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Using the GroupWise v. 8 Calendar

Opening Your Calendar

    From the Folder List (on the left), click the Calendar option

    Calendar

    or choose the Calendar tab below the standard toolbar

    Calendar tab

    You can change the view from the icons labeled Day, Week, Month and Year. You can also choose whether to view tasks and reminders by selecting or deselecting them.

the calendar views

    To move through your calendar quickly, use the forward and back buttons. They will advance the day back/forth by 1 day, 1 week, 1 month, depending on the view you prefer.

    the Today button

    The calendar usually opens to the last day you had open. If it doesn't, check for appointments on the date it opens to see if any have not been accepted yet. GroupWise attempts to remind you when you have an appointment that you have not opened by moving to the unopened appointment date.

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Types of Appointments

  • Posted Appointments
    • A posted appointment is posted just to yourself - like a POST IT NOTE.
    • It is a scheduled event on your calendar.
    • You do not invite others to a posted appointment.
  • Appointments
    • Appointments involve more than one person.
    • When you create an appointment you will not receive a meeting notice in your mailbox but the invitees will.
    • They can Accept or Decline Appointments.
  • Reminder Notes
    • A Reminder Note is a reminder of an event on a specific day.
    • You can add others to the note and they will see it on their calendar too.
    • You can create a posted note that will show up on just your calendar
  • Tasks
    • A task is a to-do item due on a specific date.
    • Tasks have priorities that will place them higher or lower in the list.
    • If a task is not completed on the day it's due, it will move forward to always appear on the current date until it is completed.
    • You can add others to the task and they will see it on their calendar too.
    • You can create a posted task that will show up on just your calendar
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Creating a Posted Appointment

  • Right-click the desired time for the appointment and choose New > Posted Appointment
  • Enter the Subject - Place - verify the Start Date - Time & Duration and message.
  • Click Post

Deleting A Posted Appointment

  1. Note: Before you delete an appointment, you may want a hard copy of your calendar for numerous months.
  2. From a Daily or Weekly view, Right-click on the appointment & choose Delete.
  3. If this was a recurring posted appointment, Groupwise will ask "This Instance" - "All Instances" - "This Instance Forward" or "Cancel" . Select the desired choice.
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Creating an Appointment

  • Right-click the desired time for the appointment and choose New > Appointment
    • Enter the names of the invitees,
    • Press Tab to move to the Place,
    • Press Tab to move to the Start Date,
    • Press Tab to move to the Time & Duration,
    • Press Tab to move to the Subject and message.
  • If you aren't sure whether the invitees are available, use the Busy Search
  • Click the Busy Search

Busy Search Button

  • The Available Times tab displays conflicts and available times

    • Available Times

  • The Individual Schedules tab displays time slots for 'Busy', 'Out of Office', and 'Tentative'.
  • Click the 'Invite to Meeting'... button to add other invitees.
  • If conflicts occur, Click the 'Auto-Select' button.
  • On the Individual Schedules an "i" next to a person's name means you have proxy rights to that person's calendar.

    • The Info icon

  • If there are no conflicts, Click 'OK' and 'Send'.
  • if you initate a meeting, you will not receive a meeting acceptance message in your mailbox. Rather, the meeting will automatically go on your calendar as accepted.
  • Invitees will receive a meeting acceptance message in their mailbox and will need to accept, decline or delegate the meeting.
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Creating Recurring Calendar Entries

  • Create an Appointment or Posted Appointment using the instructions above except:
  • When you tab to the date field, click the small calendar icon at the end of that field.
  • Click on 'Select Recurring' to see the 'Auto Date' dialog box.

Recurring appointment

  • Use the 'Example' tab to schedule events that occur on the same day each week - the same day each month - or in a defined period of time (i.e. every 14 days).
  • The 'Dates' tab is easiest to use because you can click to select the exact dates when this appointment is to recur. (keep in mind, this only works if the time and duration are the same for all).
  • If you use the 'Example' tab, follow these directions:
  • Set the Start and End dates.
    • Note: the End date is set one year into the future by default.
    • Instead of an End date, you can also choose a number of occurrences.
  • Select 'Days of the Week' can be changed to 'Days of the Month' or 'Periodic'
  • Select the Months when this appointment will recur.
  • Finally, select the day(s) when this appointment will recur.
    • You can check to be sure you have correctly set this appointment by clicking on the 'Dates' tab. You will see the dates on the calendar bolded.
    • If any of your recurring appointments fall on a holiday, while viewing the 'Dates' tab, single click a date to de-select it.
  • Click OK.
    • If your appointment (such as a vacation or conference) will occur on consecutive days, you can enter the number of days into the Duration, (i.e. 14 days) and click 'Send'. (If this is a 'Posted' appointment, you click 'Post'.)

NOTE: Unlike older versions of GroupWise, you will not receive an appointment request in your mailbox, since you originated the request. NEW IN GROUPWISE 8

Selecting a recurring Meeting on the "Dates" tab

  • If the meeting recurs somewhat irregularly, the simplest method follows:
    1. Select the Dates tab.
    2. Single-click each desired date.
    3. Click 'OK' and Click 'Send'. (If this is a 'Posted' appointment, you click 'Post'.)

Selecting the Meetings on the "Example" tab

  • Note: there are 3 tabs on the Auto-Date window.
    1. If the meeting recurs weekly, the simplest method follows:
    2. Select the tab named 'EXAMPLE'
    3. Start at the top fields. In the 'RANGE' box, -there is a Start date (check to make sure this is correct).
    4. The next button gives you two options: Occurrences or End.
    5. You can set the number of "Occurrences" - OR - you can change the button to "End". (NOTE: end is set for ONE YEAR later by default.)
    6. In the Months area, select the months to be affected by this appointment by clicking the desired months to repeat this appointment.
    7. Under the Days of the Week, if the appointment is always on Monday, click all the Monday choices, from 1st to Last.
      • You can view your selections from the Dates tab
    8. Click 'OK' and Click 'Send'. (If this is a 'Posted' appointment, you click 'Post'.

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Accepting Recurring Appointments

  • You will receive appointment requests in your mailbox. GroupWise 8 appointment icon
  • NEW IN GROUPWISE 8 - YOU WILL ONLY RECEIVE ONE MESSAGE LISTING ALL THE OCCURRENCES OF THE MEETING rather than one message for each occurrence.
  • The appointment request will have the word 'Recurs' under the date/time on the right side.

This is an example of a recurring appointment

  • Click the 'Accept (Busy)' - or - the Decline button.
  • When you accept or decline the appointment, the request will be removed from your mailbox. An accept will put the appointment on your calendar while a decline will remove the appointment from both the mailbox and the calendar.
  • If you do not accept or decline the appointment, it remains in your mailbox. It will also appear on your calendar in italics to indicate that you have not taken action on this request.
  • When you accept a recurring appointment, you will see an "Accept Auto-Date Appointment" dialog box. Here, you must choose, "This Instance" - "All Instances" or "Cancel". Choose "All Instances" to put all occurrences of the meeting on your calendar.

Deleting Recurring Appointments

  • To delete a recurring appointment from your calendar, right-click on the appointment and select 'Delete'.
  • You will see a "Delete Auto-Date Appointment" dialog box.
  • You have four choices.
    • This Instance
    • All Instances
    • NEW IN GROUPWISE 8 - This Instance Forward
    • Cancel
  • NEW IN GROUPWISE 8 - If you are the originator of a recurring appointment and you choose to delete that appointment, all invitees will receive a message in their mailbox, "Meeting Cancelled:".

Adding Recipients to an Existing Recurring Appointment

  • Open GroupWise and go to your Calendar.
  • From the Calendar window, select either the Week or Day calendar view.
  • Locate and click on the appointment to which you would like to add new recipients.
  • Click the Delegate button.
  • An Auto-Date Appointment alert box will appear. Click the All Instances button.
  • From the Appointment To: window, enter the addresses of the new recipients in the To:, CC:, or BC: field.
  • Delete the "-Delegated" tags from the Place and Subject fields.
  • Click Send.
  • A Delegate alert box will appear and ask if you would like to keep the original item. Click the Yes button.

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Editing Calendar Entries

    Note:Only the originator of an appointment can revise a calendar entry.

    Posted appointments

    • Double Click on the appointment to open it then, revise it.
    • Once you have completed revising, Click 'Post' and the calendar appointment is updated.

    Regular appointments with other invitees

    • Right-click the calendar appointment.
    • From the menu, choose Resend.
      • If the appointment recurs, you will need to select either this one appointment or all instances.
    • Edit the appointment and click Send.
    • From the Resend dialog box, click 'Yes' to 'Retract original item'.
    • The original appointment will be replaced with the edited information.
    • It will again, go in the recipient's mailbox to Accept or Decline the edited appointment.
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Calendar Multi-User View

  • To view multiple calendars at the same time, click the multi-user button. You will see a drop-down arrow next to the little people button. Click the drop-down arrow to add or remove users.

    • Editing the multi-user list

  • To add people to your Multi-View calendar, click the drop down list and select Add or Remove Users...
  • Enter the name(s) or browse using the address book button.
  • You can re-order the names by highlighting them and clicking the up or down triangles at the bottom.
  • Click OK
  • You must have rights to a person's calendar for this to work.
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Archiving Calendar Entries

  • Manually Archive
    • Right-click the appointment
    • Choose Move to Archive
    • The items will be removed from your active calendar and placed on your archived calendar.
  • Automatically Archive
    • Click Tools > Options.
    • Double-click Environment and click the Cleanup tab.
    • Change 'Appointment, task and reminder note' to 'Auto Archive' and set the number of days.
    • Click 'OK' and 'Close'.


Using the Calendar in Webmail