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Creating Entries in Oracle Calendar

Four types of entries  can be added to a calendar by a user. They are Meetings, Daily Notes, Day Events, and Tasks. Holidays (national and Dartmouth specific) are other types of entries controlled on the server by the Administrator.

• Creating an Entry for a Basic Meeting
• Creating a Meeting Entry and Applying Options
• Inviting Others to a Meeting
• Creating a Repeating Meeting
• Adding Comments to an Entry
• Adding an Attachment to an Entry
• Setting a Reminder (Pop-up Window or Upcoming Display)

Creating An Entry for a Basic Meeting

To create a basic event entry:

• Click the New Meeting icon in the Oracle Calendar Tool bar or use the keyboard shortcut [Control-Shift-M for Windows or Command-N for Macintosh]. You may also double-click on the desired time frame to open the New Meeting window.
• In the New Meeting window, enter the name of the event into the Title field (i.e., annual review).
• Enter the location of the event into the Location field (i.e., room number and building name).
• Adjust the Start and End date and time fields appropriately.
• Click OK.

Tips

• You can select multiple time slots by dragging your mouse over the desired beginning to ending times.
• The duration of an entry created by this method depends upon the time interval set by the user. For example, if the interval is set at 15 minutes and you create an entry using the type and enter method, the entry can be set for any duration that is a multiple of 15 minutes.
• This method works best for blocking off time or one-time meetings with no invitees, using your default preferences for reminders, access, and importance levels.
• Once an agenda entry has been created, it can be rescheduled by clicking once inside the entry, then dragging and dropping the entry on the desired time frame.
• To delete an agenda entry, click within the border to highlight it, then press the [delete] key.

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Creating a Meeting Entry and Applying Options

To create a new agenda entry:

• Click on the New Meeting icon on the Tool bar, double-click on a time block in the agenda page, or press [F2] (Windows) or [Command-N] (Macintosh). A New Meeting dialog box will appear.
• Fill in the event details in the appropriate fields: Title, Location, Start Date, Start Time, Duration, End Date, and End Time.
• To invite additional people to a meeting, use the People/Resources field. If the entry doesn't need any additional information, click Create or OK.
• Other options are available in New Meeting dialog box. Go through each tab and enter/select the appropriate data (reminders, access, and importance levels).

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Inviting Others to a Meeting

• Double-click in the agenda portion of the agenda or click the New Meeting button.
• Fill in the event details in the appropriate fields: Title, Location, Start Date, Start Time, Duration, End Date, and End Time.
• In the Add field, enter the name of the person you want to invite to the meeting, then click the green checkmark icon or press [Enter].

Note: If you are not sure of the person's full DND name, you can enter part of their name in the Add field, then click the green checkmark icon. You will get a listing of everyone who has an Oracle Calendar account with that name. You can then select the appropriate name and click OK.

• You can add as many people as you want to the meeting if they have an Oracle Calendar account.
• Complete the New Meeting entry by clicking the New Meeting OK button.
• Depending upon your configuration, you may be prompted to send a meeting notification e-mail.
• You can also invite Groups to the meeting. To do this, from the New Meeting window, click on Search (magnifying glass) and select the Groups tab. Make certain that checks are in both the Members-only and Private group type checkboxes, then click the Search button. Next, select the desired group, click the Add All button, then OK to populate the group members to the invited attendees. Finish the New Meeting entry by following steps 5 and 6 above.

Tips

• If you are not sure of someone's name, you can use the Search feature to get a listing of everyone entered in the Oracle Calendar directory database. User names are listed using their full DND name, not their nicknames.
• You can also populate names in the attendees box of members of an entire group or resource by typing g:<group name> or r:<resource name>in the Add field, then click the green checkmark.
• When inviting others to a meeting, to find available times open for all invitees,
  • On Windows, click the Check conflicts button, or select Suggest Date/Time from the Tools menu of a new or open existing entry.
  • On a Macintosh, click the Check conflicts button, or select Suggest Date/Time from the View menu or a new or open existing entry.
• The List Suggestions button will present a list of possible meeting times on the Windows or Macintosh client.
• Use descriptive titles so others can quickly see what the meeting is about when looking at their agenda. If you are setting up a meeting and inviting others, don't call the meeting "Meet with Jane Doe." Jane Doe won't know who she is meeting with or what the meeting is about.

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Creating a Repeating Meeting

To define a repeating meeting that occurs on a regular basis, use the options on the Repeating tab or button:

• Click the Repeating button in the New Meeting or Edit Meeting dialog boxes.
• Click on the drop-down list [down arrow] in the Frequency section and select the desired option (Daily, Weekly, Monthly on date(s,) Monthly on day(s), and Yearly).
• To the right of the Frequency field, fill in a different numerical repetition, if necessary.
• In the Start and Until fields, fill in the desired duration of the repeating meeting.
• Decide if you want to include Saturdays, Sundays, or Holidays in your repetition.
• A list of the dates that fall within the parameters you listed above appear in the Result section. Click OK.
• Using the Add Date button, select any additional dates that do not fall within the repetition, then click OK.
• To delete any unnecessary dates from the list, select the dates and click the Delete button.
• If you want to check for conflicts, click the Check conflicts button.
• Click OK.

Tip

Details remain the same for each occurrence of a repeating meeting. To add additional notes for each meeting, enter them in the Location field.

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Adding Comments to an Entry

To add comments or extra notes about a meeting:

• Click the Details tab.
• Enter the information in the Description field, or copy and paste existing information from another source.
• Click OK.

Tip

A Pencil icon will appear on the entry in the agenda when details are available (Day and Weekly views only).

Adding an Attachment to an Entry

To include a file that other attendees should review before a meeting:

Using Oracle Calendar 9.0.4

• Click the Details tab in a New Meeting or Edit Meeting window.
• Click the Attach button in the Attachment section.
• A Choose A File window will appear. Locate and click on the file you want to attach to the event entry. Click Choose.
• Click OK.

Using Oracle Calendar 10.0 and Higher

• Click the Attachments tab in a New Meeting or Edit Meeting window.
• Click the Attach button.
• An Open a file window will appear. Locate and click on the file you want to attach to the event entry. Click Open.
• Click OK.

Tips

A Paper Clip icon will appear on the event entry as a visual clue for an attachment (Day and Weekly views only).

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Setting a Reminder (Pop-up Window or Upcoming Display)

If you want to be alerted of upcoming events on your agenda, you can set a reminder that will be displayed. To do this:

• When creating or editing a meeting, click the Reminders tab.
• In the Reminders tab, click in the Display Upcoming For radio button or the Remind Me radio button. If you select Display Upcoming For, select an option from the drop-down list and enter a number in the field. If you select Remind me, click Popup or E-Mail, then select from the drop-down list and enter a number in the field.

Tips

• Oracle Calendar must be running for the Pop-Up Window to work.
  • On a Macintosh, a dialog box will notify you that Oracle Calendar needs your attention. When you switch over to Oracle Calendar, the Pop-up Window will appear.
  • On Windows, the Pop-up Window will appear while you are using other programs.
• Pop-up Windows can be set like an alarm clock and deleted once it goes off.
• The Upcoming Display reminder will show in the notes section a day or so before the meeting. A hand and clock icon will indicate that an event is scheduled in the near future.
• If a reminder is set for an agenda entry, a Bell icon will appear on the entry in the agenda.
• All reminders are set individually by each user. If you set a reminder for an agenda entry, that reminder will apply only to you, not to others invited to the meeting.

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