How Do I ... Use Western's Calendar System (Convergence / JES)

Contents


Introduction

Convergence is Western new web mail client. It can be used to remotely check your university calendar, contacts and email from the URL - http://mail.uwo.ca using one of three officially supported web browser; Internet Explorer, Mozilla Firefox or Apple Safari. The use and features of this web site are similar to commercial web mail packages such as Hotmail and Yahoo mail.

Although this client includes both Calendaring and Email this document will address only the Calendaring portion of Western Webmail.

Set Options

To access the Calendar Options click on Options in the command link area , then under the Calendar tab you may select general, events, or notifications. Once you have completed any changes to options make sure to click Save Preferences before exiting the page.

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From this page you can set a number of options:

General

Initial Calendar View:

Here you can set the initial calendar view to Day, Week, Month, Next Seven Days, or Agenda. This determines what you will see by default when you open the Calendar.

Time Zone:

This area determines the time zone that your calendar will be displayed in. The standard time zone for the University of Western Ontario is America New York GMT-0500.

Calendar Configuration:

Here you can choose what day the weeks in your calendar will start with. You may choose any day of the week that suits your schedule. The standard day is Sunday.

You may also choose the days in a work week. Simply click on the box to place a checkmark in it. The days with a checkmark will be included in the work week.

The final option in this section is to choose what time each day starts at and what time each day ends at.

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Events

Invited Events Filter

In this section you may choose to have the calendar show declined invitations. Simply remove the checkmark by clicking the box to have declined invitations not be shown in the calendar.

Default Event Type

Here you may choose the default type for newly created events. Events will default to Business unless manually changed.

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Notifications

Enable Event Notifications

Here you may choose to enable event notifications. The notification will be sent before the event is to take place and the amount of time before the event can be chosen in this section. Also the method of notification can be selected by checking the box beside either Send notification to email address: or SMS message to the following address: . Here you may choose to have the notification sent via email or sent via text message.

Invitation Notifications

In this section you may choose to be notified when any changes happen to invitations. Simply click on the box to checkmark it.

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Note: Remember to click Save Preferences after making any changes otherwise the changes will return to the default setting once you navigate away from that page.

Manage Calendars

Managing Calendars - Sun Convergence 1 Online Help

You can perform the following operations to manage your calendars:

  • Share Calendars: Share your calendars with one or more users.

  • Subscribe Calendars: Subscribe to other's calendars.

  • Set Time Zones: Configure the time zone for your calendar. This is set to your default time zone.

  • Set a description for your Calendar: A short description for your calendar.

  • Delete Calendar: Delete personal calendars that you own.

  • Include Availability lookup: Specify whether your calendar should display events and tasks when other users perform a free busy lookup on your calendar.

All the calendars can be referenced by using an HTTP URI. The HTTP URI enables other users to anonymously view your calendar. The URI can be used by other permitted users to access your calendar.

This section contains the following topics:

Set Calendar Properties

To set calendar properties:

  1. Choose the calendar from the context menu.

    The calendar is selected.

  2. Click the Calendar Properties icon from the context menu tool bar.

    The calendar properties dialogue box is shown with the following tabs.

    • Info: Provide the basic information about the calendar in this tab. By default, this tab is first available for setting the calendar properties.

    • Sharing: Provide access permissions for your calendar.

  3. Set the following properties for your calendar in the Calendar Properties window by clicking the Info tab.

    • Name: Type the calendar name. To rename a calendar, type the new name.

    • Description: Provide a description for the calendar in the description field.

    • Time Zone: Set a time zone for your calendar. To set a time zone, select the time zone from the drop-down list.

    • Color: Set a color for your calendar from the drop-down.

    • In addition to the above properties, a URL to the shared calendar is also available. This URL can be used to access a calendar anonymously.

  4. Click Save Changes.

The calendar properties are set.

Share Access with Others

Calendar permissions are been split into two separate section; share and privacy settings. 

Share Permissions

The share permissions are used to extend; read, read + write, manage and none to other members of the university community. The default share permissions for new users are set as follows:

iwc share permissions

To set share permissions:

  1. Select the calendar from the context menu.

  2. Click the Calendar Properties icon from the context menu tool bar.

  3. From the calendar properties dialogue box

    Select the Share Calendar tab 

    In the section below Share Calendar, specify a list of people with whom you wish to share this calendar.

    This section has the following columns:

    • User: Select the users with whom you wish to share the calendar by clicking on the Address Book selector button. You can add a special user Anyone .
    • Permissions: For each user, assign access permissions by selecting one of the following options.
      • None: Select this option if you do not wish to share your calendar with other users. This option indicates that the calendar cannot be shared.
      • Read: Select this option to provide read access to other users. This access permission enables other users to view event details. This option also includes the Check Availability and the Invite permission.
      • Read + Write: Select this option to provide read and write access to other users. In this case, other users can read and modify events on your calendar. This option also includes the Check Availability, Invite, and Read permissions.
      • Owner: Select this option to provide the owner rights of the calendar. The other users can do any operation that the owner has on a shared calendar. 
      You can add more or fewer rows by clicking on the plus and minus buttons provided at the end of each row.
  4. Select Save

The Share Calendar permissions are set.

Privacy Settings

The Privacy settings are used to extend; check availability, invite, manage and none to other members of the university community. The default privacy settings for new users are set as follows:

iwc privacy settings

To assign Privacy Settings:

  1. Select your calendar from the context menu.

  2. Click the Calendar Properties icon from the context menu tool bar.

  3. From the calendar properties dialogue box

    Select the Privacy Settings tab 

    Note: If you are manage the privacy settings for your Supervisor or department resource calendar at this point you will need to switch to the account you are going to manage the privacy settings on by select the Address Book under Settings for: 

    In the section below Privacy Settings, specify a list of people with whom you wish to share this calendar.

    This section has the following columns:

    • User: Select the users with whom you wish to share the calendar by clicking on the Address Book selector button. You can add a special user Anyone .
    • Permissions: For each user, assign access permissions by selecting one of the following options.
      • None: Select this option if you do not wish to share your calendar with other users. This option indicates that the calendar cannot be shared.
      • Check Availability: Select this option to provide access to the owner's calendar for checking availability. This option only displays the owner's free or busy status. The event details are not visible to others. When other users add the owner to a calendar event, the owner receives an email with the event details in ICS format as an attachment.
      • Invite: Select this option to enable other users to invite the owner to a calendar event. The event is immediately added to the owner's calendar. This permission also includes the Check Availability access permission.
      • Manage: Select this option to enable users to manage the calendar event. 
      You can add more or fewer rows by clicking on the plus and minus buttons provided at the end of each row.
  4. Select Save

The Share Calendar permissions are set.

Create an Event

There are a few different ways that an event can be created in the Calendar using Western Webmail.

The first and most basic way is to simply click on the day you would like the event to take place and a little pop-up window will display on the screen. At the top will be the date and underneath is a space to type in the name or a simple description for the event. You may choose to View/Edit Event Details and then click Create Event .

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You may also begin creating a new event by clicking either the New Event quick button in the command link area

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or by clicking the New Event button in the tool bar.

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Either choice opens a New Event tab where you may enter event details such as the title, what calendar it will belong to, the duration of the event, location, description, event type, etc. You may even invite other users to the event.

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Create a Recurring Event

Begin by creating a new event by clicking either the New Event quick button in the command link area

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or by clicking the New Event button in the tool bar.

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At this time, click on the Recurrence button.

recurring2

The following screen will be displayed where you can choose the recurrence period:

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The Advanced button enables you to be more specific in the number of recurrences and when they happen.

Remember to always click save before moving on to make sure that any changes made are saved!

Invititations

At the bottom of the event details screen there is a section for invitations. Here you may invite people to your event. Simply type in the email address of the person you would like to add and select Add to Invite List . The email address will now appear in the People and Resources box. You may also choose to invite people for your Address Book by clicking on Add From Address Book this will bring up a list of the people from your address book and you may choose and add anyone from there.

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Once you have selected some people to be added to the invite list you can check for availability by clicking on Check Availability . This will check whether or not the people you have invited to your event will be available on the scheduled time and date.

Save preferences once any changes made are completed.

Set Reminders

While creating an event you have the option to set a reminder. You do this by clicking on the Reminders button.

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This will open a window where you may choose the amount of time before or after the event that you would like to be notified. You may also choose the method of notification to be either by Email or by SMS.

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Create a Task

To create a new task in Western Webmail, you may click on the New Task button either in the tool bar of the calendar  1 or in the command link area. 2

Once you click one of the buttons the following screen will be displayed:

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Here you may enter the Task Title, set which Calendar it will belong to, as well as set the priority and privacy of the task.

For more detailed tasks and for entering due dates and times you must click on Enter more details . The following will appear.

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You may set recurrence and reminders the same way as events (See above sections for Recurrence and Reminders ).

In this section you may also choose to update the progress of the task depending on how much of it has been completed.

Once the task is created you may view the task and update the progress until completion by clicking on the Tasks tab in the Calendar section.

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Here you can view details such as the due date, location, priority and status of each task that has been created. To remove completed or unwanted tasks click on the Delete button to the right of each task.

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