Calendar

The calendar allows you to do all your planning at a single place. You can set appointments and tasks, define a reminder for appointments (using a pager, email, or instant messaging) set a To Do list task, and much more.

The topics below provide information on how to use the calendar.

Note The first time you enter the calendar, you are prompted to set your preferences. It is important that you set your time zone correctly, so your schedule and appointments appear correctly. See the relevant section for details.

 

Using the Calendar

Setting Appointments

Writing Notes and 'To Do' list Tasks

Setting Calendar Preferences form

Navigate quickly using the minicalendar

 

 

Open a calendar item
 
To open a calendar item click Calendar on the vertical navigation bar of your screen. Then you can choose to set an appointment, a To Do item or a note.
 

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Delete a calendar item
 
  1. Click Calendar on the vertical navigation bar of your screen.
  2. Navigate through the calendar and locate the specific Appointment, or Note you want to delete.
  3. Click the item you want to delete.
  4. Click Delete on the top bar of your screen.In order to delete a To Do item, click here
 
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View today's schedule
 
To view all your appointments, for today click the button called Today. This is the button found at the top bar of the calendar above the day, week, month, and year tabs.
 
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Schedule an appointment
 

1. From the vertical navigation bar click Calendar.

2. Click the New Appointment button at the top right of the page

3. You will see the Add New Appointment Form

4. Enter a few words about the appointment in the Subject field (for example, "Doctor’s appointment").

5. In the Description field, enter more details or notes about the appointment (for example, "Bring a copy of Lisa's Email"). Note You can only enter a maximum of 255 characters.

6. Use the drop down date menu to select the date of your appointment.

7. Use the drop down Time and Duration menu to select the starting time and the length of the appointment. Note: the Calendar displays the hours in each day according to a time interval you set in the Calendar Options section.

8. After entering your data, click the Save button to enter your appointment in the Calendar.

9. The list of Appointments for today appears on the welcome page.

10. Note that there's also a way to schedule an appointment directly from the main calendar: if you click the hour for which you wish your appointment, you get the basic appointment form which you can use to fill the appointment details.

 
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Set a notification of an appointment
A notification is a message that is sent in order to notify you of an upcoming appointment. configure the notification feature to notify you in advance of the actual appointment.
 
Before you begin make sure you have entered your alternate email address.
  1. From the main menu screen go to Calendar and New Appointment.
  2. From the navigation bar click Options.
  3. Click the Preferences tab.
  4. Click the Notification button.
  5. If your details are not entered already, enter them.

Now you are ready to set notifications.

  1. Find the Detailed Form button and click it.
  2. Click the the link Notification at the top of the page.
  3. Next, click the checkbox or checkboxes next to the method of notification (email).
  4. Use the drop-down menu to select Minutes, Hours, Days, or Weeks and then type the appropriate number in the box on the left of the menu. For example, if you want to be notified 30 minutes before an appointment, first choose "Minutes" from the menu, and then enter "30" into the box.
  5. Click the Save button at the top of the page. Your event is saved and appears on your schedule.

You will be notified of the event according to its settings. Please note that when you set your preferences for the calendar in the Options screen, these will be the default settings for both To Do's and appointments unless you override these with specific settings for the appointments and To Do's you enter in everyday work.

 
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Schedule a recurring appointment or To Do
A recurring event is an event which occurs more than once.
  1. Click the Appointment tab on the main calendar screen and then click New Appointment.
  2. Click the Detailed Form button and scroll down to find a gray horizontal bar with the word "Recurrence".
  3. Fill the subject, description, date, and duration as you do when you schedule an appointment (see previous item above).
  4. Choose one of the buttons Daily, Weekly, Monthly, or Yearly for events that happen once a day, week, month, or year.
  5. If the event will stop occurring by a particular date, use the End date drop-down menu to mark this date.
  6. Click the Save button at the top of the form; your appointment is saved and appears on the Calendar each and every time you set its recurrence.
  7. Click the Save and Add button if you want to save the current appointment and enter another one.
  8. To set a recurring To Do, add a To Do according to the instructions below and follow the same procedure as you would with an appointment.
 
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Edit an appointment or event

1. In Day, Week, or Month view, click the appointment or event to edit; the Detailed Form appears.

2. Change the event.

3. Enter the new information and click the Save button at the top of the screen; your appointment is changed as desired.

 

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Write Notes
  1. From the main calendar screen, click the Notes tab and then click the New Note button; a new note form appears.
  2. In the subject field, enter the note’s subject.
  3. In the note field, enter your note.

Click Save; your note is saved.

Click Save and Add button if you wish to save the current note and add a new one.

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Delete a Note
  1. From the main calendar screen, click the Notes tab.
  2. Click the checkbox next to the Subject field of the note and then click the Delete button above.
  3. Alternately, from the main calendar screen click the Notes tab. Click the specific note you want to delete in its subject field. In the following screen, click delete.

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Define a"To Do"
Whether it’s remembering to pay the gas bill or planning a meeting or a research project, there are plenty of items that need to be remembered.
 
  1. In the main vertical navigation bar, click Calendar and then the To Do tab in the top bar.
  2. In the subject field, enter a few words about the To Do (for example, "Prepare sales report").
  3. For any further details, use the description field field below the subject field.In the description field enter more about the To Do. Note that you are limited to 255 characters.
  4. Use the drop-down Start date and End date menus to define the dates your task begins and ends.
  5. By clicking the open book icon at the end of each of these lines you can set the start and due date of the To Do.
  6. You set the day, month, and year by clicking the left and right arrows around the year and month till you see the desired month and year and finally click on the specific day.
  7. Your start or due date will be set.
  8. Use the Status Line to describe your to do's status using either a phrase or a percentage.
  9. Use the drop down menu to choose the appropriate phrase.
  10. Click the Priority drop-down menu to describe the priority of your To Do (Normal, High, Low)
  11. Click the category drop-down menu and select a category that suits your To Do item.
  12. Click the Save button.
  13. Click the Save and Add button if you want to save the current To Do and add another.
  14. The list of the To Do's for today appears on the welcome page. Note that you have the option to set a notification or recurrence for the To do.
 

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Delete a "To Do"
 
 
  1. From the main vertical navigation bar, click Calendar and then click the To Do tab on the main calendar menu bar.
  2. A list of to do's appears. Click the subject of the To D
  3. o you want to delete.
  4. Click Delete.
  5. Another way to delete a To Do is using the minicalendar. Go to the main calendar screen and find the minicalendar. Beneath is a list of your future To Do's. Click the checkbox next to the To Do's to be deleted and click Delete.

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Edit a To Do or a Note
 
 
  1. Click the To Do tab on the main calendar menu bar.
  2. Choose the To Do item you want to edit and click its subject.
  3. Edit the To Do and click Save.
  4. Alternately, in the main calendar screen, click the to item you want to edit in the list of To Do's beneath the minicalendar.
  5. Make your changes and click Save.
  6. In order to edit a note, go to the main calendar screen and click Notes.On the Note list which appears, click the Note you want to edit, make your changes and click Save.
  
 

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Go immediately to another date
 
The minicalendar is the small square calendar to the right of the larger main calendar. It allows you to navigate quickly through your appointments, and To Do's. Additionally, it offers a quick visual reference while setting certain events of your schedule when an image of the main calendar does not appear on the screen. To go immediately to another day:
 
  1. In the date field, enter the date you want to jump to.
  2. Click Go. or 1. Click the drop down menu at the top to select a month and then click Go.
  3. Click left or right arrows to go back an forth through the years.
  4. Click on individual dates in the minicalendar to go to those particular dates.
 

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Navigate quickly with the minicalendar
The minicalendar lets you quickly navigate days, months, and years.
  1. To go immediately to a year click the left or right arrows that surround the year in the minicalendar.
  2. To jump quickly to a month, find it in the drop-down menu and click Go.
  3. To jump quickly to a specific date, use the rectangular box at the bottom of the minicalendar and enter the date you need to view.
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