Using e-Calendar
- How do I create a meeting?
- Select the New Meeting Icon
and fill in the necessary information for the meeting. - How do I view schedules other than my own?
Press Ctrl-O, type in the name of the person whose schedule you wish to view. If you need to find a person, press Ctrl-O and click on the magnifying glass. Enter search criteria.
- How do I handle appointments created by someone who is leaving UCR?
If someone, i.e. a secretary, is leaving, the best option is to rename the account to a "fake" id until the new person is hired. If the secretary is just changing departments within the University, you may want to see if the secretary would agree to renaming the account to a "fake" id and then creating a new account for the secretary. However, this would mean that any personal appointments would manually need to be "moved" from the old account to the new account. If you have any questions on this procedure, send e-mail to the e-Calendar@UCR administrator.
- How do I handle holidays?
University holidays are posted in e-Calendar@UCR as "all day events". They serve as a reminder to you of the official University holiday. However, it DOES NOT block off your day — you can still be scheduled. If you wish to block off your day so that you show as not available, you need to make an appointment for the entire day. Also, in meetings that are repeating and fall on a holiday, to show the meeting in your calendar select the 'Include Holidays' button.
- How do I delete a meeting?
To delete an agenda entry, select it with your mouse and choose Edit | Delete Meeting or press Delete (Mac: choose Edit | Cut Event or press Ctrl/Delete). If you have invited others to the event, the entry is deleted in their agendas also.
You cannot delete appointments that someone else added to your agenda (shown in blue). Only the owner (or his or her designate) can delete the appointment. If you don't plan to attend, double-click to view the entry, choose Reply and then I will not attend. The declined entry will still appear on your agenda (the default) unless you choose Tools | Options | Agenda and deselect Refused Meetings. With this option deselected, declined entries will not appear on your calendar; however, they are electronically present.
- How do I modify/delete a meeting I created when I'm not listed as an attendee?
Open your In-Tray, and under 'New Entries' and you will see the meeting listed — you can modify/delete the meeting from here.
- How do I change the refresh rate of my agenda?
The refresh rate is the frequency of the client accessing the calendar server for new entries. Your agenda is refreshed every 15 minutes unless you specify a different amount of time. You may choose View | Refresh All to manually refresh your agenda.
- How do I search in e-Calendar@UCR?
Choose Tools | Search Agenda.
- How do I stop the e-Calendar system from having notifications sent to me?
Choose Tools | Options | Scheduling | Receive Notification. Deselect "Allow others to notify you of new entries by email".
- How do I make the e-Calendar@UCR system automatically sign in for me?
Only Windows NT and 2000 allow you to use the auto sign-in feature. Because of issues with the operating systems, Windows 95 and 98 and ME do not support this function.
- How do I notify non-e-Calendar@UCR users of meetings I want them to attend?
You cannot actually schedule a non-e-Calendar@UCR user in a meeting. However, you can add any e-mail address to your distribution and notification lists, and notify any Internet user about new or modified agenda entries. You can also attach an ical/vcal file to the message.
- How do I search the address book?
Choose View | Set Filter, then perform your search. When finished, choose View | Remove Filter to turn it off.
- How do I stop declined calendar entries from displaying on my agenda?
Select Tools | Options | Agenda and deselect Refused Meetings. With this option deselected, declined entries will not appear on your calendar; however, they are electronically present.
- How do I stop others from "double-booking" me into meetings?
You can get double-booked if you do not give other e-Calendar@UCR users access to view your 'Busy Times' on all types of appointments.
By default, others may see your 'Busy Times' for Normal, Confidential and Personal appointments. This means that other users can only see your busy times — NO other information about the meeting is shown. For instance, if I look at your agenda and you have a meeting from 8:00-9:00, I see an appointment displaying 8:00-9:00 and no other information. However, when you look at your own agenda you see 8:00-9:00 plus the details.
We have found that many people have set No (Mac: None) viewing rights for Confidential and Personal appointments. With this option set, if someone else opens your agenda or does a group view, they do not see the busy times for any Confidential and Personal appointments (which means that your agenda appears to be free, even if you have Confidential and Personal appointments on it). A check for conflicts does not signal that there is a Confidential or Personal appointment on your agenda. Therefore, we suggest that you give 'Any unlisted person' access to see Busy Times for ALL types of appointments.
To verify your settings, choose Tools | Access Rights and click the Viewing tab. We suggest that you set up your access rights so that 'Any unlisted person' has Busy Times (Mac: Times Only) selected for Normal, Confidential and Personal appointments. If you choose to set no viewing rights, it is up to you to deal with scheduling conflicts.
- How do I print Monday-Friday only?
Choose File | Print | Options (Mac: choose File | Print Preview | Options.) Select either the weekly or monthly tab to modify the various settings for the printouts. You can either select or deselect to include Work days only for the printouts. The viewing and printing preferences are independent of each other.
- How do I do a Group View for people I don't have booking rights for?
In versions 9 and 10, the Group View allows you to view the schedules of people and resources for whom you do not have booking rights.
- How do I access the list of resources/people for whom I am a designate?
In versions 9 and 10, the Group View allows you to view the schedules of people and resources for whom you do not have booking rights.
- How do I find out who is the owner of a group?
Select Tools | Search Directory | Groups. Then click on the group for which you want to find more information. The group owner is displayed, along with the members of the group.
- How do I stop the In-Tray from automatically opening on start-up?
Choose: Tools | Options | General | Startup.
- How do I sign onto a resource to set access rights?
Launch e-Calendar@UCR. On the 'e-Calendar@UCR Sign-In' screen, in the "User Name" field type the resource name (e.g., r:CNCMeetingRoom). In the "Password" field type the password for the resource. In the "Server Name" field type calendar.ucr.edu. Click OK. Note: if your e-Calendar@UCR User Name is already listed in the "User Name" field, replace it with r:Resourcename. Note: you must type an r: before the resource name in order for e-Calendar@UCR to recognize it as a resource and not as a person. Once you sign on to the resource, choose Tools | Access Rights and set the appropriate rights.
- How do I schedule off-time on my supervisor's agenda?
First, schedule the vacation day on your calendar as usual. Then, click on the New Daily Note icon. Fill in the information about the note (e.g., Jane Doe is on vacation today) and in the People and Resources field, type the name of your supervisor and click the green checkmark. Click OK to add the note. Using the New Daily Note allows you to put a reminder on someone else's schedule without actually blocking off their time.
- How do I get a "fake" shared account on the calendar server?
Any requests for shared accounts must be approved by the CSS Calendar Support Team because each account requires a e-Calendar@UCR license. If the account will never be double-booked, we prefer to create a resource. However, we understand that there are situations where shared accounts are necessary.
- How do I restore my agenda if I accidentally delete appointments?
Once you have deleted an appointment, it cannot be recovered.
- How do I view my agenda from home?
Use the web version of e-Calendar@UCR at http://calendar.ucr.edu.
- How do I view the distribution list and responses of attendees?
Double-click on the event and select People/Resources (Mac: Participants) to display a list of all users and resources invited to that event. Their responses are indicated by the response icons.
- How do I access the list of resources/people for whom I am a designate?
Select File | Open as Designate | Agenda or press Ctrl-Alt-O (Mac: Shift-Cmd-O).
- How do I give someone designate rights?
- Choose Tools | Access Rights.
- Add the person you want to give designate rights to.
- Under Designate tab, click on Full Designate Rights.
- How do I add/remove someone from a pre-defined group?
Select the Group (people) icon, type in g:groupname (groupname=your predefined group), and click the green checkmark. The list of people/resources in this group appears — click OK. The group agenda displays all the users' agendas side-by-side (day view) plus the Combined column. To add or remove someone from the group agenda, click on the Group add/remove (people +-) button. Note: This does not alter your predefined group, just this agenda view. To schedule this group, double-click in the combined column and fill out the New Agenda Entry menu.
- How do I view entries I've moved to the "Entries You've Accepted" folder when they do not appear?
You may need to change your options so that you display a greater length of time in your In-Tray. The default is to show one month worth of information. Select Tools | Options | In-Tray. Then choose the amount of time you wish to display (e.g., show entries dated from today to the next 6 months).