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Using Other Oracle Calendar Features

• The In-tray
• Using the Tool Bars
• Maneuvering Within Oracle Calendar
• Searching the Directory
• Searching the Agenda
• Setting Options
• Creating and Using Groups
• Securing Your Calendar with Access Rights
• Printing the Agenda

The information contained in this document has been adapted from the CS&T Oracle Calendar Training Guide and tailored for use specifically at Dartmouth College.

The In-Tray

The In-tray automatically opens when you launch Oracle Calendar. It allows you to see any new activity that has occurred on your agenda since you last checked it. It provides a list of the new meetings you have been invited to, the meetings you have invited others to, and the meetings you have agreed or refused to attend. Its intuitive drag and drop feature allows you to respond to new entries, as well as move them between folders.

How Do I Open My In-tray?

If your In-tray has been closed, click the Open In-tray icon on the Tool bar, select Open In-tray from the File menu, or press [CTRL + I] on Windows or [Command-I] on a Macintosh.

Tip

On Windows, click once on an In-tray folder (New Entries, Entries you've accepted, Entries you've sent out, and Entries you've refused) to expand and display the contents of the folder, or on a Macintosh, click the triangle or double-click an In-tray folder.

How Do I Reply from the In-tray

1. Click the In-tray icon to access it, then open all four folders (or the ones you want to work with).
2. Select an agenda entry by right-clicking the entry (Windows) or command-clicking the entry (Macintosh) to open a menu.
3. Select the appropriate command in the menu (Will Attend, Will Not Attend, or Will Confirm Later). Will Confirm Later will leave the entry in your New Entries folder. You can also drag and drop an entry from the New Entries folder into the Entries you've accepted folder or the Entries you've refused folder.

How Do I Edit My Entries from the In-tray?

1. Only entries you created can be edited by you.
2. Click the agenda entry to be edited in the Entries you've sent out folder to select it.
3. On Windows, right-click the title of the entry and select Edit Meeting. On a Macintosh, command-click the title of the entry and select the Edit Meeting command.

How Do I View the Distribution List and Responses of Attendees?

1. On Windows, double-click on an Event icon. This action will reveal a list of all the users and resources invited to that event. Their responses will be indicated by the Response icons.
2. On a Macintosh, click once on the triangle to the left of an Event icon. This action will reveal a list of all the users and resources invited to that event. Also, the Response icons will indicate if and how a user has responded. (Double-clicking on an Event icon will bring up the Edit Meeting window for events you have created, or the Reply Meeting window for events others have created.)

How Do I Stop the In-tray from Opening When I Launch Oracle Calendar?

1. On Windows, select Options from the Tools menu. Click the General item in the Options list, then click Startup. Click the Do not open In-tray radio button to select it.
2. On a Macintosh, select Preferences from the Oracle Calendar menu. Click the General icon, then click the Startup tab. Click the Do not open In-tray radio button to select it.

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Using the Tool Bars

Icons on the Tool bar allow you to create, edit, and open entries and agendas, navigate among dates and views, print, etc.

Above is the top Tool bar on a Windows computer (the Macintosh Tool bar is similar). From left to right, the buttons perform the following:

• Letter Tray - Opens the In-tray: (CTRL+I) [Windows] or (Command-I) [Macintosh]
• Calendar - Opens your agenda
• Checklist - Opens your tasks
• Rolodex - Opens the Address Book: (CTRL+B) [Windows] or (Shift-Command-A) [Macintosh]
• People - Opens the Group Agenda: (CTRL+G) [Windows] or (Command-G) [Macintosh]
• Calendar & Person - Opens an Agenda: (CTRL+A) [Windows] or (Command-O) [Macintosh]
• Checklist & Person - Opens a Task list: (CTRL+T) [Windows] or (Command-K) [Macintosh]
• Day View - Shows the Agenda as a single day: (F8) [Windows]
• Week View - Shows the Agenda as a week view: (F9) [Windows]
• Month View - Shows the Agenda as a monthly view: (F10) [Windows]
• Clock + - Creates a new meeting: (F2) [Windows] or (Command-N) [Macintosh]
• Checklist + - Creates a new Task: (F7) [Windows] or (Command-T) [Macintosh]
• Flag + - Creates a new Day Event: (F4) [Windows] or (Command-E) [Macintosh]
• Pushpin + - Creates a new Daily Note: (F3) [Windows] or (Command-D) [Macintosh]
• Binoculars - Opens a Search: (CTRL+F) [Windows] or (Command-F) [Macintosh]
• Printer - Opens a Print dialog box: (CTRL+P) [Windows] or (Command-P) [Macintosh]

The second Tool bar provides easy navigation between dates. Based on the current view, the arrow button will act differently as noted in the table below. It also shows what date(s) are currently being viewed.

Clicking on the Today button will always take you to the current date. If you are in a week or month view, the Today button will bring you to the current week or month view.

The Pop-up Calendar button allows easy navigation directly to a specific day, month, or year.

Tip

When using the Pop-up Calendar to move to a new month and/or year, select the new month and/or year first, then click on the Day.

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Maneuvering Within Oracle Calendar

How Do I Change the View (Day/Week/Month) in My Agenda?

Select one of these three buttons on the Tool bar to view your agenda in the Day View, Week View, or Month View, respectively.

What Are the Differences from View to View?

What is visible is dependent on the current view.

Appearance	View Day	View Week	View Month
Current Day	—	Day/Date in red.	Date in Red; background is Yellow.
Other Days	N/A	Weekdays in black; weekends in blue.	Weekdays in black; weekends in blue.
Adjust Time (Row) Interval	Increase/decrease via the View menu.	Increase/decrease via the View menu.	N/A
Adjust Row Height	Increase/decrease via the View menu.	Increase/decrease via the View menu.	N/A
Day Event	Yes	Yes	Yes
Daily Note	Yes	Yes	Yes
Tasks	Yes	No	No

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Searching the Directory

To search the database to locate a person, resource, or group:

1. From the Tools menu, select Search Directory. A Directory Search dialog box will appear.
2. Select the People, Resources, or Group tab (Windows) or icon (Macintosh), depending upon your search criteria.
3. Enter one or more parameters (e.g., surname, resource name, etc.) and click the Search button. Or, leave the parameter boxes blank and click on the Search button in the middle of the dialog box to do a general search.
4. Click on the person, resource, or group name to highlight it. The Information and Print buttons at the bottom of the dialog box will become available. (Information reveals additional details about the person or resource. The Print option will print the entire list.)

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Searching the Agenda

How Do I Search the Agenda to Locate a Specific Event or a Meeting with Someone?

You can search your agenda for a specific time period, for events that have a specific person(s) included, or for events with specific words in them. You can determine in which areas you want to search, such as only meetings or day events, as well as selecting other options. You can also search the agendas of other Oracle Calendar users, depending on the Access Rights they have set for their agendas.

1. Select Search Agenda from the Tools menu. A Search dialog box will appear.
2. Windows users must define the search parameters from each of the tab options: criteria, options, and agenda.
3. Macintosh users must click on the triangles to the left of the entries in the middle section of the resulting Search window to enter their search parameters.

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Setting Options

Your Oracle Calendar preferences can be used to set up the following:

1. How your agenda is displayed
2. How the entries are displayed in colors based on importance, attendance, or ownership
3. A reminder of upcoming events
4. Notifications of new or changed events on your agenda

Windows

Preferences can be set by selecting Options from the Tools menu. Select the sub-menu item that corresponds to the preference you would like to adjust.

Macintosh

Preferences can be set by selecting the Oracle Calendar menu, then Preferences. Select the sub-menu item that corresponds to the preference you would like to adjust.

This feature allows you to create groups for multiple users so you can easily find open time slots and invite them to meetings without entering each member of the group individually.

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Creating and Using Groups

Types of Groups That Can Be Created

Creating Groups

To create a group:

1. Select Manage Groups from the Tools menu.
2. Click the New button and enter a name for the group you are creating.
3. Select the group Type (Access Level) by clicking on the down arrow next to Private.
4. Add the members of the group by entering the names in the Add field. After each name is entered, click on the green checkbox.
5. You can also add existing Groups and Resources to your group, if needed.
6. Click OK.

You can also Edit, Delete, or Print the groups by selecting the Manage Groups command.

Tip

When viewing a group schedule, the Combined column shows, in red, when there are conflicts for the members of the group. White spaces indicate that all members of the group are available for that time slot.

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Securing Your Calendar with Access Rights

Privacy is an important and essential element of any personal calendar. Your login is secured with a password, but if you so choose, you can grant access privileges to others. Through the Access Rights feature of Oracle Calendar, you can manage the amount of detail others will or will not see, or have access to on your calendar.

By default, no one has any access rights to your calendar. However, for any individual user (who also uses Oracle Calendar), you can set Designate Rights or some combination of Viewing, Tasks, and Scheduling rights, as defined below.

Designate

A designate is someone you give access rights to that allows them to update/modify your agenda on your behalf. If you give someone the right to Modify your agenda, they can schedule appointments directly on your calendar. A designate can also make changes to any of your agenda items they have created for you.

Tip

If you give someone Designate Rights to your agenda, it is recommended they also give you Designate Rights so you can edit or delete entries they have created on your agenda. To edit an entry a designate has created for you:

1. From the File menu, select Agenda and Open as Designate and select the designate's name.
2. From the File menu, select Group View and Open. Add your name to the view. You can remove the designate's name so only your agenda opens in the view.
3. In this window, you can edit or delete the entry the designate created.

Controlling Access Rights to Your Agenda

The access rights you apply to your calendar will control what other Oracle Calendar users can view or change. Your access rights are based the access level you assign to each event on your calendar. When you create an event on your calendar, you can assign it an access type. Access types are Normal, Confidential, Personal, and Public. Once the access type has been set, by setting access rights, you can then allow someone to be a Designate or just have viewing rights to your calendar.

Setting Access Rights

To give another Oracle Calendar user access to your calendar:

1. Select Access Rights from the Tools menu.
2. Add the user's name into the field to the left of the green checkbox. Or use the search button to find the user you wish to add.
3. Highlight the user's name, then select Designate, Viewing, Tasks, or Scheduling.
   1. Designate: Granting a user designate rights allows that person to view, modify, or reply to entries on your behalf.
   2. Viewing: Viewing rights determine which entries are visible to other users when they open your Agenda.
   3. Tasks: You can control which of your tasks are visible to other users by setting viewing rights.
   4. Scheduling: Scheduling rights enable you to choose which users can invite you to meetings or add day events or daily notes to your agenda. By default, all users can invite you to any type of entry.
4. Using the table below, select the settings you want to associate with that access level for the specified user.

Setting Access Rights, When Using Oracle Calendar Via a Web Browser

1. Using the web client, go to http://calendar.dartmouth.edu/
2. Log in using your complete DND name and password as you would for BlitzMail (no nicknames), but do not include the period after your middle initial.
3. In the upper right hand corner of your agenda there is an icon of a group of people with a key, click on this icon to open the Access Rights page.
4. Enter the person's name you want to assign access rights, then click on Find.
5. The user's name will appear in the box below, select the user and click on the Edit Access Rights button.
6. Click on the Customize button for the type of rights that you want to assign (Designate or Viewing).
7. Using the table below, select the settings you want to associate with that access level for the specific user.
8. Click OK, then click Done to return to your calendar.

As an example, for Viewing rights, you might select to allow Normal entries to be viewed in their entirety, but for Personal or Confidential entries select to show Times Only.

Modify	View/Reply	Times Only	None
Allows you to view, create, edit, and reply to meeting invitations, invite guests to meetings, or delete entries.	Allows you to view details of an entry and reply to entries, but not modify or create entries.	Allows you to view the scheduled times only, without any details of the meeting.	If nothing is selected for the access level, then a user viewing your agenda will see nothing associated with that agenda entry. The actual time frame will be blank.

Tip

The default setting is that anyone else in the system can invite you to meetings, day events, and daily notes. To limit this access, you can deselect the checkmark next to Can Invite Me To Entries in the Scheduling section of the Access Rights window. However, leaving this option active provides the most benefit to the most users. By turning this option off, users cannot invite you to meetings unless you specifically include them in your Access Rights list.

Oracle Calendar allows you to print your agenda in a wide variety of formats.

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Printing the Agenda

Windows

For basic printing options:

1. Select Print from the File menu or click on the Printer icon on the Tool bar.
2. Select the range of Dates you want to print.
3. Select the check boxes for the types of Agenda pages you want to print.
4. Click Print.

For advanced printing options:

1. Select Print from the File menu or click on the Printer icon on the Tool bar.
2. Select the Layout you want from the Layout drop-down list. Click Options to customize the layout you selected or create your own layouts.
3. Set the range of Dates you want to print.
4. Select the check boxes for the types of Agenda pages you want to print.
5. Click Preview to view your document before printing.

Macintosh

For basic printing options:

1. Select Print from the File menu or click on the Printer icon on the Tool bar.
2. Select the range of Dates you want to print.
3. Select the check boxes for the types of Agenda pages you want to print.
4. Click Print.

For advanced printing options:

1. Select Print Preview from the File menu.
2. Click Options to open the Print layout preferences dialog box. Select the Layout you want from the Layout drop-down list. Click OK to return to the Print Preview window.
3. Select the range of Dates you want to print.
4. Select the check boxes for the types of Agenda pages you want to print.
5. Click Apply to preview the selections you have made before printing.

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