GroupWise Calendar consists of three tools: an Appointment Calendar, Reminder Notes and the Task List.

• The Appointment Calendar is fully capable of managing individual and group or shared schedules.
• Reminder Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, or anything you would write on note paper. Notes may be organized in the Checklist folder if desired.
• The Task List is self-explanatory. Task Lists may be shared for group projects.

This document will assist you in learning the most commonly used GroupWise Calendar functions. GroupWise Calendar has an excellent Help system, from which much of this information was gleaned. For more advanced topics, click Help on the Menu Bar and follow the topic links.

If you don't find an answer to your question here, try our Frequently Asked Questions page.

Getting Started with GroupWise Calendar

To use the GroupWise Calendar it must be installed on your workstation computer. If you would like to have it installed, please email support@mnstate.edu

OPEN THE GROUPWISE CALENDAR

1. Open GroupWise Calendar by double-clicking the GroupWise icon on your desktop OR click Start > Programs > Novell GroupWise > GroupWise
2. By default GroupWise opens in Mailbox which is not a "real" mail service, so click Calendar in the list on the left side of the window - If the list is not visible, click View > Folder List on the menu

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)

CREATE AN APPOINTMENT

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 Yellow Pushpin icon to post the appointment to the calendar

Note: Creating an appointment by clicking the New Appt icon in the Toolbar creates an "invitation" that places a message in the Mailbox until the appointment is accepted or declined. This is the only way to schedule a Group meeting. The process is similar to the steps listed above.

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

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 A USER 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

Creating a Multi-User Calendar View

You must have the appropriate Proxy rights to add users to a Multi-User List and view their schedules in a Multi-User view. You can create several Multi-User views for different groups of users.

1. Click Calendar in the Folder List

2. Right-click an open area on the Calendar toolbar > Click Properties

3. Click New > Enter a new Name so you can distinguish Multi-User views from one another

4. Click Multi-User in the View Name drop-down list > click OK twice > The Multi-User List dialog box displays

5. If a user you want in the Multi-User view is not listed, click the Book icon

6. Double-click the username > Repeat for each user you want to add > Click OK
   To Remove a user from the Multi-User List, select the username and click Remove User

7. Select the check boxes of the users whose calendars you want to display > Click OK

Printing Calendars of Multiple Users

1. Make sure you have Proxy Read rights to all the users whose schedules you want to print

2. Click File > Proxy to make sure that all of the users whose schedules you want to print are in your Proxy List – if they do not appear on the list, add them using instructions above

3. Click the Printer icon on the toolbar

4. Click Multi-User in the Format group box > Click Setup > Select the users whose schedules you want to print

5. Specify the maximum number of proxy schedules to print per page in Proxies Per Page – e.g. if you are going to print the schedules of nine users, but you only want three schedules per page, select 3

6. Click OK

7. Select a calendar view under Available Forms

8. Select the paper size in the Form Size group box

9. Select Portrait or Landscape

10. Click the Content tab > read and select other options

11. Click the Options tab > read and select other options
    For help on a dialog box option, click the ? icon on the Title bar, then the option

12. Click Preview to see how the multi-user page layout looks with the selected options

13. Click Print

Remote Access via the Web

1. Create a Password

• Select Tools > Options > Double-click Security > Click Password tab

• Enter a password in the New password box and reenter it in the Confirm new password box

• Click OK

2. Go to http://groupwise.mnstate.edu

3. Login using your Novell Username and the Password chosen above

4. Click Calendar in the Folder List on the left side of the screen

5. Most functions are supported in the web-version of Calendar

• Proxy views available one-by-one using Multi-user icon on left-side toolbar

• Day/Week/Month view buttons above monthly calendar

• Group views and scheduling unavailable

• Toggle between Java Calendar and HTML Calendar views

GroupWise User Group listserv

1. Go to http://lists.mnstate.edu/mailman/listinfo/groupwise_users

2. First subscribe: Only members may send/receive/view listings – Section 3

3. Change your Options or see who else subscribed – Section 4

4. Look for answers to your questions in the Archives – Section 1 (Coming Soon)

PDA (Palm Pilot, Visor, etc) compatibility

1. Supported through Outlook XP work-around

2. More information will be forthcoming