Shared Calendar How-To's and Tips
- You will need GroupWise for Windows Client Version, 7.0.1 or better:
GroupWise 7.0 has problems distinguishing between shared calendars and shared folders. You should have client version 7.0.1 or better. To check this open the GroupWise client, click "Help" then "About GroupWise". If you have version 7.0 please call James at 2778 for an upgrade.
- Someone has to be the owner:
The calendar owner will create the calendar, share it with others, and should be aware that some of their GroupWise server space will be needed for the calendar appointments and attachments.
- Owner - create and share the calendar:
Right-click on your calendar and select "New Calendar", you may now type in the calendar name ie. "Li Departmental" and click anywhere to accept the new name. Right-click on this new calendar and select "Sharing...". Click the button "Shared with" and add the appropriate users. Give them all or individually appropriate access rights (at bottom). Click OK, and you'll be prompted to provide a message notifying the share users about the shared calendar.
Example of email notification message to those who you are sharing the calendar with:
Subject: LI Departmental Calendar
Message: Click the "Next" button to add the Library Departmental calendar to your Calendar folder. Use it to post your time out of the office or see when others are out. Post holidays and any other matters that department personnel should be aware of.
- What to do when you receive a shared calendar email notification:
Open the email notification, click "Next". Make sure the suggested location for this shared calendar is under your main calendar the folder list then click "Finish". Note: If the shared calendar location is not as described you need to have your GroupWise Client software updated.
- How to access the shared calendar:
In your folder list, click the "+" next to your main calendar to expand the selection, here you'll find the shared calendar.
- Creating a Posted Appointment:
Open the shared dept calendar and click the down arrow to the right of "New Appt", select "Posted Appointment". Optionally, right-click within the day of the new appointment and in the resultant menu select "New" then "Posted Appointment". Fill in all fields as necessary and click "Post".
- Creating a Recurring Posted Appointment:
Open the shared dept calendar and click the down arrow to the right of "New Appt", select "Posted Appointment". Optionally, right-click within the day of the new appointment and in the resultant menu select "New" then "Posted Appointment". Fill in all fields as necessary but before posting, click the calender icon in the "Start Date" field and click "Select Recurring...". Once the days are selected click "Post".
- Editing a Posted Appointment:
Double-click on the appointment or right-click and select "Open" then edit the existing information as required and "Post" again.
- Who posted that?:
Hover your mouse over an appointment, wait for information to pop-up. The "From:" line shows who posted the message.
- Printing a shared or sub-calendar:
The shared calendar is automatically placed within your main calendar, making it a sub-calendar. To print a sub-calendar without the other calendar's content, open the calendar that you're interested in printing, select File > Print calendar, select the Options tab and in the "Print items" area select "Selected folder".
- Saving a GroupWise calendar to an HTML file:
One feature of the GroupWise calendar printing options is to save the calendar as a web page. Once saved you can open the file in your favorite web browser for viewing and printing or upload the file to your web space for the world to see. Here's how to do that. Click "File" > "Print Calendar..." > select the "Options" tab > check the box "Print to an HTML file" and in the "Print items" area select "Selected folder". When you click "Print" you'll be prompted to name and save the file.
- Changing display view from Details to Calendar:
Sometimes when a calendar is opened it will display as a listing rather than as a calendar. The following two options can be used to change the view so the appointments are displayed as a calendar.
a) Toolbar "View" option (temporary):
While viewing the calendar contents, in the toolbar click "View", click "Display Settings, click "as Calendar"
b) Calendar Properties Display option (permanent):
Locate the calendar in your folder list and right-click on it, click "properties", click the "Display" tab, click the pull down list for "Setting Name" and select "Calendar Items", then click OK
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