ITS LOGO March 1998

How do I ... logo Use Netscape Calendar - Part 2: Usage

Contents

Getting Started

Please refer to the Configuration instruction in the document How do I... Use Netscape Calendar - Part 1: Configuration at URL http://www.uwo.ca/its/doc/hdi/web/netscape/cal1.html.

Sign-in to Calendar by choosing Calendar from the Communicator menu. Type your user name, password and choose the server. If you prefer to work offline, select off-line as the server.

Open your agenda

Your agenda displays the entries in your calendar.
  1. From the File menu, choose Open Agenda, then choose An Agenda.
  2. Click Modify your own agenda.
  3. Click OK. The default is to view the calendar as one day.

To view the agenda in different formats, from the View menu, choose Day, Week, or Month. Your daily agenda lets you view and modify entries one day at a time and shows Daily Notes on the right of the window.
Your weekly and monthly agendas let you view and modify entries for a specific week or month. They show Events and Tasks at the bottom of the window (but not Daily Notes).

To move forward or backward in your agenda, click the arrow or calendar buttons above the agenda. For more information about the buttons, see Calendar's online help.

Display your In-Tray

Your In-Tray is the central place where you can view all meetings, notes, events, and holidays proposed by other Calendar users. Your In-Tray also lists entries that you have sent to other users, as well as entries you've accepted and refused.
  1. From the File menu, choose Open In-tray.
  2. (Windows) To see the list of entries in a folder, click the folder. (Macintosh) To see a list of entries in a folder, click the triangle to the left of the folder. A list of entries in that category (if any) will appear. For example, to see all the meetings you have scheduled, click on Entries you've sent out.
  3. To see more information about a specific entry in this list, double-click it. For example, double clicking on a meeting in this list will give you all the details about it.

Meetings

Schedule a meeting

You can schedule meetings on a one-time or recurring basis. If you have set your agenda notification preferences to notify attendees whenever you schedule a meeting, Calendar gives you the option of sending a notification e-mail message to each attendee. For more details please refer to the Configuration instruction in the document How do I... Use Netscape Calendar - Part 1: Configuration.

  1. Open your agenda.
  2. From the File menu, choose New, and then choose Agenda Entry.
  3. Type a title for the proposed meeting.
  4. Choose the date and time settings you want.
  5. Type the name of a person to invite in the Add box and press Enter, or click the search icon (magnifying glass) to search for a person.
  6. To include a group, click the group icon. Select the group and click OK to get back.
  7. To include a meeting room or other resource (such as a piece of equipment), type its name.
  8. To schedule this meeting on a recurring basis, click the Repeating tab, choose the options you want, and click OK.
  9. Click the Check conflicts button to see if your proposed meeting time conflicts with other entries in your agenda or in a prospective attendee's agenda. Calendar indicates conflicts by placing an "X" next to the proposed meeting. If Calendar finds no conflicts, a checkmark appears instead.
    NOTE: If Calendar finds conflicts, double-click the proposed meeting to see more information about the conflict.
  10. Click Create to propose the meeting.

Some Tips for scheduling meetings

Determine the best meeting time:

Schedule a meeting for a group:

Searching Tips:

Respond to a proposed meeting

  1. From your In-Tray or agenda window, double-click the meeting that you want to respond to.
  2. Click Reply.
  3. Choose a reply option.
  4. Click OK.

Reschedule or change a meeting

 You can reschedule a meeting, add or remove attendees, or change the meeting's location. Note: You can only reschedule a meeting that you created.
  1. Open your agenda.
  2. In your agenda window, double-click the meeting that you want to change.
  3. Click the General tab, and make the necessary changes.
  4. Click OK.

Cancel a meeting

Note: You can only cancel a meeting that you scheduled.
  1. Open your agenda.
  2. In your agenda window, click the meeting that you want to cancel.
  3. (Windows) From the Edit menu, choose Delete Entry. (Macintosh) From the Edit menu, choose Clear Event.

Add an event to your agenda

An event is an agenda entry that lasts one or more days and that can include other people or groups. For example, if you and some others will be attending a conference, you can add the conference as an event. You can schedule your vacation days as events. The event appears in your agenda window and in each recipient's In-Tray.
  1. Open your agenda.
  2. From the File menu, choose New, and then choose Day Event.
  3. Enter the requested information in the dialog box.
  4. (Windows only) If necessary, click OK.
  5. Click Create.
For more information about working with events, see Calendar's online help.

Create a Daily Note

A daily note is an informal message that you create for a specific day. You can create the note just for yourself or for other people or groups. The note appears in your agenda window and in each recipient's In-Tray.
  1. Open your agenda.
  2. From the File menu, choose New, and then choose Daily Note.
  3. Type the text for the note in the Title box.
  4. Choose the options you want.
  5. (Windows) To have the note appear in the In-Tray of one or more recipients click the Search icon, click the People and/or Resources tab and add each recipient or resource. (Macintosh) To have the note appear in the In-Tray of one or more recipients, type a recipient's name in the Add entry box and click the checkmark to confirm your entry.
  6. (Windows only) Click OK.
  7. Click Create.

Tasks

A task is a personal "to-do" item that you want to track but that you don't schedule in your agenda like a meeting. Calendar lists tasks in your daily agenda and in the task window.
  1. From the File menu, choose New, and then choose Task.
  2. Enter the requested information in the dialog box.
  3. (Windows only) If necessary, click OK.
  4. Click Create.

View tasks in your daily agenda

  1. Open your agenda.
  2. From the View menu, choose Day. Calendar lists tasks on the right side of the agenda window.

Manage tasks

You can view, edit, and add tasks in the task window. You use the task window to track tasks and their priorities, due date, and percentage complete.
To open the task window, from the File menu, choose Open Tasks, and then choose Your Tasks. For more information about working with tasks in the task window, see Calendar's online help.

Print your agenda

You can print your agenda in popular layout formats such as Franklin, Day-Timer, and Day-Runner, or you can create your own custom print format.
  1. Open your agenda.
  2. From the File menu, choose Print.
  3. Choose the print options you want.
  4. If you want to create a custom print format, click the Options button for layout options (Windows).
    Choose the layout options you want for your daily, weekly, or monthly agenda. Click OK to get back to the Print Dialog window.
    For Macintosh, from the Edit menu, choose Preferences, and then choose Print Layout.
  5. If you would like to check how the print will look, click the Preview button. When done previewing, click Close to get back to the Print Dialog window.
  6. (Windows) Click OK. (Macintosh) Click Print.

Viewing

View another person's agenda

You can view another person's agenda to see what meetings they're scheduled to attend on a given day, or to check their availability for a meeting.

Note: If you don't want others to be able to view your agenda, you can keep your agenda private. Choose Access Rights from the Edit menu.

  1. From the File menu, choose Open Agenda, then choose An Agenda.
  2. Click View the agenda of.
  3. Enter the name of the person whose agenda you want to view (or click the Search icon).
  4. Click the Checkmark button to confirm your entry.

View a meeting room's agenda

You can view a meeting room's agenda if you want to schedule a meeting in that meeting room, and you want to make sure it's available.
  1. From the File menu, choose Open Agenda, then choose An Agenda.
  2. Click View the Agenda of.
  3. Click the Search icon.
  4. Click the Resources tab. Typically, resources consist of meeting rooms or other items such as pieces of equipment.
  5. Type the meeting room's name in the Resource name box and click the Search button.
  6. Click OK to close the Directory Search window.
  7. Click OK to close the Open an Agenda window. Calendar displays the meeting room's agenda.
  8. Use the navigation buttons (left and right arrows) above the agenda to view the meeting room's agenda on a different date.

View a combined agenda

You can view the combined agendas of people and a meeting room (or other resource) to avoid conflicts when scheduling a meeting in a particular room.
  1. From the File menu, choose Open Agenda, then choose A Group Agenda.
  2. Click the Search icon.
  3. In the Directory Search window, click the Resources tab.
  4. Click Search to display a list of meeting rooms.
  5. Select a meeting room.
  6. Click Add.
  7. Click the People tab.
  8. Type the name of the person whose agenda you want to view, and click Search.
  9. Select the person's name.
  10. Click the >>Add button.
  11. To add another person's agenda, repeat steps 8 through 10.
  12. Click OK to close the Directory Search window.
  13. Click OK to close the Selection for Group Agenda window. Calendar displays the combined agenda for the selected people and meeting room. Red areas indicate conflicts.
  14. Use the navigation buttons (left and right arrows) above the agenda to view a different date for the combined agenda.

View information about people or meeting rooms

You can view contact information about a person, or view information about a meeting room, such as its location, capacity, and phone extension.
  1. From the Edit menu, choose Search Directory.
  2. Click the People tab, and type the person's name.
  3. Click Search.
  4. Select the person's name.
  5. Click the Information button at the bottom of the window to view information about the person, such as their phone number or mailing address. The person's information was entered by the system administrator and can only be edited by the system administrator.
  6. Click OK when you are done viewing the information.
  7. To view information about a meeting room, click the Resources tab.
  8. Click Search.
  9. Select the meeting room.
  10. Click the Information button to view information about the meeting room, such as its location, phone number, or capacity. The resource's information was entered by the system administrator and can only be edited by the system administrator.
  11. Click OK when you are done viewing the information.
  12. Click Done to close the Directory Search window.

    Note: To view your user information, you can choose User Information from the Edit menu. This information was entered by the system administrator and can only be edited by the system administrator.

©1998, The University of Western Ontario. Permission is granted to copy in whole or in part provided that due credit is given to the authors, the Division of Information Technology Services, and The University of Western Ontario.


Page maintainer: Eva Placko
Last modified: March 20, 1998