4.3 Managing Your Calendar

4.3.1 Reading a Calendar Entry

  1. In the Folder List, click Calendar.

  2. Double-click the item you want to read.

In all views except the Year view, you can mouse over most items and see more information such as Subject, Time, Place, and To.

4.3.2 Creating a Personal Calendar

  1. Click File > New > Calendar.

    The Manage Calendars dialog box

  2. Type a name for the new calendar.

  3. (Optional) Click Color. Select a color for the calendar by clicking the colored square. Click OK.

  4. Select what order you want your calendars to display in by selecting the calendar, then clicking Move Up or Move Down.

  5. Click OK.

4.3.3 Customizing a New Calendar

You can set several options to customize your Calendar view. For example, you can make it easier to see your work days by specifying the first day of the week and highlighting weekends.

Customizing Your Calendar Views for a New Calendar

Various GroupWise Calendar views can be selected to provide the look and feel that best suits your needs. For example, you can choose to remove the monthly calendars from the Week view or display the calendars with pages that resemble a planner.

The following sections provide examples of some of the ways you can customize your Calendar view. These sections do not provide information about all of the possible views, but they show you how to perform some common changes.

Changing a Calendar View

  1. Click Calendar on the Nav Bar.

  2. Right-click the view you want to change, then click Properties.

    The Calendar View Properties dialog box opens.

    The Calendar View Properties dialog box lets you change the view used to display your Day, Week, Month, Year, and Multi-User calendars.

  3. Select the name of the view you want to change, then click Edit.

    The Edit View dialog box opens.

  4. Click the down-arrow to open the View drop-down list.

    The View drop-down list contains a variety of available views.

  5. Select the view you want to use, then click OK to close the Edit View dialog box.

  6. Click OK to close the Calendar View Properties dialog box.

Removing the Month Calendar from the Week View

You might want to remove the month calendar from the Week view to allow more space for your weekly appointments to display.

  1. Click Calendar on the Nav Bar.

  2. Right-click Week, then click Properties.

    The Calendar View Properties dialog box opens.

  3. Select Week, then click Edit.

    The Edit View dialog box opens.

  4. Click the down-arrow to open the View drop-down list.

  5. Select Week—not Week (Default)—then click OK to close the Edit View dialog box.

  6. Click OK to close the Calendar View Properties dialog box.

    Now, when you view the weekly calendar, the month calendar does not display.

Adding Month Calendars to the Month View

By default, the Month view shows the current month’s appointments. To show the month calendars for the previous month and the next several months, change the Month view from Month (Default) to Month and Calendar.

  1. Click Calendar on the Nav Bar.

  2. Right-click Month, then click Properties.

    The Calendar View Properties dialog box opens.

  3. Select Month, then click Edit.

    The Edit View dialog box opens.

  4. Click the down-arrow to open the View drop-down list.

  5. Select Month and Calendar, then click OK to close the Edit View dialog box.

  6. Click OK to close the Calendar View Properties dialog box.

    Now, when you view the monthly calendar, as many month calendars display below the current month’s appointment calendar as can fit in your GroupWise window.

Adding Extended Navigation to the Calendar

By default, the Calendar opens with the Simple Navigation feature selected. Simple Navigation allows you to move forward or back one day, week, month, or year, depending on the selected calendar view, by clicking the forward or back button.

Figure 4-6 Simple Navigation Forward and Back Buttons

The Extended Navigation feature provides additional functionality by making it possible to move forward or back 1, 7, 31, or 365 days.

Figure 4-7 Extended Navigation Forward and Back Buttons

  1. Click Calendar on the Nav Bar.

  2. Right-click any view, then click Properties.

    The Calendar View Properties dialog box opens.

  3. Select Extended Navigation.

  4. Click OK to close the Calendar View Properties dialog box.

    Now, when you view the monthly calendar, as many month calendars display below the current month’s appointment calendar as can fit in your GroupWise window.

Saving a Calendar View

You can save a customized calendar view.

  1. Click Calendar on the Nav Bar.

  2. Customize your calendar views.

  3. Right-click any view, then click Properties.

    The Calendar View Properties dialog box opens.

  4. Select the view you want to save, then click New.

  5. Type the name of your custom view, select a view type, then click OK.

    The new view is added to the list of views.

Defining Your Work Schedule

Your work schedule shows others when you are available and affects how calendars display. By default, GroupWise assumes an 8:00 a.m. to 5:00 p.m. workday, Monday through Friday. If you have a different work schedule, you can set your schedule to display accurately.

  1. Click Tools > Options.

  2. Double-click Calendar, then click the Work Schedule tab.

  3. (Optional) If you are always available for appointments, click Set Always Available and skip the remaining steps.

  4. In the Start time field, specify the time when your day typically begins.

  5. In the End time field, specify the time when your day typically ends.

  6. Select the days when you work and leave your usual days off deselected.

  7. Confirm that the time zone shown is correct.

    If the time zone is incorrect, right-click the clock in your Windows notification area, select Adjust Date/Time, click the Time Zone tab, then select the correct time zone.

  8. Click OK.

Changing the First Day of the Week in Your Calendar

GroupWise checks the locale of your workstation’s operating system to determine the standard first day of the week for your locale. If you prefer, you can change the first day of the week to be a day other than the default.

  1. Click Tools > Options.

  2. Double-click Calendar, then click the General tab.

  3. Select a day in the Calendar Display Options group box, then click OK.

Highlighting Weekends

You can highlight weekends and make weekends and weekdays easier to differentiate in your Calendar.

  1. Click Tools > Options.

  2. Double-click Calendar, then click the General tab.

  3. Select the Highlight weekends check box, then click OK.

Showing Week Numbers

  1. Click Tools > Options.

  2. Double-click Calendar, then click the General tab.

  3. Select the Show week number check box, then click OK.

Setting Whether to Include Yourself on New Appointments

By default, GroupWise automatically includes your name in the To list when you create a new appointment. You can disable this feature so you are not automatically included, or to enable it if it has been disabled.

  1. Click Tools > Options.

  2. Double-click Calendar, then click the General tab.

  3. Select the Include myself on new appointments check box, then click OK.

Setting How to Display Appointment Length

When you configure how to display the length of new appointments, you can select whether to display the appointment length by duration or by an end date and time. You can also set the default length of appointments.

Displaying Appointment Length by Duration or by End Date and Time

By default, GroupWise displays appointment length by duration. That is, when you create an appointment, a field displays where you can enter an amount of time (such as 30 minutes or 2 hours) to indicate the length of the appointment.

If you prefer, you can specify an end date and time for each appointment. If you use this option, GroupWise displays a field for entering an end date and another for entering an end time when you create a new appointment.

  1. Click Tools > Options.

  2. Double-click Calendar, then click the General tab.

  3. Under Display appointment length using, select either Duration or End date and time, then click OK.

Setting the Default Appointment Length

By default, a new appointment is one hour long, although you can adjust the time when you create the appointment. For example, if most of the appointments you set up usually last 30 minutes, you can change the default to 30 minutes.

  1. Click Tools > Options.

  2. Double-click Calendar, then click the General tab.

  3. Specify the number of hours and minutes for the Default appointment length, then click OK.

Changing a Calendar’s Color

  1. In the Folder List, click the Calendar colored square.

  2. Select a color.

Changing the Background for Calendar Areas

You can change the background appearance for All Day Events, Appointments, Reminder Notes, and Tasks.

  1. Click Tools > Options.

  2. Double-click Calendar, then click the General tab.

  3. Under Line, Color Options, select if you want to display a background color for All-Day-Events, Appointments, Reminder Notes, and Tasks.

  4. If you selected to display a background color for any of the calendar items, select a color for each item.

    To use the default GroupWise 6.0 background colors, click GW60. To use the default GroupWise 6.5 background colors, click GW65. The GroupWise 6.5 and GroupWise 7 default background colors are the same.

  5. Select if you want to display separating lines for reminder notes and tasks.

  6. Click OK, then click Close.

4.3.4 Sending a Calendar

When you send a calendar, the calendar is sent as an Internet Calendar attachment to an email message. Internet Calendar attachments have the file extension of .ics.

  1. Right-click the calendar to export, then click Send.

  2. Select the time period.

    Select Entire calendar to send your entire calendar.

    or

    Select Previous to send part of your calendar. If you select Previous, you must specify a range of days to send.

  3. Select the level of detail:

    Busy Time Only: Sends only the busy information for the calendar, and no information about the calendar items.

    Busy Time and Subject: Sends the busy information as well as the subject of the appointment.

    Full Details: Sends the busy time and all the information associated with your calendar items.

  4. Select Include Private Items to include private items.

  5. Select Include Attachments to include attachments.

  6. Click OK.

    A new email message is generated with a .ics attachment.

  7. Specify who you want to send the message to, then click Send.

4.3.5 Exporting a Calendar

When you export a calendar, the calendar is exported as an Internet Calendar. Internet Calendar attachments have the file extension of .ics.

  1. Right-click the calendar to export, then click Export.

  2. Type a file name for the item in the File name field.

  3. To save the item in a different directory than is shown, browse to the new directory.

  4. Click Save.

4.3.6 Importing a Calendar

You can import a calendar that has been saved as a .ics file. For information about saving a calendar as a file, see Section 4.3.5, Exporting a Calendar.

  1. Right-click the Calendar tab, or right-click the main calendar, then click Import Calendar.

  2. Specify the file name of the calendar you want to import, including the path to the file, or click Browse and locate the file.

  3. (Conditional) If you want to rename the calendar, specify a new name; otherwise, leave the existing name in the Name field.

    If the name specified for the new calendar is the same as a calendar you already have, the new calendar is added into the existing calendar.

  4. If a description field is available for the calendar you are importing, type a description, then specify whether to replace or add to the existing contents.

  5. Click OK.