added to the list.
  6. (Optional) Deselect users by selecting the checkboxes next to their names in the Already Selected Users list.
  7. Click OK when you have finished searching for users. The User Search window closes and the names you have selected appear on the attendee list in the Edit Event window.

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Using the Availability Tab for Scheduling Events

The Availability tab allows you to compare the calendars of all the attendees for whom there is a calendar ID in your attendee list. That is, the calendars of people you invite with only a mailto: will not show up here. All calendars are displayed in free-busy format. To find the best time and date to schedule your event, use the following procedure:

  1. Find the free time available for all attendees. Any time period that is free for all attendee calendars is marked with an icon (a plus sign inside a circle) located above the free time period.
  2. Click the free time icon (a plus sign inside a circle), if any are available. When you click the icon, the time is automatically adjusted in the time input box.
  3. (Optional) Enter the time directly into the Time input box. You may find it necessary to chose a time that conflicts with one or more of the attendees' calendars. Since no free time icon exists for a time that conflicts, you have to enter the time directly into the input box.
    The range of times displayed for the attendees' calendars reflects your Options tab setting for the Day option (Day starts at and Day ends at). If you want to schedule an event at a time before or after these times, you can enter the time directly into the time input box.
  4. (Optional) Check another date if you can't find an appropriate time for this date. To check another date, change the date in the Date input box. There are three ways to change the date:
    • You can click the arrow icons to the left of the date input box. Each click moves the date forward (right arrow at the bottom) or backward (left arrow at the top) one day.
    • You can click the Jump To icon to the right of the date input box. Use this to move more than a day forward or backward. For instructions on using Jump To, see Using the Jump To icon.
    • You can enter the date directly into the date input box. To have the calendars adjusted to this date, click Show Availability.
    The first two ways cause both the date input box and the calendars to be adjusted to the new date automatically. Continue checking dates and times until you have found a time that suits you.
  5. (Optional) Click the Preview tab to see a summary of all the event details. If you have forgotten some part, click the appropriate tab and add the missing details.
  6. When you are ready to create the event, click OK. The event is scheduled on the attendees calendars and the Edit Event window closes.

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Working with Tasks

To edit an existing task, you can access it directly from the calendar or from the Task List.

Editing a Task from the Calendar

  1. Click the task title in the calendar. The Edit Task window opens.
  2. Make any changes you want to the task. For instructions, see Creating a New Task.
  3. Click OK to save your changes and close the Edit Task window.

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Editing a Task from the Task List

  1. From the View tab, click Tasks in the Actions Items box. The Edit Task window opens. If there are no unfinished tasks in the Actions Items box, you will see No Tasks.
  2. Make any changes you want to the task. For instructions, see Creating a New Task.
  3. Click OK to save your changes and close the Edit Task window.
  4. Click Save and Close to close the Task List window.

To Create a New Task

Complete the following procedure:

  1. Click the New Task icon from the View tab. The Edit Task window opens.
  2. (Optional) Click the Calendar pull-down menu to add this task to a different calendar. You can choose to add this task to any calendar you own, or any of the calendars to which you are subscribed as long as you have Modify permission or are a co-owner of the calendar. The system prequalifies the calendars listed in the pull-down menu. If the calendar appears in this list, you have adequate permission to use it.
  3. (Optional) Choose a calendar from the pull-down menu by clicking it. The task is placed on this calendar, not the one currently being displayed.
  4. Enter a name for the task in the Task Title text input box. The title identifies the task in your calendar. If you leave it blank, the words Untitled Task will appear on your calendar to identify it.
  5. Enter a Due Date, or select the Not Due checkbox. If the task does not have a due date associated with it, select the Not Due checkbox. These tasks appear on your calendar under the heading: Other Tasks and only appear in the Overview and Day view. These tasks appear on your calendar until completed. You can use the Jump To icon, located between Due Date and Not Due, to move to a specific date. For instructions on use of Jump To, see Using the Jump To icon.
  6. Enter a Time in the input box, or select the No Time checkbox.
    • If you are on 12-hour mode (you see an am/pm pull-down menu next to the time input field), do not enter time in 24-hour notation. You can change the mode you use by setting the Time option in the Options tab.
    • Select the No Time checkbox if you do not want a specific due time for this task. Tasks without a time display on the due date under the heading: Due Today. If you have set a due date for this task, selecting the No Time checkbox gives a due time of midnight on the due date (one second before midnight to be exact).
  7. (Optional) Enter a location for the task.
  8. (Optional) Enter a description of the task.
  9. (Optional) Click the Repeat button or Change Pattern link if you want the event to repeat. Use this method to schedule a task that spans more than one day, or one that occurs on a regular basis.
    Caution: Do not use this feature for Not Due tasks. Not Due tasks appear daily anyway. If you make a Not Due task repeat, you will cause the system to generate the system-maximum number of copies of this task, and all will appear on your calendar daily.
    The Recurrence window opens. When you have set the desired repeats, click OK to close the window. For instructions on recurrence, see Scheduling Repeating Events and Tasks.
  10. (Optional) Click the Reminders tab to set an e-mail reminder for the task. The settings you make here will override the reminder settings found in the Options tab. If you do not set a reminder for this task, the reminder settings found in your Options tab will be used.
  11. If you want to set a reminder for this task, complete these steps:
    • Select the Remind checkbox.
    • Enter one or more e-mail addresses separated by either a comma (,) or a semi-colon (;).
    • Choose either a relative or an absolute reminder by clicking the appropriate circle, and then setting the time to send the reminder.
    • (Optional) Enter a message for the reminder e-mail in the Message input box. For more detailed instructions, see Setting Reminders for Events and Tasks.
  12. (Optional) Click the Preview tab to get a simple view of all the task details.
  13. Click OK to create the task. The Edit Task window closes and the task is placed on the calendar. On the calendar an icon, a red "X" inside a circle, appears next to the task title on your calendar. This is the Quick Delete icon. For instructions on using the Quick Delete icon, see Deleting a Task.

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Viewing Tasks

To view a task, you can access it from your calendar directly, or from the Tasks List. In your calendar, the Overview and Day view allow you to see all tasks due on the current date, including completed tasks, as well as all overdue tasks, and tasks with no due date. In the Week and Month views, you do not see overdue or completed tasks, only the tasks that are due for each day. You do not see tasks at all in the Comparison view.

Viewing a task from your calendar

Make sure you are in the appropriate view to see your tasks.

  1. Click the title of the task you want to view. The Edit Task window opens.
  2. (Optional) Click the Preview tab. All the task information is displayed in condensed form.

Viewing a task from the Task List

  1. From the View tab, click Tasks in the Actions Items box. The Task List window opens. If there are no tasks, you see No Tasks in the Action Items box.
  2. Click the title of the task you want to view. The Edit Task window opens.
  3. (Optional) Click the Preview tab. All the task information is displayed in condensed form.

Deleting a Task

Deleting a task removes it from your Task List. This is not the same as marking a task complete. See Marking a Task Complete. There are three methods for deleting tasks:

  • Delete it directly from the calendar (using the Quick Delete icon)
  • Delete it from the calendar (within the task window)
  • Delete it from the Tasks List

Deleting directly from the Calendar (using the Quick Delete icon)

  1. Click the icon, a red "X" inside a circle, next to the task title. One of two message boxes opens:
    • For a non-repeating task, the message box asks you to verify that you want to delete the task.
    • For a repeating task, the message box warns you that this is a repeating task, and gives you the choice of removing just this task, or this task and all future occurrences of this task.
  2. Reply to the message as appropriate. To cancel deletion, click Cancel.

Deleting from the Calendar (within the Task window)

  1. In your calendar, click the title of the task you want to delete. The Edit Task window opens if you are the organizer. The Task Summary window opens if you are not the organizer.
  2. Click Delete. One of two message boxes opens:
    • For a non-repeating task, the message box asks you to verify that you want to delete the task.
    • For a repeating task, the message box warns you that this is a repeating task, and gives you the choice of removing just this task, or this task and all future occurrences of this task.
  3. Reply to the message as appropriate.
  4. To cancel deletion, click Cancel.

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Deleting from the Tasks List

  1. From the View tab, click Tasks in the Action Items box. If there are no unfinished tasks, you will see No Tasks in the Action Items box. In that case, remove the task from the calendar as outlined above.
  2. The Task List window opens. To delete the task you have two alternatives:
    • Delete the task directly from the list
    • View the task first by clicking the title and then deleting it from the task window.

To delete the task directly from the Task List

  1. Select the Delete checkbox to the right of the task. In the Task List, all occurrences of a repeating task are listed separately. If you mark one of the occurrences for deletion, you are not asked about deleting the other occurrences; you only delete the one task.
  2. You can delete more than one task at a time by clicking multiple checkboxes. You can even delete all tasks in the list at one time by selecting the Select All checkbox at the bottom of the list.
  3. Click Save and Close. The task is removed from the Task List and from your calendar. The Task List window closes.

To view the task first before deleting it

  1. Click the task title. The Edit Task window opens.
  2. Click Delete. One of two windows opens:
    • If there is only a single instance of this task, a window opens asking you to confirm deleting it.
    • If this is a repeating task, the Repeating Selection window opens, warning you that this is a repeating task, and offering you the choice of deleting this one only, or this and future ones (all future occurrences of this task).
  3. Click OK.
  4. The task is removed from your calendar and the Task List, and the Edit Task window closes.

Completing Tasks

You can mark a task complete from the Task List, or from the Edit Task window. Marking a task complete does not delete it from your calendar, nor does it remove it from the Task List. Only deleting a task removes it from the Task List.

From the Task List

  1. From View tab, click Tasks in the Action Items box. The Task List window opens.
  2. Select the Done checkbox for all the tasks you want to mark complete. You can mark all the tasks on the list complete by selecting the Select All checkbox at the bottom of the list.
  3. Click Save and Close. The task now has a line through it, indicating it is completed.

From the Edit Task window

  1. Click the title of a task in your calendar. The Edit Task window opens.
  2. Select Status Complete. The Status Complete checkbox is located at the bottom of the window. Scroll down to see it.
  3. Click OK to close the Edit Task window. The task now has a line through it, indicating it is completed.

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Searching, Scheduling, and Automation

Searching for Events and Tasks

  1. From the View tab, click the Search icon (magnifying glass). The Search window opens.
  2. Enter the characters you want to match. The search is not case sensitive and will return all events and tasks in which the characters occur. You can type fragments of words, but the more exact your entry is, the fewer results you will have to look through to find the event or task you want. For example, if you enter Mike's birthday, you probably will get fewer search results than if you only enter a fragment such as M.
  3. Click Search. A list of the events and tasks in which a match was found appears. If no match was found, the message No Match Found appears.
  4. Click the event or task you are interested in. For events, if you are the organizer of the event, the Edit Event window opens. Otherwise, the Event Summary window opens. For tasks, the Edit Task window opens.
  5. Click OK to close the event or task window. If the search brought up multiple results, you can look at each one by repeating steps 4 and 5.
  6. Click Close to close the Search window when you are finished.

Scheduling Repeating Events

You can schedule an event to repeat over time in a specific pattern. Once you have scheduled a repeating event, you can't change it to be non-repeating. You can only delete unwanted occurrences, or delete the whole event and start over.

To schedule a repeating event, complete the following procedure:

  1. In either the Edit Event or Edit Task window, select the Repeat checkbox, or click Change Repeat Pattern. The Recurrence window opens.
  2. Choose whether you want the event or task to occur daily, weekly, monthly, or yearly, and click the corresponding circle. The contents of the box on the right changes depending on which circle you clicked. The weekly contents display as the default. You can make settings in only one time period. The settings for the last time period you click are the settings that will be used for this event or task.
  3. In box on the right, click the repeat pattern you want. Each time period has different choices, as shown in the following table:

For example, if you are scheduling a weekly event, click either Every week, or Every (number) weeks. You enter the number of weeks in the text box.

If you want to schedule an event or task for the last day of every month, choose to have it repeat on the 31st day of every month. This will automatically be adjusted to occur on the last day of all months, no matter how many days they have. For example, February's event or task will be on the 28th (unless its leap year, when it will be the 29th). In March it will again be on the 31st, but in April it will be on the 30th, and so forth.

  1. (Optional) Choose an appropriate start date for your event by entering it directly into the text input box, or by using the Jump To icon. The date is pre-filled to the current date on the calendar being displayed in the View tab. If you do not want an event scheduled for the current day, be sure to specify the correct date to start these repeating events. The system will schedule an event or task for the start date, even if it doesn't match the pattern you just chose. Then the system will automatically set up events or tasks starting with the next date that matches your pattern. For instructions on using the Jump To, see Using the Jump To icon.
  2. Choose an end date using any of the following methods:
    • Choose a specific end date by entering it into the text input box or by using the Jump To icon.
    • Specify the number of instances to create. The maximum number of instances allowed per event or task is displayed in a text message at the bottom right of the window. If you try to specify a number greater than the maximum, the system prompts you to choose a smaller number. It will not allow you to specify a number that exceeds the maximum.
    • Click No End Date. For all options, the system will create only the maximum number of events or tasks allowed by the system configuration. All dates past that limit will be ignored.
  3. Click OK to return to the Edit Event or Edit Task window. Once you click OK, you can't make the event or task non-recurring, but you can change the repeat pattern.

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Setting Event or Task Reminders

To set a reminder for an event or task, complete the following procedure:

  1. Open the Edit Event or Edit Task window.
    • For an existing event or task, click the event or task title to open the Edit Event or Edit Task window.
    • For a new event or task, no action is required. The Edit Event or Edit Task window opens automatically when you click New Event or New Task.
  2. Click the Reminders tab on either the Edit Event or Edit Task window.
  3. Select the Remind checkbox and enter one or e-mail addresses to which to send the reminder. Enter multiple e-mail addresses by separating them with commas (,) or semi-colons (;). The settings you make here will override the reminder settings found in the Options tab. If you do not set a reminder for this event or task, the reminder settings found in your Options tab will be used.
  4. Click the appropriate option to select a relative or absolute reminder time and date.
    To enter a relative reminder that automatically adjusts if you change the time or date:
    • Enter the number of minutes, hours, or days before the event or task you want the reminder sent.
    • Click the box to reveal the time unit choices: minutes, hours, days.
    • Click one of the time unit choices to select it.
    To enter an absolute reminder that does not automatically adjust:
    • Enter a date in the left text input boxes.
    • Enter a time in the right text input boxes.
    • Click the box to reveal am or pm and select as appropriate.
  5. (Optional) Enter any text for the reminder in the Message input box.
  6. (Optional) Continue creating or editing the event or task.
  7. Click OK when you have finished creating or editing the event or task.

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Other Information

Changing Views of the Same Calendar

A calendar can be viewed in six different formats, called views. To change views, click one of the view names next to the View label, located at the top right side of the calendar.

The available views are:

  • Overview: Displays a day's calendar and the week ahead.
  • Day: Displays a day's calendar broken into time periods, such as hours.
  • Week: Displays seven days broken into time periods, such as hours.
  • Month: Displays a month's worth of week views.
  • Year: Displays a year's worth of miniature month calendars. (No events or tasks)
  • Comparison: Displays a day's calendar, like the day view, but with the time in columns, rather than rows. Each calendar gets its own row, which is good for comparing the schedules of calendars in a set.

Viewing a Different Calendar or Set

To view a different calendar or set, complete the following procedure:

  1. Click the Current Calendar pull-down menu near the top on the far right. The menu lists the individual calendars you have created or are currently subscribed to, and lists of calendar sets you have created. The individual calendars are listed first. The sets are listed last. You also can view any calendar you have created or are subscribed to by selecting it from the list on the Calendars tab. For instructions, see Viewing a Calendar.
  2. Select the calendar or set you want to view by clicking it. The selected calendar or calendar set replaces the one you were viewing. It displays in the same view you were just using. For example, if you were viewing your default calendar in the Overview and chose a set to view, the set would display in Overview, rather than Comparison or Day view.
  3. You also can view any calendar set you have created by selecting it from the list on the Calendar Sets tab.
    • For instructions, see Viewing a Calendar Set.
    • For instructions on how to subscribe to a calendar, see Subscribing to a Calendar. For instructions on how to create a calendar set, see Creating a Calendar Set.

Changing the Date on Your Calendar View

There are four ways to change the date displayed on your calendar view:

  • Clicking the left and right arrows on either side of the date heading. Depending on the view you are in, you will move forward or backward one day, week, or month.
  • Clicking a date in the miniature month calendar to the right of your calendar view. For more instructions on using this method to change dates, see Using the miniature month calendar.
  • Entering a date into the input field at the bottom of the miniature month calendar, and then clicking the Quick Jump icon next to it.
  • Clicking the Jump To icon from any of the Views. The Jump To window opens. Set the date and click OK. For more instructions on the Jump To, see Using the Jump To icon.

Printing a Calendar

To print a simplified version of your calendar view, use the following procedure:

  1. Click the Printable icon. A window opens with a simplified, printable version of the current calendar view.
  2. Click your browser's Print icon, or select Print from the File menu. The simplified calendar is printed. The window remains open.
  3. To close the window, select Close from the File menu.

Using the Miniature Month Calendar

There are two ways to use the Miniature Month Calendar to change the date being displayed for your calendar view as outlined below:

Clicking anywhere in the Miniature Month calendar

  • To change the date by clicking somewhere in the Miniature Month calendar, choose one or more of the following:
  • Change the month being viewed by clicking one of the arrow icons located on either side of the month name. Each click of the left arrow sets the month to one month earlier. Each click of the right arrow, sets the month to one month later.
  • Change the day or week being viewed by clicking the day number. The day currently being displayed in your calendar view is highlighted.
  • Return to today's date by clicking the date labeled Today is: at the bottom of the Miniature Month Calendar.

Note: Each time you click anywhere in the Miniature Month Calendar, the entire browser window is repainted on the screen. This is a time consuming process. If you are trying to view a date further than one month away, it will save you time to use the Jump To icon.

Enter the desired new date directly

To use the date input field at the bottom of the Miniature Month Calendar, do the following:

  1. Enter a new date in the input field.
  2. Click the Quick Jump icon (right pointing arrow inside a circle) to go to this date.

Using the Jump To Icon

You can use the Jump To icon to open a window that lets you enter or click to select a date that you want to view. To use the Jump To feature, do the following:

  1. Click the Jump To icon. The Jump To Date window opens.
  2. Enter the date you wish to view into the date input box or click the month and date from the Miniature Month calendar.
  3. Click OK. The date displayed in your calendar view changes to the new date you entered.

Clearing the Errors List

Sometimes errors occur when you try to schedule an event. If this happens, you can clear the errors by deleting the events that generated the errors, or by fixing mistakes in the events.

Note: It is important to understand that you are deleting the actual events from your calendar, not just from the Errors List. If you delete an event with attendees, it is also deleted from the calendars of all your attendees. You will have to reschedule (recreate) the event to put it back on all calendars.

  1. From the View tab, click Errors in the Action Items box.
    • If no errors exist, you see No Errors and an Errors List does not open.
    • If there are errors, the Errors List opens. The Errors List is actually a multi-columned table. The last column contains the error message. You may be able to fix the error if it was caused by something simple. For instance, you may have made a mistake entering a mailto: e-mail address. You can delete the events causing the errors directly from this window. Or, you can open the events individually and either delete them or try to fix them from the Edit Event window. Each method is described in the following sections.
  2. Click OK when you have finished processing the Errors List.

Deleting events from the Errors List window

To delete one, some, or all of the events in the Errors List do the following:

  1. Select the Delete checkbox next to the event you want to delete. You can select more than one of the events. If you want to delete all of the events listed in the Errors List, you can select the Delete All checkbox located at the top of the Delete column. These checkboxes act as toggles. That is, if you change your mind, you can deselect the events by clicking the checkbox again.
  2. When you are finished selecting the events to delete, click OK. You are asked to confirm the deletion of the events from your calendar (click OK).

Note: For recurring events, only instances with errors are deleted. However, the most likely possibility is that all instances will have the same error, so all will be deleted.

Deleting or fixing events from the Edit Event window

  1. Click the event title. The Edit Event window opens.
  2. Click Delete or fix the error.
    • If you can fix the error by reentering corrected information, you can do so here.
    • If you choose to delete the event, you are asked to confirm the deletion (click OK).
  3. Click OK. The Edit Event window closes.
  4. If there are more errors in the Errors List, keep processing them until there are no more errors.

If You Have Both an Invite and Inform button

Both Invite list and Inform list attendees have an event placed on their calendars. Invite list attendees have an Invitation placed in their Action Items list. Inform list attendees will not see an Invitation in the Action Items list and thus will not be able to reply. If your system is configured to have both an Invite and an Inform button in the Edit Event window, use the following instructions to create the two lists.

  1. Make an entry in the User text input box. The User entry can take one of the following forms:
    • Calendar ID - If you know the specific calendar ID onto which you want to schedule an event or task, enter it exactly. For example, if you know that you want to enter an event onto the football team calendar created by John Doe (jdoe) and you know that the calendar ID is jdoe:eagles, then you can enter it directly. You can enter a resource's calendar ID also. Resources are things like meeting rooms or equipment that must be checked out. Each room or item has an associated calendar. To reserve the room or check out the equipment, you must invite the resource to the event.
    • User ID - If you want to put an event on the default calendar for this user, enter the user ID. For example, if you want to send an event invitation to John Doe's default calendar, enter jdoe.
    • E-mail address - If your system is configured to do it, you can enter an e-mail address to put the corresponding calendar ID into your Invite or Inform list and the person will have the event scheduled to the calendar. If the system is not configured to do this, you will see a mailto: preceding the e-mail address in the Invite or Inform list. In this case, this event will not be automatically scheduled to the user's calendar. The user will get an e-mail notification only. If you enter mailto: before an e-mail address in the User input field, then the person receives only an e-mail notification. The event will not be automatically scheduled to the person's calendar. For example, you can enter mailto:jdoe@sesta.com.
    If you don't know any of these values, or you want to invite or inform a user group, use the Search button corresponding to the Invite or Inform button. For instructions on how to use the search feature, see Searching for users.   
  2. Click either Invite or Inform. The calendar ID or an e-mail address appears in the Invite list or Inform list. If you make a mistake and want to remove someone from either list, select the name and then click Remove.
  3. Repeat the first two steps until you have finished inviting and informing.

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