How to Use the Oracle Calendar (version 9.0.4)

First-Time User Concerns
Personal Agenda - General
Personal Agenda - Viewing
Personal Agenda - Setting Options
Access Rights
Personal Agenda - Adding Appointments
Personal Agenda - Day Events and Daily Notes
Personal Agenda - Tasks
Personal Agenda - Dealing with New Entries
In-Tray
Scheduling Group Meetings
Creating a Permanent Group
Viewing Other Agendas
Remote Access to the Oracle Calendar

FIRST TIME USER CONCERNS:
1. Set up user account information
  1. Open Oracle from the Desktop or the Start Menu.
  2. Enter User Name: [Firstname] [Lastname].
  3. Enter assigned temporary Password: (supplied by OIT, pattern of temporary password varies); to change password later click on Tools/Change Pasword.
  4. Select Server Name from drop down list. Depending on when you received your calendar account you may see one of the following:
    - utswww.osu.edu, UTS2
    - calendar1.oit.ohio-state.edu, uts
    - calendar1.oit.ohio-state.edu.17206
    If server name not present -
    1. Click on button marked Other
    2. In resulting dialog box click on New
    3. Provide a Connection Name of your choice (IT suggests "OSU")
    4. In the Server field enter "calendar.service.ohio-state.edu"
    5. Click on Lookup button
    6. Lower fields will be automatically filled in
    7. Click OK to return to the previous screen
    8. Highlight the new option you have created and click on Make Default to the right, then OK to return to the log-in screen
2. What you will see
  1. One screen will open automatically and be placed on your Task bar--the In-Tray, which will be dealt with later in Section X below.
  2. To see your Personal Agenda, open it by:
    - Clicking on the appropriate button on the Task bar, if present (identified with your name in inverse order).
    - Selecting Agenda/Open on the File pulldown menu.
    - Clicking on the Open Your Agenda button on the Toolbar.
PERSONAL AGENDA - GENERAL:

Figure 1 (Day View)

Figure 1 displays the Daily view of a Personal Agenda.
- The Menu Bar has entries for File, Edit, View, Tools, Window, and Help.
- The Toolbar has buttons that allow you to Open various functions--In-Tray, Your Agenda, Tasks, Address Book, Group Agenda, An Agenda, or A Task List; select Views--Day, Week, or Month; add New Meeting, Task, Event, or Note, or select Search or Print.
- The Agenda area contains identification of meetings, etc. that are scheduled during that day (see Sections III-V and VIII).
- The Notes area contains notes and reminders of events that aren't scheduled per se, e.g. birthdays (see Section VI).
- The Task List area contains a listing of the tasks that are ongoing, or begin or are due on that day (see Section VII).
- The Date Control bar shows the current date, and allows you to move to different days or weeks (see Figure 2 below displaying Weekly view for explanation); increments will vary depending upon the View being used. Up or down arrows appearing above the time listings at the left indicate scheduled activities before or after the times that display.
Figure 2 (Week View)
PERSONAL AGENDA - VIEWING:
1. Can view by day, week or month; select appropriate view by using:
  - Buttons on the toolbar; see Figure 1.
  - View drop down menu.
  - F8 (Day), F9 (Week), or F10 (Month).
2. Task list will appear only in Day view.
3. Current date is displayed in red at the top of the day's column (if using week or month view).
4. Time frame for general display of day is set in Tools/Options/Agenda /Display, but you can scroll through from 12:00 A.M. through 24 hours.
  - Can increase/decrease row height using the View pulldown menu.
  - Can increase/decrease the time span for each row using the View pulldown menu.
5. Can increase/decrease the Notes area by placing the cursor over the dividing line until the double-headed arrow appears.
PERSONAL AGENDA - SETTING OPTIONS:
A variety of options are available to optimize your use of Oracle and are set via the Tools/Options pulldown menu.
1. Agenda
  1. Set Display options: hours and/or days to display (whether to include Saturdays and Sundays), time increments to be used, and information to be displayed for each event.
    
    Note: Increase/decrease row height using the View pulldown menu.
  2. Colors
    1. Select criteria for assigning color -
      1. importance level
      2. attendance status (default)
      3. ownership
    2. Choose colors or click on a color to customize, bearing in mind that those who view your calendar will see the colors that you use (will they be confusing to others?)
  3. Click OK, if no other changes to be made.
2. In-Tray
  1. Set time period to show Accepted entries.
  2. Set time period for entries you have Sent Out.
  3. Set time period for entries you have Refused.
  4. Click on OK, if no other changes to be made.
3. Entry Defaults
  1. Set Meetings defaults for importance level, access level, and whether or not you wish to be reminded of meetings.
  2. Set Tasks defaults for priority, access level, and reminders for due time and/or start time.
  3. Set Day Events for access level and whether you wish to be reminded.
  4. Set Daily Notes for access level and whether you wish to be reminded.
  5. Click on OK, if no other changes to be made.
4. Scheduling
  1. Set the hours for each day during which you prefer meetings to be scheduled (or Apply to All).
  2. Indicate preferences for receiving notification of meetings scheduled.
  3. Indicate preferences for being prompted to send an e-mail to attendees
  4. Click on OK, if no other changes to be made.
5. Offline preferences (Not covered)
6. General
  1. Set the Formatting of names you prefer for display (doesn't influence searching).
  2. Set the way you wish Dates and Time to be displayed.
  3. No need to adjust Time Zone
  4. Start Up
    1. Option here to Open new session with the saved state
      1. Close and/or open windows to see what you would like to see on opening the software
      2. Click on the Open new session with the saved state button
    2. Indicate whether or not you want to see the In-tray on start-up
  5. Click on OK, if no other changes to be made.
7. Address Book preferences (Not covered)
ACCESS RIGHTS
1. Designate
  Identify new individuals you wish to give partial or full Designate status, i.e., someone with the right to see and edit information on your agenda, etc.
  1. Type in the name of an individual you wish to give partial or full Designate status.
  2. Click on the green check mark to the right of the entry box or press Enter.
  3. Set the rights, as desired, for designate handling of Meetings, Day Events, and Notes, selecting from the following for each category:
    - Modify.
    - View/Reply
    - View Times Only.
  4. Set the rights, as desired, for designate modification of your Tasks
2. Viewing
  1. Indicate default viwing rights for any unlisted person, for Meetings, Day Events, and Notes
    1. Click on Default to highlight, then
    2. specify rights in fields above
  2. Add individuals you would like to grant special viewing rights to
    1. Type in the name of the individual you wish to establish viewing rights for
    2. Click on the green check mark to the right of the entry box or press Enter.
    3. specify rights in fields above
3. Viewing Tasks
  1. Indicate default viwing rights for any unlisted person, for Tasks
  2. Add individuals you would like to specify viewing rights for
4. Scheduling
  1. Indicate default scheduling rights for any unlisted person
    To allow group meetings to be scheduled, be sure that Can invite you to Entries is selected.
  2. Add individuals you would like to deny scheduling rights for
PERSONAL AGENDA - ADDING APPOINTMENTS:
1. If all you want to do is record the time, place, and name of an event:
  - Highlight selected time and simply type in the information (add your initials if scheduling a meeting as a designate for someone else.)
2. If you want to record further information about a meeting:
  1. Open the New Meeting dialog box by:
    - Clicking on the New Meeting button on toolbar (see Figure 1).
    - Selecting New/Meeting from the Edit pulldown menu.
    - F2 (New Meeting).
    - Right clicking anywhere on the Agenda and selecting New Meeting.
    - Highlighting selected time and right-clicking.
  2. Fill in the basic information for the meeting
    1. Enter the Title of the meeting (add your initials if scheduling a meeting as a designate for someone else)
    2. Indicate the Location, bearing in mind that the shorter the meeting time, the less information is likely to be visible
    3. Turn on or off the reminder function
    4. Select Tentative status, if desired (default color = light green)
    5. Verify date, time, and duration of the meeting.
  3. Add additional attendees, if desired (group agendas discussed in Section XI).
  4. Details
    1. Set Importance and Access levels
    2. Provide a more thorough Description if desired
    3. Attach a document related to the meeting, if appropriate
      1. Click on Attach button
      2. Browse to location and title of document
      3. Click Open
        
        Note: The calendar is only able to attach one document per meeting at this time.
    4. Add dates
      1. To add another random date, use the Add Date button
      2. If meeting is to be held at regular intervals (weekly, monthly) click on the Repeating button
        
        Indicate frequency
        Enter end date, or number of weeks, months, desired
        Scan resulting dates
        Click on OK if the results are acceptable
        Once back at the New Meeting dialog box you can click to highlight a date to be excluded, and click on the Delete button
PERSONAL AGENDA - DAY EVENTS AND DAILY NOTES:
1. Notes and events to be aware of, but not scheduled on the Agenda (e.g., birthdays, anniversaries, etc.), can be listed in the Notes portion of the Agenda.
2. Can be added by:
  - Clicking on the New Daily Note or New Day Event buttons on the Tool Bar (see Figure 1), or
  - F3 (New Daily Note); F4 (New Day Event).
PERSONAL AGENDA - TASKS:

Figure 3: Task List
1. To View Tasks
  A summary task list shows up automatically in Daily view of the agenda, but Tasks must be opened as a separate window if in Weekly or Monthly view. Once opened, the separate Tasks window may be minimized and held on the Windows task bar.
  1. In a Separate Window
    1. Open Tasks by:
      - Clicking on Open Your Tasks button on toolbar (see Figure 1).
      - Selecting Tasks/Open from the File pulldown menu
      - Typing Ctrl + T
    2. Select your viewing options from the View pulldown menu.
      - By selecting Show/All Tasks one is able to see all tasks at once, and keep track of everything coming up, regardless of start date or due date.
      - Other options include showing incomplete, complete, or active tasks, or sorting by priority, start date, due date, etc. Sorting can also be accomplished by clicking on the label at the top of a column.
      Lists for any of the above can be printed off as a handy reference.
  2. In the Daily Agenda
    1. Opens automatically
    2. Shows only incomplete tasks
    3. Toolbar and Menu bar not available here for selecting viewing options; no columns available for sorting.
2. To Add Tasks
  1. In a Separate Window
    1. Open the New Task dialog box by:
      - Clicking on New Task button on toolbar (see Figure 1).
      - Selecting New Task from the Edit pulldown menu.
      - F7 (New Task)
      - Double-clicking in an open portion of the Task display.
      - Right-clicking on the Agenda and selecting New Task.
    2. Provide a name for the Task under Description: (Initial word should be meaningful to aid in finding in an alphabetic listing of tasks.)
    3. Supply General information about Start date, Due date, Priority, Access level.
    4. Set Reminders, if desired, for Start Time or Due Time. (A bell icon on the task list indicates that you will receive a reminder at the specified time; see Figure 3.)
    5. Add Details about the Task:
      
      Provide further information about a task, e.g., a URL, names of other participants in the task. (A pencil icon on the task list will remind you that further info is available; see Figure 3.)
      Attach a related document, using the Attach button, and browsing to the appropriate document. (A paper clip icon on the task list indicates that a document is attached for your use with that task; see Figure 3.)
      
      NOTE: In order to open the attached document you must Edit the task (instructions in "C" below), select the Details tab and then double-click on the attachment.
  2. In the Daily Agenda View
    1. Open New Task dialog box by:
      
      Right clicking in Task area and selecting New Task.
      Double-clicking in Task area.
      Selecting New/Task from the Edit pulldown menu.
      F7 (New Task).
    2. Follow steps B.1.b-d above under "Separate Window."
3. To Edit Tasks in a Separate Window OR in Daily Agenda View
  1. Open the Edit Task dialog box by:
    1. Right clicking on Task name and selecting Edit Task.
    2. Double clicking on Task name.
    3. Highlighting Task and selecting Edit Task from the Edit pulldown menu.
    4. Highlighting Task and pressing F5 (Edit Task).
  2. Make appropriate corrections/additions
PERSONAL AGENDA - DEALING WITH NEW ENTRIES:
When a meeting has been scheduled by someone else, the meeting will show up on your agenda in blue. To process this new information, right click on the entry, pulling up the following options:
1. Copy Meeting (generally not needed)
2. View Meeting (provides a variety of possibilities):
  1. Reply (default shows I will confirm later); provides further options:
    1. I will attend; if selected, will turn the entry green and gives you the option of suggesting another time, and/or sending a message to the attendees.
    2. I will not attend; if selected, turns the entry red and gives you the option of suggesting another time, and/or sending a message to the attendees. (NOTE: You must choose to send a message if it is important that other attendees need to know that you will not be able to attend.)
  2. View additional information about the meeting--Attachments, Linked tasks.
  3. Receive a Reminder before the meeting time.
  4. Will Attend; if selected, turns the entry green.
  5. Will Not Attend; if selected, turns the entry red.
  6. Will Decide Later (entry remains blue).
  7. Send Mail; provides the option to send a message to attendees.
  To check on new entries since last logged into Oracle, see next section, X. In-Tray.
IN-TRAY
1. Open the In-Tray by:
  - Clicking on the appropriate button on the Task bar (identified as In-Tray).
  - Selecting Open In-Tray from the File pulldown menu.
  - Clicking on the Open In-Tray button on the Toolbar.
  - Ctrl + G.
2. New Entries
  1. If New Entries are present, right click on an entry, and follow the procedure for handling new entries on the Agenda (see Section IX).
  2. If entries are not shown, left click on the folder icon to view contents.
3. Entries you've accepted
  If entries are not shown, left click on the folder icon to view contents.
4. Entries you've sent
  If entries are not shown, left click on the folder icon to view contents.
5. Entries you've refused
  If entries are not shown, left click on the folder icon to view contents.
  
  Note: Time period for retaining entries in the In-tray is set in Tools/options/In-tray
SCHEDULING GROUP MEETINGS:
1. You identify a time:
  1. Pull up the Open Group View dialog box by:
    - Clicking the Open Group Agenda button on toolbar (see Figure 1).
    - Pressing Ctrl+G.
    - Selecting Group View/Open from the File pulldown menu.
  2. If scheduling an Ad Hoc Group Meeting
    1. Type users' names in the Add: box, one by one, press Enter or click on the green check mark after each name. The calendar will indicate if that individual does not have an account, but be sure to try alternate forms before assuming they do not have a calendar.
    2. To consult list of OSUL users -
      1. Click on the magnifying glass icon
      2. Type "library" in the Organization field under the People tab of the Directory Search dialog box
      3. Press Search
      4. Highlight each name desired and use the Add button to move them to the right
    3. When all desired names have been selected in the group view, click OK.
  3. If scheduling a meeting of an established group (see also XII. Creating a Permanent Group.)
    1. Click on the Group icon to the right of the Add: box.
    2. Click on All.
    3. Select appropriate Group.
    4. Click OK.
    5. Remove your name from list if you will not be part of the group.
    6. Click OK.
  4. All agendas will be displayed, with a column on the far left for the combined view.
  5. Create meeting time as in Personal Agenda (see Section V above), but be sure to click in the Combined column so that the time period will be highlighted across all columns (See Figure 4).
    
    Figure 4: Scheduling a Group
  6. There will be an option to send email to all involved. This is strongly recommended; not everyone will have Oracle open all day on their desktop, or consult it frequently.
    1. If the attendees' names don't appear in the Distribution list portion of the Mail Message dialog box, click on the All attendees box.
    2. If there are attendees who are not on Oracle, separate e-mail messages will need to be sent to them.
2. System identifies time(s) when all group members are available or identifies conflicts with specific date(s):
  1. Open the New Meeting dialog box by:
    - Clicking on the New Meeting button on toolbar (see Figure 1).
    - Selecting New/Meeting from the Edit pulldown menu.
    - F2 (New meeting)
  2. Click on the Group icon to the right of the Add: box in the New Meeting dialog box.
  3. Under Groups displayed, click on All.
  4. Select the appropriate group.
  5. Click on OK.
  6. To Suggest Date/Time when all are available:
    1. Add appropriate date and time parameters and click on List Suggestions.
    2. Select a date.
    3. Click on OK.
    4. Click on Create.
  7. To identify Conflicts for specific date(s):
    1. Identify date, starting and ending times, and duration of the meeting.
    2. Click on Check conflicts.
CREATING A PERMANENT GROUP:
1. Select Manage Groups from the Tools pulldown menu.
2. Choose New.
3. Supply a Group Name.
4. Supply a Group Type--Public, Private, Members only
5. Enter one name at a time and press Enter or click on green check mark after each name. Type in first and/or last name. If more than one person has the same name, you will be asked to choose from a list of options.
6. When all names are shown in box, click OK.
VIEWING OTHER AGENDAS:
1. Open an individual Agenda
  1. Open the Agenda by:
    - Clicking the Open an Agenda button on the toolbar (see Figure 1).
    - Pressing Ctrl+A.
    - Selecting Agend/Open from the File pulldown menu.
  2. Enter the individual name in the dialog box.
    1. Enter a person's first and/or last name; if more than one person has the same name, you will be asked to choose the appropriate individual.
    2. Enter a Conference Room's identifier.
      1. Room 5733 Ackerman Library = res:ack-5733
      2. Room 5754 Ackerman Library = res:ack-5754
      3. Room 5811 Ackerman Library = res:ack-5811
      4. Room 5826 Ackerman Library = res:ack-5826
      5. Room 070 SEL = res:sel-070
      6. Room 090 SEL = res:sel-090
      7. Room 390 SEL = res:sel-390
      8. Room 414 SEL = res:sel-414
      9. Room 244a SUL = res:su-244a
    3. Enter a library van identifier.
      1. Red van = res:libvan1
      2. White van = res:libvan2
  3. What you are able to see is determined by the "owner's" choices under Access rights.
2. Open a Group Agenda
  1. First open the Group View dialog box by:
    - Clicking the Open Group Agenda button on the toolbar (see Figure 1).
    - Selecting Group View/Open from the File pulldown menu.
  2. Click on the Group icon to the right of the Add: space.
  3. Click on All under Groups displayed:
  4. Select appropriate group name from the alphabetic list (the list provided is a combined list for the Libraries and the Office of Information Technology.)
    NOTE: One of the Groups listed is Conf Rooms. Selecting this Group will allow you to see the availablility of all conference rooms simultaneously. Contact the individual responsible for that location in order to actually schedule a room.
REMOTE ACCESS TO THE ORACLE CALENDAR

To check your agenda from home, or from some other location:
1. Connect to http://webcal.osu.edu
2. Enter User Name: [Firstname] [Lastname], and password.
3. Note major differences in basic functionality
  1. Only one agenda window may be viewed at a time
  2. Use "+" (plus sign) buttons on toolbar to add meetings, notes, etc.
    (One cannot highlight a time and right-click in order to bring up the dialog box.)
  3. Click on underlined meeting title in order to edit the meeting.
  4. Option available to view either a "list" or a "planner" for the time period selected.
  5. Use door icon to far right of toolbar to log out.

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Content last revised: February 12, 2007

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How to Use the Oracle Calendar (version 9.0.4)

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