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.

Customizing Your Calendar Views When Viewing a Calendar

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. In the Nav Bar, click Calendar, then click the buttons on the Calendar toolbar to choose different views.

    Figure 4-1 Week View

    Calendar view showing the week view

    Figure 4-2 Calendar View

You can view the Calendar in various formats, including week, month, and year. To see another view, click a different button on the Calendar toolbar.

You can right-click any day in the Calendar to get more options. For example, you can see any day in an expanded view that displays in a separate window. You can also switch between Graphic Display and Text Display.

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.

If you want, you can close your folder list to leave more room for other views in the Main Window. Click View > Folders List to open or close the Folder List display.

Switching the Calendar View Between Graphic Display and Text Display

  1. Right-click the Appointments List > click Graphic Display to show lines in the box.

    or

    Right-click the Appointments List > click Text Display to remove existing lines.

This only applies to calendar views that have an Appointments List.

Selecting Calendars to Display

GroupWise has the ability to 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 Simple Folder List, in the Calendar view, select the calendar check box next to the calendars you want to display.

    To display the Simple Folder List, click the folder list drop-down arrow Folder List Drop-Down (above the Folder List; it is to the right of Online or Caching), then click Simple, Full, or Favorites.

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.

    or

    If the displayed view has no toolbar, click View > Go to Date, specify a date, then click OK.

  2. If the displayed view has a Calendar toolbar, click Go to today icon.

    or

    If the displayed view has no Calendar toolbar, click View > Go to Today.

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 4-3 All-Day-Events Pane

Navigating in the Calendar

Use the Calendar toolbar to navigate in your calendar.

Figure 4-4 Calendar Toolbar

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, weeks, months, or years icon

Move forward or back one day, one week, 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.
Multi-user view icon

See a Multi-User 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

Adds 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. Right-click in your Calendar and select Additional Time Zone.

  2. Select Display Additional Time Zone.

  3. Type a label for the additional time zone, such as London.

  4. Select the time zone from the additional Time zone drop-down list.

  5. Type a label for your workstation time zone.

  6. Select the time zone where your workstation is located from the workstation time zone drop-down list.

  7. Click OK.

To swap the two time zones, click Swap in the Additional 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.

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 Section 1.9, Identifying Icons Appearing Next to Items.

Understanding Calendar Shading

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

  • Busy. The appointment displays as gray.

  • Free. The appointment displays as white.

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

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

To change an appointment’s Show Appointment As status:

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

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. Click a project folder in the Folder List.

  2. Click View > Display Settings > As 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 > Calendar, then click a calendar view.

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

Other views are also available, such as Desk Calendar, Notebook, Day Projects, Day Planner, and Project Planner. These views open in a separate window and provide alternatives to viewing your current calendar. Options such as the Desk Calendar provide a creative view of your appointments and tasks and still provide the flexibility to add appointments and tasks as needed.

4.2.2 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.

4.2.3 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.

4.2.4 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 4-5 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 4-6 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 > Calendar, then click the Work Schedule tab.

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

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

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

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

  6. 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.

  7. Click OK.

Changing the First Day of the Week in Your Calendar

  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

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

  1. Click Tools > Options > Calendar, then click the General tab.

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

Showing Week Numbers

  1. Click Tools > Options > Calendar, then click the General tab.

  2. 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. Click Tools > Options > Calendar, then click the General tab.

  2. 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 > Calendar, then click the General tab.

  2. 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 > Calendar, then click the General tab.

  2. 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. Click Calendar > General.

  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.

4.2.5 Sending a Calendar

When you send a calendar, the calendar is sent as an Internet Calendar attachment to an e-mail 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.

  7. A new e-mail message is generated with a .ics attachment. Specify who you want to send the message to, then click Send.

4.2.6 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 filename 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.

4.2.7 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 4.2.6, Exporting a Calendar.

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

  2. Specify the filename 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.