This quick start guide introduces users to the UCS calendar tool and its features.


Printer-friendly versionPrinter-friendly version

Create a New Calendar

By default, a calendar is created for you when your account is created. However, you have the option to create additional calendars for different functions.

  1. Click the Calendar.
  2. Select the Options button (gear icon) next to the Calendars heading in the Overview pane.
  3. Select New Calendar from the drop-down list.
  4. Type a calendar name in the Name: field.
  5. Select a color from the Color: drop-down list.

NOTE: Check the box stating Exclude this calendar when reporting free/busy times under the color drop-down list to exclude this calendar from displaying free/busy information to other users.

  1. Click the OK.

Calendar View Options

Your calendar can be viewed in several ways. Select your calendar in the Overview pane by clicking the checkbox to the left of your calendar, and then select one of the buttons below on the Calendar toolbar:

  • Day, Week, Work Week, and Month: displays one day, week, work week, or month of calendar activities respectively.
  • List: displays a list of appointments for a two week period.

If you have multiple calendars selected in the Overview pane, the calendar appointments will overlay each other in the calendar content pane. To view multiple calendars in column view:

  1. Check the checkbox next to each calendar to select it.
  2. Click the Day button on the Calendar toolbar.

Navigate the Calendar

Your calendar can be navigated in several ways including the following:

  • Click the arrows on the Calendar toolbar to move to the previous or next day, week, work week, or month, depending on your current view.
  • Click the Today button to move to the current date.
  • Click a date in the mini-calendar to jump to a specific date, a single arrow to move to the previous/next month, or a double arrow to move to the previous/next year.

Create a New Meeting or Appointment

An appointment is an event that does not include other users. A meeting is an event that includes required and/or optional attendees.

Use the QuickAdd Appointment Feature

  1. Click on the appointment start time on the calendar.
  2. Type an appointment subject in the Subject: field.
  3. Type an appointment location in the Location: field.
  4. Select a free/busy option from the Display drop-down list.
  5. Select public or private from the drop-down list.
  6. Select a calendar from the drop-down list.
  7. Select a start and end date and time.
  8. Select a repeat option or reminder option.
  9. Click the OK.

Create a New Meeting or Appointment

  1. Click the New Appointment button in the toolbar.
  2. Type a subject in the Subject: field.
  3. Click the Attendees: button to add required individuals to the meeting.
  4. Click the Show Optional link to display the Optional: field, if necessary.
  5. Click the Optional: button to add optional individuals, if necessary.
  6. Click the Location: button to add a room to the meeting, if necessary.

NOTE: UCS locations follow a naming convention of building name, room number, and campus.

  1. Click the Show Equipment link to display the Equipment field.
  2. Click the Equipment: button to schedule a piece of equipment for the meeting, if necessary.
  3. Select a start and end date / time.
  4. Select a recurring option from the Repeat: drop-down list, if necessary.
  5. Select a reminder from the Reminder: drop-down list, if necessary.
  6. Select a free/busy option from the Display: drop-down list.
  7. Select a calendar from the Calendar drop-down list.
  8. Type any notes for the meeting in the text box.
  9. Click the Send button if the meeting includes other individuals or click the Save & Close button if the appointment does not include other individuals.

Share Your Calendar

To share a calendar with internal users, external users, or to make it public:

  1. Select the calendar to be shared.
  2. Select the arrow to the right of the calendar.
  3. Select Share Calendar from the drop-down list.
  4. Select an option under the Share With: heading.
  5. Enter the email address(es) of the individual(s) you’d like to give access to your calendar.
  6. Select a role for the individual(s):
  • Viewer: allows the user to view your calendar
  • Manager: allows the user to view, edit, add, and remove appointments.
  • Admin: allows the user to view, edit, add, remove, and administer appointments.
  1. Select an option for sending a notification message to the individual(s) that have been given access to your calendar.
  2. Click the OK.

Accept or Decline a Shared Calendar

By default, users receive an e-mail notification when they have been granted access to another user’s calendar. The email will include the option to accept or decline the share.

  1. Click the Mail.
  2. Select the shared calendar email notification.
  3. Click the Accept or Decline button above the email.
  4. Click the Calendar.

Search for a Shared Calendar

  1. Click the Calendar.
  2. Click the Find Shares… link in the Calendars list.
  3. Type the name or email address of the user whose calendar you’d like to view.
  4. Click the Search.
  5. Check the box of the calendar you’d like to view.
  6. Click the Add.

Edit Sharing Permissions

  1. Click the Preferences.
  2. Select Sharing from the left-hand menu.
  3. Select the Edit link next to the user’s information in the Folders shared by me section.
  4. Make your changes.
  5. Click the OK.

Revoke Sharing Permissions

  1. Click the Preferences.
  2. Select Sharing from the left-hand menu.
  3. Select the Revoke link next to the user’s information in the Folders shared by me section.
  4. Click the Yes.

Change Free/Busy Display Permissions

  1. Click the Preferences.
  2. Select Calendar from the left-hand menu.
  3. Select a free/busy display option under the Permissions heading.
  4. Click the Save.

Accept or Decline a Meeting Request

Meeting requests are sent and received through email.

  1. Select the meeting request email.
  2. Click the Accept, Tentative, Decline, or Propose New Time button located at the top of the email.

Additional options related to each of these responses can be accessed by clicking on the arrow next to the buttons.

Restrict Users from Inviting You to a Meeting

  1. Select the Preferences.
  2. Select Calendar from the left-hand menu.
  3. Select an invite option under the Permissions heading.
  4. Click the Save.

Change a Meeting Invitation Response

  1. Right-click on the meeting.
  2. Select your new response from the drop-down list.
  3. Select whether or not you want to notify the meeting organizer of the change.
  4. Click the Yes.

Change Calendar Preferences

The following preferences can be changed by selecting Calendar from the left-hand menu in the Preferences tab:

  • Default View: displays the calendar in the Day, Week, Work Week, Month, or List View by default.
  • Work Week: allows you to select the days of the week that make up your work week.
  • Work Hours: allows you to select the hours you work on each workday. Select the Custom radio button and Customize button if you work different hours each day.
  • Show Reminders: sets the time before a meeting that you will receive a reminder notification.
Training for: 
Faculty
Staff
Students
Type of Training: 
Documentation
Training Topic: 
Collaboration
Communication
Training Level: 
Introduction

Training for: 
Faculty
Staff
Students
Type of Training: 
Documentation
Training Topic: 
Collaboration
Communication