Chapter 3. Calendar

Table of Contents

Calendar Basics
Day View, Week View and Month View
Day View
Week View
Month View
Team View
Appointment View
Viewing, Editing or Deleting an Appointment
Appointment Participants
Appointment History
Appointment Notes
Linking Appointments
Attachments
Creating and Editing an Appointment
Defining an Appointment
Selecting Participants
Assigning Read and Write Access
Assigning Resources
Creating an Appointment Sequence
Checking Availability
Conflict Management

The calendar provides management of your personal and group appointments, taking resources into account. All group appointments that you have with other colleagues are displayed directly without having to integrate them into your calendar. Thus, there is no tiresome clicking between different calendar views - unless, you would like to look in other folders that are accessible to the public or to you specifically. If you activate the checkbox Show my appointments in every folder the calendar view is extended accordingly. You can open other calendar folders directly via the handbook frame on the left or right edge of the groupware portal as long as you have suitable access privileges.

Calendar Basics

Day View, Week View and Month View

After choosing the calendar you see the homepage of the calendar function. In the main part of the page the user sees his Day view showing the appointments created for him and his group.

Navigation

With the arrow keys and you can either go back or forward by one day.

Changing the View

You can use the tabs to choose between Day View, Week View and Month View as well as Team View. In all views you can the appointment description so see the properties of the appointment.

Adding to the Calendar View

With help of the folder menus in the handbook frame you can access other calendar folders that are public or were released to you. Simply select the desired folder. The further handling corresponds to that of your own calendar. If you would like to see all your appointments in all folders accessible to you, activate the checkbox Show my appointments in every folder on the calendar homepage.

Displaying Appointment Information

If you briefly let the cursor hover over an appointment, you will see a short summary of the appointment showing the participants as well as start and end date. If you would like to see further details for an appointment, you can click on the appointment to switch to the detail view.

Day View

Display

The Day View shows all appointments for which you have the appropriate permission as a white box that stretches across the whole appointment period. If you do not have relevant permission, the appointment is shown as a transparent box. Within the box you see icons besides the appointment description. These icons are color representations of the type of appointment. A booked appointment is displayed in blue, a preliminary one in yellow, a vacation event is shown in green, and if you are not in the office at the time of the appointment, it is displayed in red. Appointment sequences are represented by an icon. All-day appointments are represented by the icon in the 24 h row in the Day View. If several all-day appointments exist for a date, they are displayed together in this line.

Day View – Print Appointment List

You can print the list of all appointments shown in the Day View by clicking the printer icon . Clicking on the icon first opens a form in your browser that is optimized for printing. You can now print out this page as you normally would by using the printing function of your browser. In Internet Explorer, for instance, the print option is found under the menu item File | Print. The print function helps you print out list fields correctly.

Figure 3.1. Print-optimized Output of the Calendar Day View

Print-optimized Output of the Calendar Day View

Creating Appointments

In the Day View there are to several ways for creating appointments. The first possibility is clicking the Create icon . The second possibility is to click on one of the times displayed in the leftmost column. If you use this possibility, the beginning time of the appointment is automatically preset to the time you clicked.

Week View

Display

The Week view shows the appointments over the course of one week. The display of each individual day corresponds with the Day view. Every entry begins with the start and end times and it gives an appointment description. If the description is too long to be shown completely, the display is truncated, which is indicated by three dots.The appointment type is not displayed, but recurrent appointments are marked with the icon .

Figure 3.2. Calendar Day View

Calendar Day View

Week View – Print Appointment List

You can print the list of all appointments shown in the Week View by clicking the printer icon . Clicking on the icon first opens a form in your browser that is optimized for printing. With the print function of your browser you can print this now as usual. In MS Internet ExplorerTM, for instance, the print option is found in the menu under File | Print. The print function helps you print out list fields correctly.

Creating Appointments

In the Week View you can click on the Create icon to add further appointments. Furthermore, you can click on one of the dates to enter an appointment where the weekday you clicked automatically becomes the appointment start.

Month View

Display

The Month View shows the appointments over the course of a whole month. The appointments are displayed with their start time, as well as some letters of the appointment description. In the Month View you can click on the icon to add further appointments. Furthermore, you can click on a day to enter an appointment where the weekday you clicked automatically becomes the appointment start.

Figure 3.3. Calendar Week View

Calendar Week View

Figure 3.4. Calendar Month View

Calendar Month View

Month View – Print Appointment List

You can print the list of all events shown in the Month View by clicking the printer icon . Clicking on the icon first opens a form in your browser that is optimized for printing. With the print function of your browser you can print this now as usual. In Internet Explorer, for instance, the print option is found in the menu under "File | Print". The print function helps you print out list fields correctly.

Team View

Figure 3.5. Calendar Team View

Calendar Team View

On this page you see the Team View of the calendar. Here you see an overview of the appointments of one day for all users and resources that were selected in the result field of the search menu. All appointments are shown for each user in its own day column. You can see at most 3 users or resources at the same time. If you have selected more than 3 users or resources via the search field before, you now have to use a special form to select the resources and users from the result list who should actually be displayed in the Team View. To make your selection, simply move the desired users into the user column on the right. If you really want to have more than 3 users or resources be displayed at the same time, the administrator has to manually change a setting accordingly in the configuration files of the groupware. The number of displayable columns can be extended up to 10.

Figure 3.6. Selecting Users and Resources to be displayed in the Team View

Selecting Users and Resources to be displayed in the Team View

With the blue arrow keys you can either go back or forward by one day. You can also set the date with the form on the right below the menu bar. In order to create a new appointment, click on the Create appointment icon . If you click on a time in the left section of the page, you are also taken to the form for creating an appointment. Then the start datum is set to the value you just clicked. If you click on the plus sign above of the calendar sheet, you are taken to a tabular display of all appointments for this day. If a user has more than 5 appointments within the display period, this is indicated by the text there are more appointments. If you want to see the details for an appointment, click on the title of the appointment or on the colored rectangle before the name. The color of the rectangle shows you the type of the appointment: A booked appointment is displayed in blue, a preliminary one in yellow, a vacation appointment is shown in green, and if you are not in the office at the time of the appointment, it is displayed in red. The display of the appointments always conforms to the currently active time zone. If the time zone is changed, e.g. due to a trip, you can set the time zone via your profile configuration.

Calendar View of other Colleagues, Groups or Resources

With the Team View you can look into the calendars of your colleagues, as long as these appear as participants in your own appointments. Further appointments of other users are visible to you if these appointments are saved in public or released folders. (See chapter Folder Management)