4.2 Managing Your Calendar

4.2.1 Viewing Your Calendar

There are several different ways to view your GroupWise calendar, from a day view to a month view. Likewise, you can view your calendar and a proxy’s calendar at the same time.

All unaccepted items in your Calendar are italicized to help you easily identify which items you have not yet accepted.

Fonts cannot be changed or modified in the calendar view. However the text inside the appointment can be modified to other fonts, styles, and sizes.

Customizing Your Calendar Folder

The Calendar has several view options. The view that is displayed when you exit your Calendar displays when you open the Calendar folder again.

  1. Mac: Command+click the Calendar folder.

    Linux: Right-click the Calendar folder.

  2. Click Properties.

  3. On the Display tab, select or deselect display options as needed.

    Show Month Picker: Displays or hides the monthly calendars on the left of your main Calendar view. You can click a date on a monthly calendar to go to that date in your main calendar view.

    Show Calendar Toolbar: Displays or hides the Calendar toolbar that provides navigation buttons for viewing different dates.

    On Week View Show: Select the number of days to include in your Week view.

  4. Click OK.

Selecting Calendars to Display

GroupWise can display multiple calendars in the main GroupWise calendar. You can select to view your main GroupWise calendar, personal calendars, and shared calendars.

  1. In the Folder List, select the calendar check box next to the calendars you want to display in the Calendar view.

Viewing a Different Date in the Calendar

  1. If the displayed view has a Calendar toolbar, click Date chooser in Calendar icon, then click a date.

  2. Click Go to today icon to return to today’s date.

Going to a different date is not applicable in some views.

Viewing All Day Events in the Calendar

All day events are located at the top of the calendar in the All Day Events pane when you are in the Day or Week calendar view.

For information on how to change your calendar view to a Day or Week view, see Navigating in the Calendar.

Figure 4-1 All Day Events Pane

To hide the All Day Events pane:

  1. Mac: Control+click in the All Day Events pane.

    Linux: Right-click in the All Day Events pane.

  2. Deselect Autosize All Day Events Pane.

  3. Move your mouse cursor to the bottom line of the pane until Resize mouse cursordisplays.

  4. Drag the mouse cursor up to minimize the pane.

Navigating in the Calendar

Use the Calendar toolbar to navigate in your calendar:

Table 4-1 Calendar Toolbar Button Descriptions

Button

Description

Date chooser in Calendar

Select a date to view.

Go to today icon

Return to today’s date.

Move forward or backward days, months, or years icon

Move forward or back one day, one month, or one year, depending upon what the calendar display is set to.

Day view icon

See a day view.

Week view icon

See a week view.

Month view icon

See a month view.

Year view icon

See a year view.

Show appointments icon

Show or hide appointments (on views where this applies).

Show tasks icon

Show or hide tasks (on views where this applies).

Show reminder notes icon

Show or hide reminder notes (on views where this applies).

Show another day icon

Show another day in the week view.

Remove a day icon

Remove a day from the week view

Displaying Two Time Zones in the Calendar

You can display two different time zones in the calendar. In addition, you can quickly switch between the two time zones. This is helpful when you frequently travel between time zones, or when you need to schedule meetings across time zones.

  1. Mac: Control+click in your Calendar.

    Linux: Right-click in your Calendar.

  2. Click Additional Time Zone.

  3. Select Display Additional Time Zone.

  4. Type a label for the alternate time zone, such as London.

  5. Select the time zone from the alternate Time zone drop-down list.

  6. Type a label for your workstation time zone.

  7. From the workstation time zone drop-down list, select the time zone where your workstations located.

  8. Click OK.

To swap the two time zones, click Swap in the Alternate Time Zone window. By clicking Swap, you are also changing your machine’s time zone.

Working with Time and Date Differences

You can configure the Calendar to show the difference between two time zones and to calculate start and end dates based on a specified number of days.

Use Time Zone Difference to see the time zone in one locale based on the time zone in another. For example, if you are in New York, you can use Time Zone Difference to see the time in London.

You can calculate a starting or ending date based on a given date and a specified number of days. For example, you might have a deadline 90 days after a certain action. Date Difference lets you calculate the date the deadline will fall on.

Seeing Time Zones of Other Locales
  1. Click Tools > Time Difference.

  2. In the Time zone A box, select the time zone of the originating time zone.

  3. In the Time zone B box, select the time zone of the destination time zone.

  4. When you are finished, click Close.

Calculating a Start or End Date
  1. Click Tools > Date Difference.

  2. To calculate a start date when you know the end date, click the arrow buttons to move forward or backward one month or year at a time in the End Date group box, then click a date.

    or

    To calculate an end date when you know the start date, use the arrow buttons to move forward or backward one month or one year at a time in the Start Date group box, then click a date.

  3. Type a number in the Number of days different text box.

  4. Click Calculate Start Date, then view the calculated start date in the Start Date text box and calendar.

    or

    Click Calculate End Date, then view the calculated end date in the End Date text box and calendar.

Understanding the Calendar Item Icons

The icons that appear in your calendar give you additional information about items. For more information, see Identifying the Icons Appearing Next to Items.

Understanding Calendar Shading

Appointments on your calendar appear in different shades, depending on how the appointment is shown:

  • Free: The appointment displays as white.

  • Tentative: The appointment displays as gray with white and gray stripes on the side.

  • Busy: The appointment displays as gray.

  • Out of Office: The appointment displays as dark gray.

To change an appointment’s Show Appointment As status:

  1. Click Actions > Show Appointment As, then select Free, Tentative, Busy, or Out of Office.

Viewing Any Folder as a Calendar

This method of viewing your calendar is useful if you store all your appointments or other items for a specific project or client in one folder and want to see your schedule for that project only.

  1. Mac: Control+click a project folder in the Folder List.

    Linux: Right-click a project folder in the Folder List.

  2. Click Properties > Display.

  3. In the View by drop-down list, select Calendar to display all scheduled, accepted items that are saved in that folder display.

Opening a New Calendar View

You can open a new Calendar view in a separate window outside your Calendar folder.

  1. Click Window > New Calendar Window, then click a calendar view.

You can view the Calendar by day, week, week and month, month, and year.

4.2.2 Reading a Calendar Entry

  1. Click Calendar in the Folder List.

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

In all views except the Year view, you can rest your mouse pointer on most items and see information such as Subject, Time, Place, and To.

4.2.3 Creating a Personal Calendar

  1. Mac: Control+click the Calendar folder.

    Linux: Right-click the Calendar folder.

  2. Click New Calendar.

  3. Type a name for the new calendar.

  4. Select a color for the calendar by clicking the colored square.

4.2.4 Customizing a 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.

The following sections contain instructions for customizing the Calendar:

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. Mac: Click GroupWise > Preferences.

  2. Click Calendar > Work Schedule.

    Linux: Click Tools > Options.

  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 unselected.

  7. From the Time Zone drop-down menu, select your time zone.

  8. Click OK.

Changing the First Day of the Week in Your Calendar

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Calendar > General.

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

Highlighting Weekends

To highlight weekends and make weekends and weekdays easier to differentiate in your Calendar:

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Calendar > General.

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

Showing Week Numbers

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Calendar > General.

  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. To disable this feature so you are not automatically included, or to enable it if it has been disabled:

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Calendar > General.

  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 configured this way, GroupWise displays a field for entering an end date and another for entering an end time when you create a new appointment.

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Calendar > 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. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Calendar > General.

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

Changing a Calendar’s Color

  1. Mac: Control+click the Calendar folder.

    Linux: Right-click the Calendar folder.

  2. Click Properties > General.

  3. Select Color, then click the color box and select a color.

  4. Click OK.

4.2.5 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. Mac: Control+click the calendar to export.

    Linux: Right-click the calendar to export.

  2. Click Export.

  3. Type a filename for the item in the File name field.

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

  5. Click Save.

4.2.6 Importing a Calendar

You can import a calendar or calendar item (.ics file) sent to you as an e-mail attachment or saved from an Internet Calendar service. For more information about saving a calendar as a file, see Section 4.2.5, Exporting a Calendar.

  1. Save a calendar or calendar item to your hard disk.

  2. Mac: Control+click the Calendar folder.

    Linux: Right-click the Calendar folder.

  3. Click Import Calendar.

  4. Browse to the location where you saved the calendar file.

  5. Select the file, then click Open.

  6. (Conditional) If you want to rename the calendar, specify a name; otherwise, leave the name in the Name field as it is specified when you select the calendar.

  7. 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.

  8. Click OK.

The file is imported as a new personal calendar.