Using the GroupWise Calendar

Opening Your Calendar

From the Folder List (on the left), click the Calendar option.



You can change the view from the icons labeled 1, 7, 31 and 365 (day, week, month, year). You can also choose whether to view tasks and reminders by selecting or deselecting them.



To move through your calendar quickly, use the forward and back buttons. They will advance you forward and back the selected number of days.



The calendar usually opens to the last day you had open. If it doesn't, check for appointments on the date it opens to see if any have not been acctepted yet. GroupWise attempts to remind you when you have an appointment that you have not opened by moving to the unopened appointment date.

Types of Appointments

• Posted Appointments
• A posted appointment is posted just to yourself - like a POST IT NOTE.
• It is a scheduled event on your calendar.
• You do not invite others to a posted appointment.
• Appointments
• Appointments involve more than one person.
• When you create an appointment you will receive a meeting notice. It is placed in your Mailbox and in the Appointments list in your Calendar as well as those of all invitees.
• You can Accept or Decline Appointments.
• Reminder Notes
• A Reminder Note is a reminder of an event on a specific day.
• You can add others to the note and they will see it on their calendar too.
• You can create a posted note that will show up on just your calendar
• Tasks
• A task is a to do item due on a specific date.
• Tasks have priorities that will place them higher or lower in the list.
• If a task is not completed on the day it's due, it will move forward to always appear on the current date until it is completed.
• You can add others to the task and they will see it on their calendar too.
• You can create a posted task that will show up on just your calendar

Creating a Posted Appointment

• Right-click the desired time for the appointment and choose New > Posted Appointment
• Enter the Subject - Place - verify the Start Date - Time & Duration and message.
• Click Post

Deleting A Posted Appointment

1. Note: Before you delete an appointment, you may want a hard copy of your calendar for April through October.
2. From a Daily or Weekly view, Right-click on the appointment & choose Delete
   
3. Groupwise will ask "This Instance" - "All Instances" or "Cancel" . Select 'All Instances'.
4. Create the recurring appointment at the desired time using the following instructions:

Creating an Appointment

• Right-click the desired time for the appointment and choose New > Appointment
• Enter the names of the invitees, the Place, verify the Start Date, Time & Duration, Subject and message.
• If you aren't sure whether the invitees are available, use the Busy Search
• Click the Busy? button to the right
• Click the Available Times tab to see conflicts and available times



• Click the 'Invite to Meeting'... button to add other invitees.
• If conflicts occur, Click the 'Auto-Select' button.
• On the Individual Schedules tab an "i" next to a person's name means you have proxy rights to that person's calendar.



• Click Send

Creating Recurring Calendar Entries

• Create an Appointment or Posted Appointment using the instructions above except:
• Click the Actions menu and choose Auto-Date...
• Use the Example or Formula tabs to schedule events that occur on the same day each week - the same day each month - or in a defined period of time (i.e. every 14 days).
• To use the Formula tab, you must follow precise wording conventions as set by GroupWise. For complete information on Formulas, go to the GroupWise Help menu > Index and type formulas.
• Click the Example tab.
• Set the Start and End date.
• Note: the End date is set one year into the future by default.
• Instead of an End date, you can also choose a number of occurences.
• Select Days of the Week, Days of the Month or Periodic
• If your appointment dates don't follow a pattern, click the Dates tab to click the dates
• Click OK
• If your appointment (such as a vacation or conference) will occur on consecutive days, you can just enter the number of days into the Duration, i.e. 14 days.
• Click Send



Example: Creating a Recurring Posted Appointment

1. From the Daily or Weekly calendar view, Point to the desired time slot and Double-click.
2. Input the Subject and Place fields
3. Verify the Start Date - Time - Duration - End date and End Time.
4. From the Top toolbar of the open appointment window, choose Actions - Auto-Date

Selecting the Meetings on the "Example" tab

• You will note there are 3 tabs on the Auto-Date window.
• If the meeting recurs weekly, the simplest method follows:
1. Select the tab named 'EXAMPLE'
2. Begin at the top fields: Note the 'RANGE' box, there is a Start date and an End date (end is set for ONE YEAR later by default.)
3. Change the end date to the desired time.
4. In the Months area, select the months to be affected by this appointment by clicking the desired months affected repeat this appointment.
5. Under the Days of the Week, if the appointment is always on Monday for example, click all the Monday choices, from 1st to Last.
6. You can view your selections from the Dates tab
7. Click 'OK' and Click 'Post'

Selecting the Meetings on the "Dates" tab

• If the meeting recurs somewhat irregularly, the simplest method follows:
1. Select the Dates tab.
2. Single-click each desired date.
3. Click 'OK' and Click 'Post'

Creating a Recurring Meeting with Others

1. From a Daily or Weekly view of your calendar, Right-click the desired date/time.
   • Note: If you are creating this appointment for another person, you will want to remove your own user ID from the To field. Using the mouse, point to your user ID. Right-click and choose 'Cut'.
2. Enter the following information using the Tab key to move to each field: To: - Place: - Time: - Duration: - Subject: and optional Message: -
• Now you need to set the recurring status
• From the Top toolbar of the open appointment window, choose Actions - Auto-Date

Selecting the Meetings on the "Example" tab

• You will note there are 3 tabs on the Auto-Date window.
• If the meeting recurs weekly, the simplest method follows:
1. Select the tab named 'EXAMPLE'
2. Start at the top fields. Note in the 'RANGE' box, -there is a Start date and an End date (end is set for ONE YEAR later by default.)
3. Change the end date to the desired time .
4. In the Months area, select the months to be affected by this appointment by clicking the desired months to repeat this appointment.
5. Under the Days of the Week, if the appointment is always on Monday, click all the Monday choices, from 1st to Last.
6. You can view your selections from the Dates tab
7. Click 'OK' and Click 'Send'

Selecting the Meetings on the "Dates" tab

• If the meeting recurs somewhat irregularly, the simplest method follows:
1. Select the Dates tab.
2. Single-click each desired date.
3. Click 'OK' and Click 'Send'

 

Editing Calendar Entries

Note:Only the originator of an appointment can revise a calendar entry.

Posted appointments

• Double Click on the appointment to open it then, revise it.
• Once you have completed revising, Click 'Post' and the calendar appointment is updated.

Regular appointments with other invitees

• Right-click the calendar appointment.
• From the menu, choose Resend.
• If the appointment recurs, you will need to select either this one appointment or all instances.
• Edit the appointment and click Send.
• From the Resend dialog box, click 'Yes' to 'Retract original item'.
• The original appointment will be replaced with the edited information.
• It will again, go in the recipient's mailbox to Accept or Decline the edited appointment.

Calendar Multi-User View

• To view multiple calendars at the same time, click the down arrow next to the little people button.



• To add people to your Multi-View calendar, click the drop down list and select Add or Remove Users...
• Enter the name(s) or browse using the address book button.
• You can re-order the names by highlighting them and clicking the up or down triangles at the bottom.
• Click OK
• You must have rights to a person's calendar for this to work.

Archiving Calendar Entries

• Manually Archive
• Right-click the appointment
• Choose Move to Archive
• The items will be removed from your active calendar and placed on your archived calendar.
• Automatically Archive
• Click Tools > Options.
• Double-click Environment and click the Cleanup tab.
• Change 'Appointment, task and reminder note' to 'Auto Archive' and set the number of days.
• Click 'OK' and 'Close'.