Personal Calendaring and Task Management

Introduction

There are three distinct calendar items:

  • Appointments
  • Reminder notes
  • Tasks

Personal or posted calendar items are not sent to anyone, they are posted only to your calendar. Group items are sent to other people in the same way that you send an email message.

It is possible to create additional calendars which are separate from your calendar. To distinguish between different calendars you can change the colour and define whether the contents are displayed in the Mail calendar.


Calendar Views

Note: In all the calendar views you can move forward or backward by clicking the arrows.

View Click... to display... Notes
Today
the current day
Day
a single day. Appointments, Notes and Tasks appear in separate panes. Multiple months are shown on the left.
Week
several consecutive days. Click Show/Hide Appointments, Notes or Task buttons to show or hide these panes.
Month
the entire month. Click Show/Hide Appointments, Notes or Task buttons to show or hide these items.
Year
the entire year. Days in bold are those which have calendar items set.


Task List

Use the task list to manage daily tasks. If the task is not checked as complete, GroupWise will automatically move the task to the next day so that it is not forgotten.

Creating posted appointments

  1. In the folder list, click Calendar to display the calendar.
    • Click the drop-down arrow on the Schedule New Appointment button.
    • Select Posted Appointment.
  2. The Posted Appointment dialog box appears.
    • Enter the Subject.
    • Enter the Place.
    • If necessary, enter additional details in the message area.
    • Enter the Start date.
    • Enter the start time.
    • Enter the Duration.
    • Click Post to add the appointment to your calendar.
  3. The posted appointment appears in your calendar only.

Setting alarms for appointments

If you want to be reminded before the scheduled appointment, you need to set alarms. This can either be done on a per appointment basis or by setting reminders for all accepted appointments.

To set an alarm per appointment

You can set an alarm to remind you of an upcoming appointment. Notify must be running for the alarm to sound.

  1. In your Mailbox or Calendar, click an appointment.
  2. Select Actions | Alarm.
  3. The Alarm dialog box appears.
    • Specify the number of hours or minutes before the appointment that you want the alarm to sound.
    • Click Set.
  4. The alarm is set for that particular appointment.

To set reminders for all accepted appointments

  1. Select Tools | Options.
  2. The Options dialog box appears.
    • Double-click Date & Time.
  3. The Date Time options dialog box appears.
    • Ensure that the Calendar tab is active.
    • Under Alarm Options, make sure Set Alarm When Accepted is selected.
    • Specify the number of minutes before an event that you want an alarm to sound. The default alarm time is 5 minutes.
  4. Click OK.
  5. You will be notified before all appointments that you have accepted.

Creating posted tasks

  1. In the folder list, click Calendar to display the calendar.
    • Click the drop-down arrow on the Schedule New Task button.
    • Select Posted Task.
  2. The Posted Task dialog box appears.
    • Enter the Subject.
    • Enter the Priority.
    • Enter additional details in the message area as required.
    • Enter the Start date.
    • Enter the Due on: date.
    • Click Post.
  3. The posted task appears in the Tasks pane of your calendar.

Posting reminder notes

  1. In the folder list, click Calendar to display the calendar.
    • Double-click the Note pane in your Calendar
  2. A Posted Reminder Note dialog box appears.
    • Enter the Subject.
    • Enter the Start date.
    • If necessary, enter additional details in the message area.
    • Click Post to add the note to your calendar
  3. The posted reminder note appears in the Notes pane of your calendar.

Rescheduling Appointments, Tasks and Reminder Notes

  1. In the folder list, click Calendar to display the calendar.
    • Click to select the calendar item that you want to change.
    • Either drag the calendar item to a new time or day.
    • Or click Actions | Open to open the calendar item.
  2. The Posted <Calendar Item> dialog box appears.
    • Edit the item details as necessary.
    • Click Post.
  3. The update to the calendar item is shown in your calendar.

Changing Calendar Item Types

If you have created an appointment calendar item and need to change it to a reminder note or task, do the following:

  1. In the folder list, click Calendar to display the calendar.
    • Click .
  2. The Day calendar view is displayed.
    • Click to select the calendar item that you want to change.
    • Drag it to a new pane in the calendar, e.g. Notes.
  3. The Posted <Calendar Item> dialog box appears reflecting the chosen item type .
    • If necessary, edit the relevant fields.
    • Click Post.
  4. The items appears in the Notes or Tasks pane depending on your selection.

If you are busy creating a calendar item and need to change the type, do the following:

  1. In the Posted <Calendar Item> dialog box.
    • Click Change Item Type.
  2. The Change To dialog box appears.
    • Select the desired item type.
    • Click OK.
  3. The Posted <Calendar Item> dialog box appears reflecting the chosen item type.
    • If necessary, edit the relevant fields.
    • Click OK.
  4. The items appears in the Appointments, Notes or Tasks pane depending on your selection.