Chapter 8
Using Calendar

Note Calendar is only available with Communicator Professional Edition.

Signing in

1. From the Communicator menu, choose Calendar.
2. Type your user name.
3. Type your password. If you are unsure of your password, contact your system administrator.
4. Choose a server from the list or type the name of the server you want to connect to. If you are not sure which server to choose, ask your system administrator.

If you prefer, you can choose to work offline. See "Working offline" for more information.

5. Click OK.
6. If this is the first time you are using Calendar, you might want to follow the steps under "Setting your preferences" to customize Calendar for your use.

Viewing your agenda

1. From the File menu, choose Open Agenda, then choose An Agenda.
2. Click Modify your own agenda.
3. Click OK.

Viewing your agenda in daily, weekly, or monthly format

• From the View menu, choose Day, Week, or Month. Your daily agenda lets you view and modify entries one day at a time. Your weekly and monthly agendas let you view and modify entries for a specific week or month.

Tip 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.

Scheduling a meeting

Tip To help you determine the best meeting time, you might want to view the combined agendas for a conference room and prospective attendees before you try to schedule the meeting. See "Viewing a combined agenda" for more information.

1. Open your agenda. See "Viewing your agenda" if you don't know how to 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, or click  to search for a person.
6. To include a group, click  .
7. To include a conference room or other resource (such as a piece of equipment), type re: followed by the first few letters of the resource's name. If you don't know the resource's name, click  , and then click Resources to search for it.
8. To schedule this meeting on a recurring basis, click Repeating, choose the options you want, and click OK.
9. Click "Check conflicts" 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.

Tip If Calendar finds conflicts, double-click the proposed meeting to see more information about the conflict.

10. Click Create to propose the meeting.

Rescheduling or changing a meeting

Note You can only reschedule a meeting that you created.

1. Open your agenda. See "Viewing your agenda" if you don't know how to open your agenda.
2. In your agenda window, double-click the meeting that you want to change.
3. Click General, and make the necessary changes.
4. Click OK.

Canceling a meeting

Note You can only cancel a meeting that you scheduled.

1. Open your agenda. See "Viewing your agenda" if you don't know how to 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.

Responding to a proposed meeting

1. From your In-Tray or agenda window, double-click the meeting that you want to respond to. See "Viewing your agenda" or "Displaying your In-Tray" if you don't know how to open your agenda or In-Tray.
2. Click Reply.
3. Choose a reply option.
4. Click OK.

Adding an event to your agenda

Follow these steps to create an event in your agenda:

1. Open your agenda. See "Viewing your agenda" if you don't know how to 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.

Adding an event from a web page to your agenda

 (Windows) To use vCalendar objects, you must have the Netscape vCalendar plug-in installed in your Netscape/Communicator/Programs/Plugins directory.

 Follow these steps to use a Calendar object to add an event to your agenda:

1. Using Navigator, go to a web site that lists events along with vCalendar objects. For example, the web site at http://conference.calendar.com lists information about upcoming conferences, seminars, and workshops around the world. Each event has an associated vCalendar object.
2. When you find an event that you want to add to your agenda, click the vCalendar object button associated with the event. If Calendar is not running, Communicator displays a message so you can start it.
3. When Calendar displays a dialog box that lists information about the event, click Add Entry to add the event to your agenda.

Creating a daily note

1. Open your agenda. See "Viewing your agenda" if you don't know how to 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 People/Resources tab and add each recipient. (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.

Viewing another person's agenda

Note If you don't want others to be able to view your agenda, you can keep your agenda private using the Access Rights command on 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. If you are unsure how to spell the name, enter the first few letters of the person's name and click  to search for the name.
4. Click the Checkmark button  to confirm your entry.
5. Click OK.

Viewing a conference room's agenda

1. From the File menu, choose Open Agenda, then choose An Agenda.
2. Click "View the Agenda of."
3. Click the Search button  .
4. Click Resources. Typically, resources consist of conference rooms or other items such as pieces of equipment.
5. Type the conference room's name and click Search. 

Tip Instead of typing the entire name, you can type re: followed by the first few letters of the name. For example, instead of typing "Northeast Conference Room," you can type "re:Nor". If there's more than one matching entry, Calendar lets you choose the entry you want.

If you don't know or aren't sure of the conference room's name, click Search to display a list of conference rooms. Select a conference room from the list.
6. Click OK to close the Directory Search dialog box.
7. Click OK to close the Open an Agenda dialog box. Calendar displays the conference room's agenda.
8. Use the navigation buttons above the agenda to view the conference room's agenda on a different date.

Viewing a combined agenda

Follow these steps to create a combined agenda:

1. From the File menu, choose Open Agenda, then choose A Group Agenda.
2. Click the Search button  .
3. In the Directory Search dialog box, click Resources.
4. Click Search to display a list of conference rooms.
5. Select a conference room.
6. Click Add.
7. Click People.
8. Type the name of the person whose agenda you want to view, and click Search.
9. Select the person's name.
10. Click Add.
11. To add another person's agenda, repeat steps 8 through 10.
12. Click OK to close the Directory Search dialog box.
13. Click OK to close the Selection for Group Agenda dialog box. Calendar displays the combined agenda for the selected people and conference room. Red areas indicate conflicts.
14. Use the navigation buttons above the agenda to view a different date for the combined agenda.

Creating a group

1. From the Edit menu, choose Manage Groups.
2. Type the name of the group in the "Add group" entry box.
3. Click the checkmark button  to confirm your entry.
4. In the "Add member" entry box, type the name of a person you want to add to the group. To search for a person's name, click the Search button  .
5. Click the checkmark button  to confirm your entry.
6. Continue adding people to the group.
7. (Windows) Click OK when you are done. (Macintosh) Click Done.

Tip To schedule a group meeting, first open the group's combined agenda. To open the group's combined agenda, from the File menu, choose Open Agenda, then choose A Group Agenda. To schedule a meeting for the group, from the File menu, choose New, then choose Agenda Entry.

Editing a group

1. From the Edit menu, choose Manage Groups.
2. Select the name of the group that you want to edit.
3. To delete a member, select the member and click Delete Member.
4. To add a member, type a name in the "Add Member" entry box and click the Checkmark button  .
5. To change the group's name, edit the name in the "Modify selected group" entry box, and click the Checkmark button  .
6. (Windows) Click OK. (Macintosh) Click Done.

Deleting a group

1. From the Edit menu, choose Manage Groups.
2. Select the name of the group that you want to delete.
3. Click Delete Group.
4. (Windows) Click OK. (Macintosh) Click Done.

Viewing information about people or conference rooms

1. From the Edit menu, choose Search Directory.
2. Click People, and type the person's name.
3. Click Search.
4. Select the person's name.
5. Click Information 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 conference room, click Resources.
8. Click Search.
9. Select the conference room.
10. Click Information to view information about the conference 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 dialog box.

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.

Displaying your In-Tray

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.
3. To see more information about an entry, double-click it.

Creating and managing tasks

 Follow these steps to create a task:

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.

Viewing tasks in your daily agenda

1. Open your agenda. See "Viewing your agenda" if you don't know how to open your agenda.
2. From the View menu, choose Day. Calendar lists tasks on the right side of the agenda window.

Managing tasks

• To open the task window, from the File menu, choose Open Tasks, and then choose Your Tasks.

Printing your agenda

1. Open your agenda. See "Viewing your agenda" if you don't know how to open your agenda.
2. From the File menu, choose Print.
3. Choose the print options you want.
4. (Windows) Click OK. (Macintosh) Click Print.

Creating a custom print format (Windows)

1. Open your agenda.
2. From the File menu, choose Print.
3. Click the Options button.
4. Choose the layout options you want for your daily, weekly, or monthly agenda.
5. Click OK to close the Layout Options dialog box.
6. Click Preview to preview the printed pages of your agenda.
7. Click OK.

Creating a custom print format (Macintosh)

1. Open your agenda.
2. From the Edit menu, choose Preferences, and then choose Print Layout.
3. Choose the layout options you want for your daily, weekly, or monthly agenda.
4. Click OK.
5. Choose Print Preview from the File menu to preview the printed pages of your agenda.
6. Click Print and choose the print options you want.
7. Click Print.

Working offline

Note Calendar's Go Offline and Go Online commands work independently from Navigator's Go Offline and Go Online commands.

Setting your offline preferences

1. From the Edit menu, choose Preferences, then choose Off-line.
2. Choose the preferences you want. When you use Calendar offline, you can only work with the agendas that you specify in your offline preferences.
3. Click OK.

Going offline and reconnecting later

1. From the File menu, choose Go Off-line.
2. When you want to later reconnect to the server, choose Go On-line from the File menu.

Signing into work offline

1. From the Communicator menu, choose Calendar.
2. Type your user name and password.
3. For server name, choose Off-line.
4. Click OK.

Setting your preferences

Setting scheduling preferences

 Follow these steps to set scheduling preferences:

1. From the Edit menu, choose Preferences, and then choose Scheduling.
2. (Windows) Click the tabs to view your preferences for each day of the week. (Macintosh) Choose a weekday from the list to see your preferences for that day.
3. For each day of the week, choose your normal and extended work hours.
4. Click OK.

Setting agenda display preferences

 Follow these steps to set agenda display preferences:

1. From the Edit menu, choose Preferences, and then choose Agenda.
2. Click Display.
3. Choose the options you want.
4. To hide declined entries, uncheck Declined Agenda Entries. If you don't hide declined entries, every invitation you receive will appear on your schedule, whether you accept or decline it.
5. Click OK.

Setting agenda notification preferences

 Follow these steps to set notification preferences:

1. From the Edit menu, choose Preferences, and then choose Agenda.
2. Click Notification.
3. Choose the options you want.
4. Click OK.

Changing time zone preferences

 Follow these steps to set time zone preferences:

1. From the Edit menu, choose Preferences, and then choose General.
2. Click Time Zones.
3. Choose the options you want.
4. Click OK.