GroupWise 6.5 – Calendar

Week View

Multi User View

Month View

Day View

Accessing your Calendar

Many different “views” are available to access the information.  Click on the arrow next to the “Open Calendar” button to choose the view you would like.  Click the button itself to open the default view.

You can also access your calendar by pressing the calendar button in the folder list at the left side of your GroupWise screen.  This opens a window with options for Month, Day, Week, Year and Multi User views.  The Multi User view lets you see several people’s calendars all on one screen.

The GroupWise calendar has 3 main components.  Appointments, Notes and Tasks.  You can add entries to these 3 areas and others can send tentative entries to the areas.

Appointments:

Just what it sounds like.  This is where you keep track of your schedule.  You can give proxy access to your calendar so that no one can see your appointments or a few certain people can see them or everyone can see them.  You can also mark certain appointments as private so that no one can see them (even if you have given them general rights to see)

Notes:

Notes are date specific like an appointment, but do not have a time associated with it.  They act as reminders.  Cheryl is out of the office today.  Dan’s Birthday etc.

Tasks:

This is your To Do list.  These items are not tied to a specific day.  They have a start date and continue to show on your calendar until they are marked as “complete”.

Adding an appointment to your own calendar

You have two ways to add an appointment to your calendar

  1. While viewing the calendar
    1. Double click on the date and time you would like to schedule.
    2. Fill in the box that opens. 

                                                               i.      Subject will appear on your calendar

                                                             ii.      Place

                                                            iii.      Date – If you clicked on the wrong date, you can alter it here.  You can also schedule recurring appointments (see below)

                                                           iv.      Time – Click on the clock button to set the start time (green slide) and end time (red slide)

                                                             v.      Add any notes in the Message Area

    1. Click the Post button.  This enters it on your calendar
  1. Click on the arrow next to the “New Appointment” button
    1. Choose Personal Appointment
    2. Fill in the box as above

Scheduling Recurring appointments (weekly meetings etc)
When you have the appointment dialog box open (this is true for notes also) next to Start Date you will see a calendar button.  Click that button. Here you can use the arrows to move ahead or behind the current date shown to pick the date of the appointment OR you can choose the Auto Date button

        1. To schedule a recurring item by example

A.         You can schedule items this way for events that occur on the same day each week (for example, every Monday), the same day of each month (for example, the 15th and last day), or in a defined period of time (for example, every 14 days).

1.      In an appointment, task, or reminder note you are scheduling, click Actions > Auto-Date.

2.      Click the Example tab.

3.      In the Range group box, specify the starting date and ending date.

4.      Click the months you want this appointment scheduled.

5.      Choose “Days of the Week”, click the ordinal number across from the selected day of the week (for example, 2nd Tue).                                                                                                 

        2. To schedule a recurring item by dates

A.        In an appointment, task, or reminder note you are scheduling, click Actions, Auto-Date

B.         Click the days you want to schedule.

C.        To move to a different year, click the year button, type the new year, click OK.

D.        If you want to clear all the dates you have selected, click Reset.

E.         Click OK.

Scheduling a meeting with others

1.         Click on the Schedule New Appointment button

2.         Enter the names of those you want to invite to the meeting (use the GroupWise Address book)

3.         Fill in the meeting information as above.

4.         If you need to search for an available time for the meeting click on the Busy Search button.

You will see two tabs: Available Times and Individual Schedules.  The Available Times tab will give you a graphical picture of what times are available for all.  You can remove people from the graphic by unchecking their name.  The Individual Schedules tab shows a line for each persons schedule.  If you have rights to see specifics, you can click on a shaded square and see the details of the conflict.

When you find a time that works.  Click on it and choose OK.  This will enter the date and time into the message.  You can then add any details you would like and send the appointment.  Each person will get an e-mail message with the appointment request and a tentative appointment will be place on their calendar.  They will be asked to Accept or Decline the appointment.  If they choose accept the message moves from tentative to confirmed.  If they choose Decline the appointment is deleted from that persons calendar.

Monitoring Status

GroupWise can be set to notify you when an appointment is opened, accepted or deleted.  You will find these settings in the Tool, Options, Send Options menu.  If you have not set GroupWise up to do this you can still see the status of an appointment.  Open your sent items and find the appointment that you sent.  Right click and choose properties. This will give you all available information about who received them message and what the status is.

Tips

If you get an e-mail message that you would like to transform into an appointment, here is an easy way to do that. Open the message then click on Edit, Change to, Appointment.  You will need to edit the date and time to match the request.

Private appointments – To mark a message as private (even those with proxy rights see only that you are busy – not the details) With the appointment open, click on Actions, Mark Private.

You can also show appointments as Free, Tentative, Busy, or Out of Office.  To change the status of an appointment, right click the appointment and choose.  “Show as”