february 2006colby college its getting started with oracle calendar

February 2006 Colby College ITS

Getting Started withOracle Calendar


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:


Running Oracle Calendar


Working Online1. Select “colby calendar”

2. Username

3. Password4. Sign in


In-Tray


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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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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Shortcut Keys


Calendar Views


Day View (1 of 2)

Agenda Pane Task Pane

Daily Notes Pane


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


Week View

DayAgenda

DayAgenda

DayAgenda

DayAgenda

DayAgenda

DailyNotes

DailyNotes

DailyNotes

DailyNotes

DailyNotes


Month View


Task View (1 of 2)

□ Incomplete

□ Overdue

Complete


Task View (2 of 2)

Double-Click on taskto edit it


Scheduling Meetings


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


The Basic Meeting (2 of 2)

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The New Meeting is Added


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


Searching for a Person

1. SearchingFor Jane“Something”

2. Listing allnames with “Jane” in them

3. Double-clickon personyou want toattend the meeting


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


Person is Added to Meeting


Details and Attached Documents

Details tab

Description

To attach a documentclick the “Attach…”button and browse to thefile you wish to attach


Reminders

Reminders tab

Reminderpreference


Email Notification (1 of 2)

To send an Emailnotification, Click the “Reply”tab


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”


Viewing and Managing Meetings


Viewing a Meeting (1 of 3)

Right-Click onthe meeting entry

Then click on“View Meeting”



Click on“People/Resources”tab to viewinvited members



If you own the meeting, you will see more options on the pop-up menu.


Replying to a Meeting

Click on “Reply” tabThen select yourresponse.


Working with Groups


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


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


Creating/Editing a Group (2 of 2)

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Setting Preferences


Changing Options

• Tools > Options

Click +to expandOptionSelections

Clicktopic todisplayoptionsettings


Agenda Display Options


Agenda Color Options


In-Tray Options


Entry Default - Meetings


Entry Default - Tasks


Entry Default – Events and Notes


Printing


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


Print Setup

Select yourprinter

Select papersize andorientation


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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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.


Agenda Print Layout Options

• File > Print > Options

• Select tab


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


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


Weekly Print Options

Allows you to choose which elements of your Weekly Agenda you would like to print


Monthly Print Options

Allows you to choose which elements of your Monthly Agenda you would like to print


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


Day List Options

Allows you to list selected details of your day events, daily notes, holidays, and upcoming reminders and tasks


Task List Options

Allows you to list some of the details pertaining to your tasks


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


Importing Data


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


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


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


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


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


Going Offline


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


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


Downloading Your Agenda

• File > Download to Local File

• Agenda will automatically download

• Download preferences– Tools > Options > Offline > Download

• Do NOT change your offline password


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


Reconciling Online and Offline


Questions? Comments?Feedback?

Contact: Technical Trainingor

Call Mel Regnell at ext. 4217