Group Calendaring and Task Management

Introduction

Creating appointments

  1. In the folder list, click  Calendar to display the calendar.
    • Click  Schedule New Appointment.
  2. The Appointment To: dialog box appears.
    • Enter or select attendees in the To field.
    • Enter the Place.
    • Enter the Start date.
    • Enter the start time.
    • Enter the Duration.
    • Enter the Subject.
    • If necessary, enter additional details in the message area.
  3. Click  Send.
    • The appointment is added to your calendar and a message is sent to invited attendees.

Using the Busy Search

The Busy Search feature allows you to check the availability of people that you would like to invite to a meeting. If you set a time which clashes with another appointment the Busy Search will indicate a clash.

  1. In the folder list, click  Calendar to display the calendar.
    • Click  Schedule New Appointment.
  2. The Appointment To: dialog box appears.
    • Enter the invitee’s address in the To: field.
    • Click  Busy Search.
  3. The Choose Appointment Time dialog box appears.
    • Select the Available Times tab to check the availability of the attendee.
    • Click and drag the highlighted box to a time that all attendees are available.
    • Click OK.
  4. In the Appointment To: dialog box.
    • Complete the details of the appointment.
    • Click  Send.
  5. All invited attendees receive an email inviting them to the meeting.

Creating a Task for another person

  1. In the folder list, click  Calendar to display the calendar.
    • Click  Create New Task.
  2. The Task To: dialog box appears.
    • Enter the name of the person who will perform the task into the To: field.
    • Enter the Start date.
    • Enter the Due on date.
    • Enter the Subject.
    • Enter the Priority.
    • Enter additional details in the message area as required.
    • Click  Send.
  3. The person assigned this task receives an email asking them to carry out the task. They can choose to accept or reject it.

Sending Reminder notes

  1. Click File | New | Reminder Note.
  2. The Reminder Note To: dialog box appears.
    • Complete the To and Subject fields.
    • Enter additional details in the message area as required.
    • Enter the Start date.
    • Click  Send.
  3. The recipient of the reminder receives an email reminding them of the task.

Monitoring Appointments, Tasks, and Notes

You can monitor responses to calendar items by regularly checking your Sent Items folder.

  1. Click  Sent Items folder.
  2. The contents of the Sent Items folder are displayed.
    • Right-click the  appointment item and choose Properties.
  3. The Appointment From: dialog box appears.
    • Check in the Action column whether the item has been Accepted, Declined or completed by the user/s.
    • Click  Close to close the item dialog box and return to the Sent Items folder.

Retracting Appointments, Tasks, and Notes

  1. Click  Sent Items folder.
  2. The contents of the Sent Items folder are displayed.
    • Select the message to be retracted.
    • Follow the decision table below:
If you want to... then... The item is...
retract an item click Retract. removed from all addressee/s mailboxes if it has not yet been read.
retract and delete click Retract and Delete. removed and deleted from all mailboxes if it has not yet been read.

 



Acting on Received Appointments ,Tasks, and Notes

Calendar items will show up as messages in your mailbox. They will have the following icons to indicate an Appointment, Task or Note.

Accepting an appointment

  1. Double-click the calendar item in your Mailbox.
  2. The <Calendar item> from dialog box appears.
    • Click  Accept.
  3. The item is added to your calendar and removed from the mailbox.

Declining an appointment

If you decline a calendar item you have the option to add a comment or explain why you have declined.

  1. Double-click the calendar item in your Mailbox.
  2. The Item dialog box appears.
    • Either click  Decline to close the Item dialog box and return to your Mailbox
    • Or click the drop-down arrow in the Decline button and select Decline with Options.
  3. The Decline with Options dialog box appears.
    • Enter a Comment about why you have declined.
    • Click OK.

Delegating an item

If you cannot complete a task or attend an appointment you can delegate it to someone else.

  1. In your Mailbox:
    • Right-click the appointment item and select Delegate.
  2. The Appointment To: dialog box appears.
    • Enter the name of the person to whom you are delegating the item into the To: field.
    • Click Send.

Marking calendar entries as public or private

By default your calendar entries are visible to all GroupWise users. It is possible to mark entries as private. Private entries will only be visible to you and to any proxies you may have given rights to view the entry.

You may wish to mark items as private if they contain personal or confidential information.

Mark a Calendar entry private

  1. Click Calendar in your folder list.
  2. The Calendar view appears.
    • Select the calendar item that you want to mark as private.
    • Click Actions | Mark Private.
  3. The calendar item is marked  private.

Creating Recurring Items Using Auto-Date

  1. Click Schedule New Appointment or Schedule New Task.
  2. The <Calendar item> To: dialog box appears.
  3. The Auto-Date dialog box appears.
    • Click to select all the dates when the calendar item should appear
    • Click OK.
  4. In the <Calendar item> To: dialog box.
    • Click  Send.

Multi-User Calendars

Before you can access multi-user calendars, ensure that you have been granted proxy access to the users concerned.

  1. In the folder list, click Calendar to display the calendar.
    • Click  Multi-user.
  2. The Multi-User List dialog box appears.
    • Enter the name of the person that you want to add, in the Name: field.
    • Click Add User.
    • Click OK when you have added the required people.
  3. The view in your calendar has changed so that you can see multiple user calendars in a single window.

Printing Calendars

  1. In the folder list, click Calendar to display the calendar.
  2. Click File | Print Calendar.
  3. The Print Calendar dialog box appears with various options for print settings.
    • In the Form tab:
      • Select the Format.
      • Select the Form size.
      • Select the Form orientation
      • Select the Available forms.
    • In the Content tab:
      • Select the Starting date.
      • Select the Number of days.
      • Select the Content.
      • Select the Display options.
    • In the Options tab
      • Selections the Footer
      • Select the Print Items
      • Select the general Options.
      • Click Print.
  4. The selected calendar pages are sent to the printer.