Introduction to myCalendar . Mark Morley August 2006 AP-MC1cics.dept.shef.ac.uk/userguides/AP-MC1.pdfMark Morley Introduction to myCalendar 1. Introduction myCalendar is group calendar

Introduction to myCalendar .

Mark Morley August 2006 AP-MC1 © University of Sheffield

Mark Morley Introduction to myCalendar

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Contents

1. INTRODUCTION ............................................................................................................................................ 3

2. INSTALLATION (UNMANAGED WINDOWS SERVICE ONLY) .......................................................... 4

3. CONFIGURATION (UNMANAGED WINDOWS SERVICE) .................................................................. 4

4. START USING MYCALENDAR................................................................................................................... 6 4.1 SIGN-IN......................................................................................................................................................... 6 4.2 SIGN-OUT...................................................................................................................................................... 6 4.3 CHANGING PASSWORD .................................................................................................................................. 7 4.4 SETTING PREFERENCES (UNMANAGED WINDOWS SERVICE ONLY)............................................................... 7 4.5 ACCESS RIGHTS ............................................................................................................................................ 8

5. AGENDA......................................................................................................................................................... 12 5.1 CHANGING AGENDA VIEW.......................................................................................................................... 13 5.2 CREATING AN AGENDA ENTRY................................................................................................................... 14 5.3 ADDING ENTRY DETAILS ............................................................................................................................ 15 5.4 INVITING PEOPLE TO MEETINGS................................................................................................................... 16 5.5 CREATING GROUPS...................................................................................................................................... 19 5.6 CREATING A REPEATING MEETING .............................................................................................................. 20 5.7 DELETING EVENT ENTRIES .......................................................................................................................... 21 5.8 DAILY NOTES, EVENTS, TASKS .................................................................................................................... 21 5.9 VIEWING OTHERS' AGENDAS ....................................................................................................................... 22

6. DIRECTORY SEARCH................................................................................................................................ 24

7. AGENDA SEARCH ....................................................................................................................................... 25

8. PRINTING ...................................................................................................................................................... 26

9. IN-TRAY......................................................................................................................................................... 27

APPENDIX A: GUIDELINES FOR USE........................................................................................................ 28


1. Introduction myCalendar is group calendar software that allows computerised diary scheduling. All users of myCalendar can set access permissions to allow selected groups of other users to view their schedule. Appointments and meetings can be arranged easily between relevant participants, and meeting rooms booked.

The service can be accessed using client software, a web browser, and by synchronising with a palmtop computing device. The system provides an integrated scheduling facility that you can consult and operate on campus, from home, or even whilst travelling abroad.

Such a system has been proven to improve communication and time management, particularly within organisations as expansive as The University of Sheffield.

This document is directed specifically at those getting started with the myCalendar client software (Oracle Calendar) and using a PC on campus.

Web pages dedicated to using myCalendar, (including clients available for download), are provided on the CICS web pages starting at:

http://www.shef.ac.uk/cics/services/mycalendar/

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2. Installation (unmanaged Windows service only) (If you are using the Managed Desktop service, myCalendar is centrally installed and ready for you to begin using; please proceed to the “Start Using myCalendar” section.)

If you are using an unmanaged Windows service and wish to use the Windows client (rather than the web client) you will have to download and install the software.

From the myCalendar web pages, select the appropriate download for Windows.

3. Configuration (unmanaged Windows service)

Note: If you are upgrading from CorporateTime then all your setting will have been retained and you can move to section 4 in this document.

The first time you run myCalendar on an unmanaged Windows PC, you will have to follow this configuration procedure.

To start myCalendar, from the Start menu, under All Programs, then Oracle Calendar, click on Oracle Calendar.

myCalendar (Oracle Calendar) will start and you will get the Sign-In dialog box.

Important: At this stage do not enter your username and password, as a new connection profile has to be set up first.

Click the Other… button. The Connection Manager dialog appears, and you should click New… to bring up the Connection Editor dialog box.

Next to Connection Name type in Diary

Next to Server type diary.shef.ac.uk

Click the Lookup button and the other boxes will automatically fill.

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The Connection Editor dialog box should then look like:

Click OK to finish setting up this connection.

You are returned to the Connection Manager dialog box, which now has two connections listed, Off-line and Diary. Click on Diary to highlight it, and then click the Make Default button. Click OK and you are left with the Sign-In dialog box set to Connect to Diary.

Note: You only have to perform this configuration procedure once.

You can now Sign-in and use myCalendar.

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4. Start Using myCalendar To start myCalendar; from the Start menu, under All Programs, then Oracle Calendar, click on Oracle Calendar.

4.1 Sign-in Each time you start myCalendar, you will have to Sign-in.

A myCalendar Sign-In box opens, similar to this example:

Alongside:

User name type your standard username

Password type your usual (Synchronised) password

(On subsequent sign-ins your User name will automatically be provided in the sign-in box. Your User name may appear as Surname, Initial.)

Click the Sign-in button.

4.2 Sign-out myCalendar is client/server based software operating in real-time. What this means to you is that your diary is automatically updated and you do not have to save your work. You can just run myCalendar in the background minimized. Hence, the idea of sign-out is a notional one; you close the program down when you have finish, just like Word or Excel, i.e. from the File menu, click Exit, use the Ctrl+Q keys or click the close X in the top right corner. (Note that entries made by other people can take a time to appear in your agenda. However, you can force your agenda to update in the meantime; from the View menu, click on Refresh All or press F5.)

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4.3 Changing password As your myCalendar password is synchronised with passwords for other services, you should only use the standard change password facility on the CiCS web pages. Before changing your password, you must disable off-line agenda. Details of how to do this are provided on the CiCS web pages under myCalendar FAQs; follow the Offline password link then the See also: Disabling Offline Agenda.

DO NOT use the Change Password facility in the myCalendar software.

4.4 Setting Preferences (Unmanaged Windows Service only) You need to set the way that names and dates are displayed, to make the use of myCalendar easier, especially when performing searches, etc.

From the Tools menu, click Options…, click the + alongside General, and then click on Formatting. From the drop down menu, select Smith, John C. and click the OU1 box. Setting the OU1 box means that users’ three letter department codes appear alongside their names, making it easier to identify the correct person.

The dialog box now looks like:

Click Date and Time in the left-hand menu (under Formatting). Under Short date format click DMY. Under Long date format click DMY. The dialog box now appears like:

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Click the OK button.

4.5 Access Rights Before actually using the calendaring functionality of myCalendar, you need to be aware of the issue of setting Access Rights appropriately.

The Access Rights set the privileges others have to see entries in your myCalendar. One basic purpose of the software is to allow others to easily identify your current whereabouts e.g. currently in a meeting, seminar, lecture, etc. and also to see when you may be free, so they can organise a meeting, etc. To do this, they need the appropriate access rights. However, there may be specific appointments that are personal or where a degree of confidentiality is required. In such situations it may be necessary to block off time, so that no other appointments can be booked in, but not allow others (or allow just a select few) to view why the time is blocked off. Therefore, different access rights are required.

To set Access Rights, from the Tools menu, click on Access Rights…, which opens the Access Rights dialog box.

Click on Viewing to see the following:

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As you can see, the default is set so that Normal Entries in your calendar allows any University myCalendar user to view the time and all other details about the entry. The Confidential and Personal Entries are by default set so that only the time in the blocked off period would be displayed to others. The following are examples or how a Normal and a Personal Entry (respectively) would look when viewed by another user.

Notice how the Personal Entry has a padlock to indicate that no other details can be viewed for this entry. In contrast, double clicking the Normal Entry would bring up full details.

The guidelines state that you should in general retain these defaults settings. However, for individuals or specified groups you may need to change the viewing rights so that they can access Personal or Confidential Entries, or possibly so some people cannot access Normal Entries. You should refer to the myCalendar usage guidelines (Appendix A).

To change someone’s Viewing Access Rights, you simply type their surname into the entry space to the left of the green tick, and then click the tick. (If there is more than one entry for that surname, a list will pop up and you

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simply click on the appropriate one to highlight and click OK.) The name is then added to the list below Default: Any unlisted person.

The additional option Same as default appears on the dialog box and is automatically ticked. You can click in the other two boxes to give Full viewing rights or No viewing rights respectively.

To set the viewing rights to be any other combination, you need to click on the ticked box so that all the options are unticked. The greyed out entry options then become available for you to set as required.

In this example Booth, RJC has been granted viewing rights to Confidential Entries by a user, but can still only see the times of Personal Entries.

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5. Agenda Now you are ready to start using the primary functions of myCalendar. Whenever you have signed in, myCalendar starts by launching two windows. In the foreground is your In-Tray. (You can turn off the In-Tray window; from the Tools menu, and then Options… Click on the + alongside General, and then click on Startup. From the bottom half of the screen, you can choose to have the In-Tray open on startup or not.) The In-Tray will be considered later, so for the time being just close down this window by clicking the cross button in the right-hand top corner.

This reveals your Agenda window, similar to:

The first time you run myCalendar you see the Agenda in this Daily view. On subsequent use you will receive the view that you were in when you last signed out of the software.

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5.1 Changing Agenda View There are several ways to view your agenda by clicking on the appropriate buttons from the toolbar. With each of these views the navigation buttons can be used to jump between different time periods, as indicated in the following matrix.

Daily view

Back a week

Back a day Forward a day

Forward a week

Weekly view

Back a month

Back a week

Forward a week

Forward a month

Monthly view

Back 6 months

Back a month

Forward a month

Forward 6 months

The Today button returns your agenda to that which incorporates the current date. If you are in a week or month view, the Today button returns you to the current week or month respectively.

In the weekly view the current date appears as red text, other weekdays as black, and the weekends in blue. The coding is the same for the monthly view, with the addition that the current day box is yellow.

Clicking the small calendar button causes a calendar to appear for the month and year you are currently viewing.

You can use this to choose an arbitrary day and month, in any particular year.

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5.2 Creating an Agenda Entry To add an item into your agenda:

• Start on the Daily view.

• Within the timeframe you want the activity to begin, click your mouse pointer then drag to the timeframe you wish to end and release your mouse button.

• Type the title of your entry, e.g. the meeting name.

• Press Enter and the item is added to your agenda.

The duration of entries created using this method is dependent on the time intervals set. Currently this is defaulted to 30 minutes. You can adjust the start, end and duration times of each individual activity or if you find that a different time would be more appropriate for your needs you can alter the default. Both of these adjustments are detailed below.

There is an additional way to create an agenda entry, by clicking the New Meeting button on the toolbar. A New Meeting dialog box opens, into which you can enter all the relevant agenda entry information. The format of this box is the same as the Edit Meeting, (refer to section 5.3 below).

Moving an entry Once an entry has been created, you can move it and so reschedule the activity. Simply click within the area of the activity entry and using the mouse pointer drag to a different time. In weekly view you are able to drag agenda entries to different days as well as times, with the monthly view you can only drag to a different date.

Note: when moving, the entry box snaps to the beginning default time spacing (i.e. with default spacing set at 30 minutes the moved activity will begin on the hour or half hour).

Time period adjustment To extend or reduce the time of an agenda entry, click within its area. Move the mouse pointer over either the upper or lower highlighted border until you see ↕ then press the mouse button and drag to change the time.

Note: when adjusting the upper border, the entry box snaps to the beginning default time spacing (i.e. with default spacing set at 30 minutes the moved activity will begin on the hour or half hour). When adjusting the lower border, the entry box snaps to the end default spacing, (i.e. ends on the hour or half hour).

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5.3 Adding Entry Details To edit an entry, double click within the area of the agenda entry. An Edit Meeting dialog box opens, similar to:

You can set or adjust the date and the time, by adjusting the start and end times or the duration. You can click in the boxes to type in a new date or time. The up and down arrows alongside each box allow you to toggle the date and times up and down respectively.

Clicking the calendar button next to the Date: results in the calendar appearing as explained in section 5.1.

Clicking the clock face button alongside the Start and End time boxes results in a sliding time adjuster.

The two arrow buttons allow you to adjust one hour at a time. Alternatively you can click and drag the central down pointing arrow in 15 minute intervals.

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The Title: is the name you can give to the agenda entry, in the example this appears as the “Training Meeting”. The Locations: is the room you wish to set the activity. Simply type these into the appropriate box.

Details Tab Click on the Details tab and you can use the Access level drop down menu to set the access rights others would have to view your agenda.

The following assumes the Access Right default settings have been retained (refer to section 4.5). There are four levels of access rights. You are advised to set to Normal, which allows all details of the entry to be seen, Personal, for private reminders, which blocks off the time of the entry with no other details being visible, or Confidential to restrict viewing to a predefined person or persons.

Reminders Tab Click the Reminders tab to set up a reminder notification for a meeting. If you click the Remind me radio button then you can set the time period before the meeting that you want to be reminded. You can also choose how to be reminded; Popup appears on the screen. If you choose the Display upcoming for radio button you can have a reminder in preceding days, weeks, months in the Notes Panel at the bottom of the agenda. Once a reminder is set up for an entry, a bell will appear alongside the meeting name.

You don’t have to use the Reminder tab to initiate a reminder, you can click the Remind me box.

The default reminder can be set from the Tools>Options… menu, under the Entry Defaults menu item. The bottom half of the screen is the Default Reminders section and appears the same as that seen under the Reminders tab of the previous paragraph. Setting as the default means that you will be reminded of all meetings in the same way, if Remind me is set to on.

Attachments You can add documents you want to circulate to attendees using the Attachments tab.

5.4 Inviting people to meetings Using the People/Resources tab (refer to section 5.3) you can invite people to a meeting you are setting up. Type an intended attendee's surname into the Add: box and click the green tick button. If more than one person has that surname and you have set preferences (refer to section 4.4) then you will receive a list from which to choose. In addition, you can invite external people to attend by typing their email address; their email address will be added to the list with a small postcard icon alongside. If you send an email about the meeting from within myCalendar (Oracle Calendar client), the external person will receive it but won’t appear as a receipient in your copy to self email.

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When the name has been chosen it is added into the space containing your own name. You can highlight a name in the list and click the Information… button to find things like their email address. You can then click on the envelope to send them an email.

Once you have added everyone to the meeting you can click on the Check Conflicts button. You will be notified if no conflicts exist. However, if there is a clash in the activities of attendees, then a dialog box will appear giving details of the people and the conflicts, for example:

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If conflicts are found you have a couple of choices. From Tools, you can select Suggest Date/Time…, which will generate a list of alternative dates and times when all attendees would be available. You have the option to set the dates between which you would like the meeting, and the general times within those dates, then click on List suggestions. A list is generated and you simply click on the one most convenient, and then click OK.

Alternatively, you can decide to retain the meeting at the original date/time you set, and allow the attendee with the conflict to decide their own course of action.

Once you have made your decision, click the OK button. You will be prompted with The attendees' agendas have been updated. Do you also wish to send them an e-mail? If you decide Yes, a Mail Message dialog box opens. You can alter the list of recipients in the Recipients: and add to the standard activity information automatically generated in the Message:. Then simply click the Send button.

The recipient (prospective) attendees will have their agendas automatically updated with the meeting you have just scheduled. This will appear for them as a blue block, with a question mark in the upper right hand corner. (They will also receive the email, if you chose to send one.)

By double-clicking this agenda activity block, a View entry dialog box opens with the Reply tab uppermost. The top half provides summary information of the activity.

The bottom half allows a response to be made using a drop-down menu:

The Will confirm later option is initially selected, hence the question mark.

If they check the Will not attend, the agenda activity block will turn red and a cross will replace the question mark.

If they check Will attend, the agenda activity block turns green and a tick replaces the question mark.

With the last two options the Would prefer another time also becomes available.

This is then automatically updated within your agenda as the meeting originator. Under your Edit Meeting, corresponding symbols appear against the attendee names.

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5.5 Creating groups It can become tedious having to type in the same attendee names time and again when organising a regular meeting. The process can be made easier by creating a group incorporating the regular names.

From the Tools menu, select Manage Groups … then click the New button. You will see a New Group box similar to:

Type in a suitable name for the group in Group name:. You have the option to set the Group type to either Private (PRV) or Members-only (MEM). Private groups can only be used by the person who created them. Members Only groups are available for use only to the members of that group.

Now type in the surnames of the intended group Add Members:, clicking the green tick button between each entry, to create a list. Click OK. (Refer to section 6 for directory search information.) You return to the Manage Groups dialog box.

If in the future you need to amend a list, i.e. add or delete names, then you can click to highlight the list in question, and then click the Edit button to get back to the Edit Group box.

Click OK to close the Manage Groups box.

Inviting groups Now, when you are inviting people to meetings (refer to section 5.4), you can use the groups you have set up to save time. The two ways you can do this are:

Into the Add: box type G: followed by the group name, e.g. G: CT Support Group and click the green tick button. The names in the group list will automatically appear in the list below Add:.

Alongside the Add: entry box, next to the green tick button, is a search button. (For more details about searching refer to section 6.) Click on that Search button, click the Groups tab. Decide which Group type to look for (you can

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combine) using tick boxes alongside Private, Members-only, and Public. Click the Search button and a list appears in Groups. Click on a list and the membership appears in the left hand box. Click the >> Add all button and the membership also appears in the right hand box. Click OK and this group is added into the meeting entry attendees list.

5.6 Creating a repeating meeting If you have a meeting that occurs on a regular basis or an activity that you will be repeating one or more times, then there is a mechanism to create the meeting just once and have myCalendar apply it to your agenda multiple times. Quite elaborate criteria can be set for the repeat frequency.

Create an agenda entry on the first date the activity will take place and then edit the entry as outlined above (section 5.3). Now click the Repeating… button and you will see the Repeating dialog box similar to:

The Frequency can be set to Daily, Weekly, Monthly on date(s), Monthly on day(s), or Yearly using the drop down choice menu. With the Daily, Weekly, Yearly you can choose to have the repeat activity every day, week, or year respectively, or at given intervals, say every three days, every four weeks, or biennially. With the Monthly on date(s) you can have the repeat activity on a specific date every month or at an interval of a given number of months. With the Monthly on day(s) you choose whether you want the repeat

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Mark Morley Introduction to myCalendar frequency to be on the 1st, 2nd, 3rd, 4th, or last specified day at an interval of a given number of months, e.g. a meeting that occurs on the 2nd Friday every quarter.

Once you have set the frequency, you specify the delimiting time over which the repeat sequence is to run using the Start and end dates section. You can then also include specific other dates. You can choose to include weekends and holidays if you wish. The dates will then appear in the list and you can click OK.

The Repeating function is also useful for setting regular times when you would not be available for other meetings, for example regular lunchtimes and annual leave periods.

5.7 Deleting event entries To delete an activity, highlight its entry in your agenda and press the Delete key. You will be asked Are you sure you want to delete the following entry? Simply click Yes.

If the activity has been set as repeating, a dialog box will appear with a list of the repeat dates. You can then select one or more dates for deleting by clicking and dragging your mouse to highlight a block, or holding down the Ctrl key and clicking you mouse on specific dates to highlight, then clicking Delete. To delete all the listed dates simply click the Delete All button.

5.8 Daily notes, events, tasks

Daily notes A Daily Note is an individual reminder for a specific day but not a specific time. It is used to serve as a reminder. For example, make a note to telephone or email someone on a specific day.

To create, click on the New Daily Note icon or double click in the Notes area at the bottom of the agenda page. In the resulting dialog box enter a title, select the date and add the names of anyone else who is to receive the Note into the People/Resources section. Click the OK button.

Daily events Daily Events are entries that run for an entire day without blocking off time in your agenda. An example might be if someone is due to visit your department on a particular day and you will be meeting them at some point but their itinerary is not yet fixed. You can create a Daily Event to indicate that some part of the day is going to be blocked off with a meeting at some point.

To create, click on the New Daily Events icon. In the resulting dialog box enter a title, select the date and add the names of anyone else who is to receive the Event indicator into the People/Resources section. Click the OK button.

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Mark Morley Introduction to myCalendar Creating a Day Event does not cause other appointments in that day to be flagged as conflicts. You are advised not to enter annual leave using a Daily Event; instead use a repeating meeting, refer to section 5.6.

Both Daily Notes & Events appear in the Notes Panel at the bottom of Daily and Weekly agenda view and after meetings on Monthly agenda pages. You can set the viewing rights of others to be Normal or Personal, as with a meeting entry (refer to section 5.3).

Tasks Tasks allow you to manage and track projects. You can note start and/or end dates and times, maintain percentage completion, and assign a priority level.

To create a task, click on the New Task icon and fill in the necessary information. Tasks appear as a list on the right hand side of Daily agenda pages only.

5.9 Viewing others' agendas You can check the agendas of colleagues by clicking the Open an Agenda icon or using the Ctrl+A keys. A dialog box opens into which you type the surname of the person you are considering, followed by clicking OK. An agenda in the same format as your own opens, which you can interrogate to see any possible meeting clashes or the availability of your colleague. (You may not be able to see all their events depending on their access settings.)

Viewing a group agenda A very useful feature of myCalendar is the facility to view an agenda that incorporates all the agendas of a specified group.

Click on the Open Group Agenda icon. An Open Group View box opens and you can enter a group or individuals into the Add: box in the same way as the “Inviting groups” under section 5.5 above. (You can also perform a directory search as in section 6.) You now receive a Daily view of the members of that list. (Again, you may not be able to see all their events depending on their access settings.)

In the following example, the three individuals have been selected along with a meeting room (which is a resource).

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The red columns on the left shows the Combined times that have agenda entries in place by one or more group members. It is now easy to see whether these people could attend a meeting, and if the room is also free. By clicking on the tick box next to the names, you can remove individuals from (and subsequently re-add them to) the equation.

Notice that the resource (room) is greyed out, and its entries do not contribute to the combined entries. This is because that resource has restricted access rights.

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6. Directory search At several points when using myCalendar you are required to enter people's names, e.g. when inviting people to a meeting, and when viewing another person's agenda. A directory search facility is available to aid with this, simply click on the magnifying glass icon to receive a Directory Search dialog box similar to:

(This is the version of the dialog box you would see if performing a search for possible attendees of an agenda activity. Other versions differ in the format of the found: space at the bottom.)

This facility can be used, by inputting a minimum of one character in the Surname box, to return a selective list of myCalendar registered users. Alternatively, you can type in someone’s email address in the Email box (or their username in the User ID box) to do the search. Clicking the Search button then generates a list of names in the left-hand side of found:. Click on any name and then click the >>Add button to see that name appear in the right-hand side of found:. Repeat the process until you have the complete list of those you wish to attend then click OK. (If you are using the Directory search facility associated with opening the agenda of someone else then you can only choose to open one agenda at a time. Hence, you simply click on the person's name and then OK.)

You can enter a department three letter code in the Org Unit 1 space to list all members of a particular department. This might be useful, for example, when setting access rights for a whole department.

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7. Agenda Search It is possible to search myCalendar to locate specific events, e.g. to check when a specific meeting took place and if a particular person attended.

Click the Search Agenda icon or use the Ctrl+F keys. The Search dialog box opens and you can perform your search. (Don’t forget to set an appropriate Period for the dates you wish to search between.)

In the example show below, a search for “departmental meeting” has been combined with a specific attendee (Morley, MJ). Clicking the Search button generates the Search Results list. Clicking to highlight any of these list items and then clicking Show brings that day up in your Agenda window.

The Options tab allows you to define the event types to be searched.

The Attendees tab allows you to perform a search of another myCalendar users agenda.

When you have finished, simply click the usual Windows close cross in the top right corner.

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8. Printing Whichever environment you are in, if there is a Print icon available from the toolbar you can obtain a paper copy.

A useful printout would be a Weekly or a Monthly agenda view. Simply go to an agenda view and click the Print icons, or use the Ctrl+P keys, to generate a Print dialog box. Select a convenient printer and a page layout. Then choose the Dates range and the Agenda pages you want. It is usually best to see if the printout will be what you require, so click the Preview button to see a screen version. Click Close to return to the dialog box. If all was satisfactory on the Preview, then click OK to print.

A Weekly agenda view will be of the format:

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9. In-Tray The In-tray is where you will receive and can manage Entries from other users and also list Entries you sent to others.

Clicking the Open In-Tray icon or using the Ctrl+I keys will open the In-Tray window, an example being:

There are four folders:

New Entries contains agenda activities set by other people, i.e. people inviting you to meetings

Entries you've accepted contains agenda entries set by others for which you have confirmed attendance

Entries you've sent out has invites to other people

Entries you've refused holds agenda invites from other people you have declined

You click to open and close these folders.

The hands of the clock icon next to an entry are red when you have not confirmed or declined attendance, but turn blue when you have made your decision. Click to highlight an entry, then clicking on this clock icon allows you to toggle between seeing the intended attendees of a meeting. Next to each attendee's name appears the green tick, cross, or blue question mark, which have the same meaning as explained in section 5.4.

To confirm or decline attendance you can right click an entry to see a floating menu from which to make you choice. Alternatively, you can simply drag the entry from the New Entry folder to either Entries you've accepted or Entries you've refused. However, beforehand you may wish to see how the activity fits into your agenda, which you can do by highlighting the entry and using Tools>Find Meeting or with the Ctrl+Shift+F keys.

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Appendix A: Guidelines for use Although it may be possible to carry out certain procedures or work in different ways with myCalendar, it is desirable to maintain a consistent approach within the University. The following guidelines set out the common approach to be taken when using myCalendar and have been approved by the Registrar and Secretary.

1. Accessing another person's diary is only proper for the purposes of determining their availability. Browsing someone else's diary for any other purpose is a misuse of the system.

2. In all cases, the minimum level of Viewing Access Privilege must be View times only. This blocks out time in your diary visible to others, but gives no further details. It allows others to arrange meetings during your free periods.

It is not acceptable for anyone to set Access Rights to No viewing rights.

In general, the default Viewing Access Privileges should be retained.

However, your department may have a separately defined policy setting out the level of Access Privileges, but this must adhere to the University minimum level.

Note: Some departments (central services) may need to alter Viewing Access Rights for reasons of privacy due to the nature of their work.

3. When creating an agenda item (meetings, etc.) you must consider the sensibilities of the people you invite. They may feel sensitive about particular appointments and want them kept private. Therefore, social meetings should normally be marked Personal so that although the time is blocked out other details are not available to third parties.

• The person who creates an agenda item sets the Access level.

• Only that creator has the rights to change this Access level.

• The Access level is an attribute of the agenda item.

• Agenda items with Normal Access Rights will be fully visible to all users*.

4. When changing Access Rights due to departmental policy, or when creating a sensitive Personal or Confidential meeting, it is advisable to ask a colleague to view your agenda from their myCalendar to check that the Viewing Privileges are set as you expected and so ensuring that only the people you require to see agenda entry details can actually do so. You need only perform this check once.

5. Unless it is your secretary or PA who enters all meeting into your diary, you must have the Can invite you to Entries ticked to allow others to invite you to meetings.

6. Usage logs of myCalendar are recorded, and can be accessed by authorised personnel if a complaint is made, harassment cases for example.

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7. The access level for annual leave should be set to Normal*. Annual leave must be booked as a meeting otherwise time is not blocked out in your agenda. Leave of more than one day can be set up using a repeating meeting.

Annual leave should be marked in your agenda using the title Annual Leave to allow consistency when agenda searching.

The Access level to be used for annual leave entries is set by your head of department. If the access level used is Normal*, it is advised not to put any further details about your possible whereabouts for reasons of home security. If you use myCalendar as a self reminder of your intended whereabouts, it is advised you place a daily note set to confidential Access level with full details, in addition to the annual leave meeting entry as described above.

8. To deter others from booking meetings in your diary during periods when you will be busy, it is advised that you block the time off by creating a meeting marked Keep Free or with the name of the work task you are undertaking.

It is also advisable to block off time when you might be travelling between sites, or returning from meetings external to the University.

9. As a courtesy, when creating a meeting you should send an email to the proposed attendees informing them of the meeting details. There is an automatic option to do this from the client version of myCalendar.

10. Creating a meeting in someone else's diary is merely a proposal, which they can confirm or reject. It is perfectly acceptable to decline attendance of a meeting, or request that another time be proposed.

* This assumes that Normal has not been redefined for Default: Any unlisted person.

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Documents

Introduction to myCalendar . Mark Morley August 2006 AP-MC1cics.dept.shef.ac.uk/userguides/AP-MC1.pdfMark Morley Introduction to myCalendar 1. Introduction myCalendar is group calendar