february 2006colby college its getting started with oracle calendar
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February 2006 Colby College ITS
Getting Started withOracle Calendar
February 2006 Colby College ITS
Topics
• Run Oracle Calendar • Work with calendar views• Schedule meetings• View scheduled meetings• Work with groups• Print from your agenda• Import Data from another calendar
program• Work offline
After completing this tutorial, you should be able to:
February 2006 Colby College ITS
Running Oracle Calendar
February 2006 Colby College ITS
Working Online1. Select “colby calendar”
2. Username
3. Password4. Sign in
February 2006 Colby College ITS
In-Tray
February 2006 Colby College ITS
In-Tray Icons and Menus
Icons1. Open your agenda
2. Open your tasks
3. Open address book
4. Open group agenda
5. Open an agenda
6. Open tasks
7. Search agenda
8. Print
Menusa. File
b. Edit
c. View
d. Tools
e. Window
f. Help
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February 2006 Colby College ITS
Agenda-Specific Icons
1. Move between dates2. Move between dates3. Select Specific date4. Day View5. Week View6. Month View
4. New Meeting5. New Task6. New Day Event7. New Daily Note
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February 2006 Colby College ITS
Shortcut Keys
February 2006 Colby College ITS
Calendar Views
February 2006 Colby College ITS
Day View (1 of 2)
Agenda Pane Task Pane
Daily Notes Pane
February 2006 Colby College ITS
Day View (2 of 2)
• Agenda Pane– Meetings you created or are invited to for the day – Depending on configuration, displays
• Meeting titles, start and end times, details, location and icons – To increase or decrease the size of the time slots:
• View > Increase Time Interval (or) Decrease Time Interval – To increase or decrease the height of the rows:
• View > Increase Row Height (or) Decrease Row Height
• Task Pane– Displays tasks that have not been completed, or have start
dates that are either undefined or already passed
• Daily Notes Pane– Displays daily notes, events, holidays and upcoming
reminders
February 2006 Colby College ITS
Week View
DayAgenda
DayAgenda
DayAgenda
DayAgenda
DayAgenda
DailyNotes
DailyNotes
DailyNotes
DailyNotes
DailyNotes
February 2006 Colby College ITS
Month View
February 2006 Colby College ITS
Task View (1 of 2)
□ Incomplete
□ Overdue
Complete
February 2006 Colby College ITS
Task View (2 of 2)
Double-Click on taskto edit it
February 2006 Colby College ITS
Scheduling Meetings
February 2006 Colby College ITS
The Basic Meeting (1 of 2)
1. Click New Meeting, Daily Note or Day Event2. Enter a title3. Enter meeting's location 4. Use up and down arrows or click the Calendar
button to select a date 5. Use up and down arrows or the click the Clock
button to set the start and end time6. Reminders
a) If you set default reminders, the Remind Me check box is automatically selected
b) If you have not set default reminders, you can select the Remind Me check box and click the Reminders tab
7. If you want to make your meeting tentative, select the Tentative check box
February 2006 Colby College ITS
The Basic Meeting (2 of 2)
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February 2006 Colby College ITS
The New Meeting is Added
February 2006 Colby College ITS
Inviting People
• Click People/Resources tab– Enter the name of the user, resource or group
you want to invite to the entry
– Click the Checkmark button• Resources must be preceded by r:, re:, or res: • Groups must be preceded by g:, gr: or grp:.
• If you do not know the exact name– Click Search to search the calendar directory
– If the person uses Calendar, you can find them this way Note: Significant numbers of Colby user do NOT use Calendar
Notably, Faculty often choose not to and Students do not haveaccess to Oracle calendar
February 2006 Colby College ITS
Searching for a Person
1. SearchingFor Jane“Something”
2. Listing allnames with “Jane” in them
3. Double-clickon personyou want toattend the meeting
February 2006 Colby College ITS
Checking Availability
Check to see ifJane has any conflictswith this time and date
If this is a weeklymeeting, click “Repeating”to schedule multiple dates
Click “OK” toput meeting onJane’s calendar
February 2006 Colby College ITS
Person is Added to Meeting
February 2006 Colby College ITS
Details and Attached Documents
Details tab
Description
To attach a documentclick the “Attach…”button and browse to thefile you wish to attach
February 2006 Colby College ITS
Reminders
Reminders tab
Reminderpreference
February 2006 Colby College ITS
Email Notification (1 of 2)
To send an Emailnotification, Click the “Reply”tab
February 2006 Colby College ITS
Email Notification (2 of 2)
People listed onthe meeting list willautomatically beadded to the distribution list
You can enteradditional textby scrolling in themessage box andtyping
When done, click “Send”
February 2006 Colby College ITS
Viewing and Managing Meetings
February 2006 Colby College ITS
Viewing a Meeting (1 of 3)
Right-Click onthe meeting entry
Then click on“View Meeting”
February 2006 Colby College ITS
Viewing a Meeting (2 of 3)
Click on“People/Resources”tab to viewinvited members
February 2006 Colby College ITS
Viewing a Meeting (3 of 3)
If you own the meeting, you will see more options on the pop-up menu.
February 2006 Colby College ITS
Replying to a Meeting
Click on “Reply” tabThen select yourresponse.
February 2006 Colby College ITS
Working with Groups
February 2006 Colby College ITS
About Groups
Groups are categorized as follows:
• [PUB]: Public and can be used by any person on the system
• [PRV]: Private and can only be used or edited by its creator
• [ADM]: Can only be used or edited by Administrative users
• [MEM]: Members-only Used only by its members and edited by its owner
You can only modify groups when you are online
February 2006 Colby College ITS
Creating/Editing a Group (1 of 2)
• Tools > Manage Groups• Click New • Enter a name for the group• Select a group type • Add members
– Enter the name of a user, group or resource• Resources must be preceded by r:, re:, or res:• Groups must be preceded by g:, gr: or grp:• You can Search if you do not know the exact name
– click the Checkmark button
February 2006 Colby College ITS
Creating/Editing a Group (2 of 2)
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February 2006 Colby College ITS
Setting Preferences
February 2006 Colby College ITS
Changing Options
• Tools > Options
Click +to expandOptionSelections
Clicktopic todisplayoptionsettings
February 2006 Colby College ITS
Agenda Display Options
February 2006 Colby College ITS
Agenda Color Options
February 2006 Colby College ITS
In-Tray Options
February 2006 Colby College ITS
Entry Default - Meetings
February 2006 Colby College ITS
Entry Default - Tasks
February 2006 Colby College ITS
Entry Default – Events and Notes
February 2006 Colby College ITS
Printing
February 2006 Colby College ITS
Printing Agenda Pages
• You can choose– A print layout– The range of dates to print– The types of Agenda pages you want printed
• A variety of formats are available for– Day View– Week View– Month View
• File > PrintorFile > Print Selected Entry
February 2006 Colby College ITS
Print Setup
Select yourprinter
Select papersize andorientation
February 2006 Colby College ITS
Printing
1. Select printer2. Select layout3. Indicate dates to print4. Select agenda format to print5. Click Preview 6. Click OK to print
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February 2006 Colby College ITS
Print Views
• Daily: Information from Day View
• Weekly: Information from Week View
• Monthly: Information from Month View
• Multi-week: Information for several weeks
• Day list: Information from Day View in list form
• Calendar: Month-by-month calendar.
February 2006 Colby College ITS
Agenda Print Layout Options
• File > Print > Options
• Select tab
February 2006 Colby College ITS
General Layout Items
• Overflow pages: Prints an extra page for those items that do not fit on one page
• Description: Prints entry descriptions
• Event Shading: Shades your meetings to make your free time more visible
• Attendees: Prints the names of the entries' attendees
• Boxes: Places the information for each meeting in a frame
• Title on separate line: Places the title of the entry on a separate line
February 2006 Colby College ITS
Daily Print Options
Allows you to choose which elements of your Daily Agenda or tasks you would like to print, as well as the format to be used
February 2006 Colby College ITS
Weekly Print Options
Allows you to choose which elements of your Weekly Agenda you would like to print
February 2006 Colby College ITS
Monthly Print Options
Allows you to choose which elements of your Monthly Agenda you would like to print
February 2006 Colby College ITS
Multi-Week Print Options
Allows you to choose which elements of a Multi-week Agenda you would like to print, as well as the number of weeks that you would like to print per page
February 2006 Colby College ITS
Day List Options
Allows you to list selected details of your day events, daily notes, holidays, and upcoming reminders and tasks
February 2006 Colby College ITS
Task List Options
Allows you to list some of the details pertaining to your tasks
February 2006 Colby College ITS
Saving Your Options
• Save as If you do not want to copy over an original layout
• Save To save a new print layout
• Rename Give a new name to an existing print layout
• Delete If you want to delete the layout
• Reset Resets layout settings to previous values
• Cancel To not save changes
February 2006 Colby College ITS
Importing Data
February 2006 Colby College ITS
Data Files
• Calendar entries from:– vCalendar files– iCalendar files– Schedule+ 1.x files– Schedule+ 7.x files– vCard files
• Address book entries from:– Comma-delimited text files– Tab-delimited text files
February 2006 Colby College ITS
To Import a Calendar File
• File > Import Data
• Select the source file type
• Click Continue – Opens a dialog box
• Select which entry types to importandWhich date range
• Types of selection vary with input file type
February 2006 Colby College ITS
Importing Calendar Files• File > Import Data• Select vCalendar file• Import Section
– Select types of entries you want to import
• Period Section– Set the period for which you want to import data
• Select one of the following options: – All:
Imports all of the entry types you selected in the Import section, regardless of when they occur.
– Range: Imports the entries you selected that occur during the date range you specify.
– Custom: Imports the entries you selected that occur during the time period you specify.
• File Name Section– Specify the name of the file you want to import– Click Browse to locate the file
Not ALL input fileswill have ALL theseselections
February 2006 Colby College ITS
To Import an Address Book File
• File > Import Data
• Select Comma-delimited text file for Address BooksorSelect Tab-delimited text file for Address Books
• Click Continue
February 2006 Colby College ITS
Importing Address Book Files• Categories of Imported Entries
– Select Use existing categories or Select Use selected category
• Use existing categories– To import information using existing categories
• Use selected category– To assign imported information to a specific category
• Other– If you want to create or edit categories
• Mapping section– Choose how to map entry information to Address Book fields
• File Name section– Specify the name of your file– Click Browse to locate the file
February 2006 Colby College ITS
Going Offline
February 2006 Colby College ITS
Working Offline (1 or 2)1. Select “Off-line”
2. Username
3. Password You can onlyaccess agendasthat you have downloadedin Offline Mode
4. Sign in
February 2006 Colby College ITS
Working Offline (2 of 2)
• File > Work Off-line• Enter your user name in the User field. • Select the time zone you want to use for
your offline Agenda. • Enter the directory in which you want to
store your offline Agenda file in the Off-line Agenda Directory Name field.
• Click Browse to locate the directory. • Click OK to open your offline Agenda for the
first time
February 2006 Colby College ITS
Downloading Your Agenda
• File > Download to Local File
• Agenda will automatically download
• Download preferences– Tools > Options > Offline > Download
• Do NOT change your offline password
February 2006 Colby College ITS
Uploading Offline Entries
• File > Upload from Local File
• Depending on the reconciliation preferences you set, you may be asked to reconcile any discrepancies between your offline and online Agendas
February 2006 Colby College ITS
Reconciling Online and Offline
February 2006 Colby College ITS
Questions? Comments?Feedback?
Contact: Technical Trainingor
Call Mel Regnell at ext. 4217
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