Using a Web Browser to Access the Oracle Calendar

• How Do I Safely Exit the Calendar?
• Can I Change My Password?
• Which Web Browsers Can I Use?
• How Do I Access the Calendar?
• How Do I Change Views?
• How Do I View a Specific Day in My Agenda?
• How Do I Put an Appointment on My Agenda?
• How Do I Put a Task on My Agenda?
• What Is an Event?
• What is a Daily Note?
• How Do I View Another Calendar User's Agenda?
• How Should I Schedule a Meeting With Another Calendar User?
• What do other calendar users see When I Invite Them to a Meeting?
• How Do I Know if Someone is Going to Attend My Meeting?
• What Is a Resource?
• What is a Group?

How Do I Safely Exit the Calendar?

When using browsers, often there is the temptation simply to use the Back button to exit a screen. When casually browsing most websites, this is not really a problem. When viewing the Oracle Calendar, this may be a serious issue. You should Never use the Back button to exit or navigate the Calendar; instead use the Logout and other navigations buttons of the Oracle Calendar web interface:

As a practical matter "Back" should not even permit you to logout, however, to avoid any chance of this, always click Logout to exit the Calendar. When you do this, you should see a screen much like this:

Can I Change My Password?

Yes. Click on the Change Password Icon at the top of the calendar screen:

Type your old and new passwords into the blanks and click the "Change Password" button to complete the process.

Which Web Browsers Can I Use?

Basically, any modern Web browser should work. The system has been tested with Netscape and Microsoft Internet Explorer and works correctly. It should work correctly even if you have been using the older version of these two products.

How Do I Access the Calendar?

The first step is to point your Web browser to: http://calendar.uga.edu. You should see the Oracle Calendar login screen. Fill out the user name and password that was assigned to you and click Sign in. You should now see your calendar screen and a schedule of your appointments. Of course, if you have just started using your calendar, you probably do not have any entries yet. The term that is used for a calendar in this software is an agenda. So in other words, at this point you should be looking at your agenda.

How Do I Change Views?

You have several ways of viewing your agenda. You have the daily view, the weekly view, and monthly view. These views can be changed by clicking on the icons that represent them.

Daily View

Weekly View

Monthly View

How Do I View a Specific Day in My Agenda?

There are several ways to access different days of your agenda. While either in the weekly view or the monthly view, you may click on the underlined date number to go directly to that date. You should now see the day view for the date you selected. You may also use the date control bar (shown at left) to quickly access a different date calendar.

Depending on which view you are in, the date control bar will allow you to very quickly move to a different date in your agenda. Here is how it works:

Click On	In	To go to
	Day View Week View Month View	That day in previous week That week in previous month Six months back
	Day View Week View Month View	The previous day The previous week The previous month
	Day View Week View Month View	The next day The next week The next month
	Day View Week View Month View	That day in next week That week in next month Six months ahead

Clicking the Calendar button from the Date Control will allow you to move directly to a specific date in your agenda.

You may click on one of the underlined days to go directly to the Agenda day view for the day you clicked on.

Click on today to go to today's date. The Go back to previous view selection takes you back to where you were.

How Do I Put an Appointment on My Agenda?

The calendar system refers to any scheduled event on the agenda as a meeting. Let's say that you would like to put an appointment on your agenda for a 2 p.m. meeting that will run until 3:30 p.m. The first step is to navigate to the day the meeting is to occur. Once you are in the day view for that particular day, click on the new meeting icon.

This will bring up the New Meeting screen on the General Tab. You have several options to choose from when setting up your meeting. At this point we will only discuss what is needed to schedule a simple appointment.

General Tab Options

Title - This is the title of meeting.

Location - Where the appointment or meeting is to be held.

Tentative - Places the word "tentative" in the meeting information shown on the agenda.

Date - By default, this is set to the date you chose. You may choose a different date by filling in the boxes for day, month, and year.

Time - Starting time of the meeting. Be sure to select a.m. or p.m. as necessary.

Duration - Set the length of the meeting here. The first box is used for hours, the second box for minutes. If the meeting or appointment is less than an hour, put a 0 in the hour box.

Importance - When used with the calendar client software on your personal computer, importance levels can be color-coded. These colors will only show in the calendar client software and not on the HTML agenda.

Access - Controls what information will be shown to others viewing your agenda. The calendar system is designed to allow other users of the system to view your agenda. This is necessary in an enterprise- wide calendar system where others schedule appointments with you or view your agenda. However, you can control what the other user sees by setting the access level. There are four different access settings:

1. Normal - The default setting for this access level is to show the word "BUSY" at the time of the meeting.
2. Public - The default setting for this access level is to show all the information about the meeting. Other users can view all of the information, including details, about the meeting or appointment.
3. Personal - The default setting for this access level is to only show the information to you. Others will see no meeting information at all.
4. Confidential - Same as above.
   Note* - These access levels can be highly customized using the PC client software.

Details Tab

Used for explanation or notes about the meeting.

Notification Tab

People and Resources Tab

Used to schedule a meeting with other calendar users or resources. This will be discussed in another section of this document.

Repeat Tab

Allows Creation of repeating meetings. Note that the default Repeat option is Don't Repeat.

Create the Meeting

When you have completed the information, click on the Create Button.

The meeting or appointment will now be scheduled in your agenda. How the information is displayed will be controlled by the view you have selected. To edit the meeting information, click on the linked title of the meeting.

How Do I Put a Task on My Agenda?

A task is scheduled much like a meeting. You can either go to the day the task is to start, or simply click the Create a Task icon no matter what day you are on. This will bring up the task screen.

Title - Type the title of your task here.

Description - Type a more detailed explanation of the task if necessary. This information is not shown in the agenda unless you click on the linked title of your task entry.

Due - By selecting due, setting a due date, and time, the task edit button shown in the agenda will be highlighted in red when the due date has passed. This is handy for reminding you when a task is overdue.

Start date - By default, the task start date starts on the day you have selected to schedule the task. However, you may select a start date in future. Tasks scheduled for the future will not show up until the start date has arrived.

Priority - This can be set to show the importance level of the task. In the HTML client, the priority setting is only for your information. With the PC client, priority is used to control order of the task list with most important task at the beginning of the list.

Access - This feature is basically the same as the settings for scheduling a meeting. Default is Personal.

Status - Status is used to show the completion level of the task. The percent complete box can be used to keep track of how much more needs to be done on a task to complete it. When a task is finished it can be marked as completed. A completed task will be shown with a check mark in the edit button. Completed tasks will not be shown in the agenda once you have passed the completion date for that task.

Tasks are only shown in the daily view. They can be edited or viewed by clicking the small button to the left of the task label. If the button has a red highlight, this means that this is an over due task. If the button shows a check mark, then this is a completed task.

What is an Event?

Events are useful for scheduling non-timed entries into the agenda. For example a holiday or someone's birthday could be entered as an event. This is something that you may want to remind yourself of but will not impact your availability for meetings or appointments. To schedule a day event simply click on the Create a Day Event icon.

Title - Type the title of your event here.

Date - Used to set the date of the event.

Access - Can be set to determine who sees the event.

People and Resources - This can be used to invite or notify other calendar users of the event. This will be discussed later in scheduling meetings with other calendar users.

When you have completed filling out the event information, click the create button to schedule the event. Events will be shown in all the views.

What is a Daily Note?

Daily notes are much like events in the way that they work. These are also non-timed entries entered into the agenda. You can probably think of these sort of like those yellow sticky post-it notes. The daily note is useful to remind yourself or others of things that need to be done for that day. To create a daily note, simply click on the Create a Daily Note icon.

Fill out the information just like you would for an event.

How Do I View Another Calendar User's Agenda?

One of the advantages of an enterprise-wide calendar system is that you can view the agenda of other calendar users. This is very useful when you need to check and see if the other calendar user has time available for a meeting or other event.

What you will see on that agenda will depend on how the user has set his or her access levels. As a calendar user, you need to think about how you would like to share information on your agenda. It is very possible for users to set their agendas so that no one can see any entries. You only have basic choices with the default HTML clients' setup. However, when using the PC client software, you may specify how your agenda will be viewed by other calendar users. With that in mind, click on the View Agenda Icon.

You'll now see the View Agenda screen where you'll type in the name of the calendar user whose agenda you'd like to see. If you know the calendar users' name, type it in and select the Find button.

If you are not sure how the calendar user is listed in the calendar's directory, you can use the find button to help locate the user. There are several methods to help you find the person you are looking for. One method is to type in the last name of the calendar user and click the find button. You'll get a list of names as shown below. Click on the correct name and click view.

There are a number of other search options available that will allow you to control how broad or narrow a search will be. Here are some examples:

*	All users
h	Users whose surnames begin with the letter H.
j h	User with the initials J H.
j *	Users whose given names begin with the letter J.
j h/CORP	Users whose initials are J H and whose firs organization unit is CORP.
t//ADMIN	Users whose surnames begin with the letter T and whose second organization unit is ADMIN.
John Hancock	Users whose given names begin with "John" and whose surnames begins with "Hancock".
res:*	All resources.
res: conf	All resources whose names begin with "conf".
res: projector/P-100	The resource named "projector" whose resource number is "P-100".
res: /R-200	The resource whose resource number is "R-200".

How Should I Schedule a Meeting With Another Calendar User?

Open your own agenda. Schedule a meeting as you normally would. In the People and Resources box, add the names of the users or resources you'd like to schedule a meeting with.

When you get through adding calendar users you should now have them listed in the box. If you change your mind about including one of the calendar users you can simply select a name and click the remove selected button. The calendar users that you have invited to this meeting will have the meeting icon shown on their agenda. There is no conflict checking in the HTML client. It is up to the user scheduling the meeting to check each attendee's availability by checking the agenda.

What do other calendar users see When I Invite Them to a Meeting?

When you invite someone to a meeting, it will look exactly like any other meeting that they have scheduled themselves.

However, when the calendar user clicks on this meeting, he or she will see a slightly different screen than the standard meeting edit screen.

The calendar user sees who has proposed the meeting as well as other information included. The main difference is the Your Reply box. The calendar user can respond to this meeting request in one of three ways:

1. I will attend
2. I will not attend
3. I will confirm later

The calendar user can also a request another time for the meeting.

This also can be done with daily notes and events.

How Do I Know if Someone is Going to Attend My Meeting?

What you'll have to do is click on the link to the meeting that you have scheduled in your agenda and check the status of the calendar users who have responded to your request. A very simple coding system is used to show status of each calendar users response to your request.

There is no automatic notification of calendar users' responses. You will have to remember to continue checking the status of the meeting until all the counter users you invited have responded.

Note* An interesting thing about scheduling meetings is that the calendar users you have invited to the meeting can not remove or change the meeting info from their own agenda. It does not matter if you entered the meeting from your agenda or directly on to their agenda. Even if they decline the meeting, the info will stay on their agenda. If the owner of the meeting changes the meeting info or deletes the meeting, then the other calendar users will see this. If you are the owner of a meeting, you can remove a selected attendee and your meeting will disappear from their agenda. If someone accidentally schedules something on your Agenda, only that person can remove it.

What Is a Resource?

A resource is an inanimate object, such as a conference room or a piece of equipment that has its own agenda. Resources have r: in front of them. For example you could search for all resources by entering r: and clicking on the find button. If you were to do a find for r:boyd, you would see a list of the rooms in Boyd that could be scheduled. Here again, you may or may not have access to these resources depending on how the access rights have been set.

What is a Group?

Groups are lists of calendar users that can be treated as one. For example, the Chemistry Research Group could contain a list of 10 or more calendar users involved in that activity. Rather than schedule a meeting with each single individual you can simply schedule a meeting with the Group.