Using GroupWise Calendar

OPEN THE GROUPWISE CALENDAR

By default GroupWise opens in Mailbox, so click “Calendar” in the list on the left side of the window.

You can open a separate Calendar from your mailbox, by clicking on Window> Calendar> Day or look for this icon on your toolbar.

NAVIGATING WITHIN GROUPWISE CALENDAR

 GroupWise Calendar opens in 1-day view with the several "month" calendars to the right and the Notes and Tasks panes to the left of your Appointments. The Toolbar at the top of the Calendar features the active date, Go To Today icon, Next - Previous Day, Week, Month or Year navigation arrows and Day, Week, Month, Year and Multi-User View icons. When not in Day View, the Show/Hide Notes and Tasks icons are active.

1. Click the Calendar icon to the right of the Active Date to change dates
• The <> arrows to the left of the month move the calendar one month back or ahead
• The <> arrows to the right of the date move the calendar one day back or ahead
2. The Sunrise icon to the right of the active date will return you to today's date
3. The <1> <7> <31> <365> arrows move the calendar one day (1), week (7), month (31), or year (365) forward (>) or backward (<) by clicking the appropriate arrow
4. The Calendar Page icons with 1, 7, 31, 365 show your calendar in Daily, Weekly, Monthly or Yearly View
5. The Calendar Page icon with two persons is the Multi-User View (see below)

INVITE OTHERS TO AN APPOINTMENT/MEETING

It is important to invite yourself to the appointment in order that it shows on your calendar. To make this automatic, click on Tools> Options> Select Date & Time Select the check box under Appointment Options – Include myself on new appointments. Click OK to save the setting.

Click on the New Appt icon, or from within your Calendar – right click on the time that you wish to make the appointment/meeting.

The Appointment window will open and be populated with your information in the From and To fields. Invite others to your appointment/meeting. Include details about the Subject of the event, location, and other details. You can even include documents by clicking on the “paperclip” in the toolbar.

It is always a good idea to do a “Busy Search” to make sure those that you have invited are available to attend. Click on the Busy Search button in the tool bar. You can also include meeting rooms in your Busy Search.

You now have the ability to change the time if all parties are not available. Click to a new day/time when everyone is available.

ACCEPTING MEETINGS

Meeting requests will show up in your email and in your calendar. If you see a request in you calendar in italics, you can double-click on the request and “Accept” the meeting. If you find that you cannot make the meeting at a later date, you can you can double-click on the request and “Decline” the meeting. The meeting originator will receive an email that you have Declined the meeting request.

MOVE MEETINGS

Right click on the meeting and select Resend. Select a new date and/or time for the meeting. When GroupWise asks if you want to “Retract the Original item”, click Yes to remove the old meeting.

CANCEL MEETING

Right click on the meeting and select Delete. Select the option to remove from other Calendars. You may even wish to make a note as to why the meeting is being cancelled.

CREATE A PERSONAL APPOINTMENT FOR YOURSELF

1. To create a new appointment, double-click the desired time slot
2. Enter Subject and Place
3. Adjust Start - End times as needed
4. If it is a recurring event, select Actions > Auto-Date... from the menu
• Click the desired dates in the Dates tab OR
• Make appropriate selections in the Examples tab
• Click OK
5. Enter any meeting notes in the large pane below the Duration box
6. Click in the smaller bottom pane to add Attachments
7. To change the Alarm settings, click Actions > Alarm...
8. To make others unable to read the appointment information, click Actions > Mark Private
9. Click the Post icon to post the appointment to the calendar

CHANGE OR REMOVE APPOINTMENTS

1. To move an appointment simply click the appointment and drag it to the desired slot
2. To change an appointment time
• Move the appointment to the desired Start time
• Drag the bottom of the appointment slot to the desired End time
3. To remove an appointment right-click the appointment and select Delete from the drop-down menu

Giving Others Rights to your GroupWise Calendar

Granting access rights in GroupWise is accomplished by adding Proxy names to your Access List and defining their rights to your calendar.

ADD PROXY NAMES

1. Click Tools > Options
2. Double-click Security > click the Proxy Access tab
3. Click the Book icon next to the Name box
4. Scroll down and double-click the person's name - You may add several names if desired.
5. Click OK to return to your Access List.

DEFINE ACCESS RIGHTS

1. Click the person's name in your Access List
• You may give the same rights to several individuals at once by holding the Ctrl key while you select their names
• Select the rights you want to give to the user by clicking the Read and/or Write boxes by Appointments
2. Repeat the process to assign rights to each user in the Access List
3. You can select All User Access in the Access List to assign a default set of rights to all users in the Calendar - e.g., if you want all users to have rights to read your Calendar, assign Read rights to All User Access
4. Click OK

DELETE SOMEONE FROM YOUR ACCESS LIST

1. Click Tools > Options
2. Double-click Security > click the Proxy Access tab
3. Select the user's name from you Access List
4. Click the Remove User button
5. Click OK

USING THE MULTI-USER VIEW

Click on the Arrow down on your Calendar icon. 

The bottom option is for Multi-User views.

If others have provide you Proxy access to their calendars,  You will see their names in the Multi-User list.  Select those Calendars that you wish to View and they will display next to each other on the same screen.