Complete Guide to Calendar
To share a calendar:
1) Click the Preferences link in the top right corner of your account screen
2) Click Calendar Sharing from the Calendar section
3) SimpleClick™ or type the username or email address of the person you are sharing with into the insert field of the appropriate access level.
Note: Calendars can be shared with both members and non-members
4) Press the Enter key or click the Insert button to add the user to your shared list
5) Click the Save button
To access calendar sharing preferences:
1) Click the Preferences link in the top right corner of your account screen
2) Click the Calendar Sharing link under the Calendar section
Free Busy Sharing (Time Blocks Only)
Free-Busy access allows you to share your calendar with reserved time blocks only. All other details of your calendar are restricted.
Read-Only Sharing (Time Blocks plus Details)
Read-only sharing allows you to share your calendar with time blocks and details, without allowing editing.
Full Sharing (Administrative Access)
Full sharing access allows you to not only share your calendar, but give editing and scheduling capabilities to those users you've shared with. *This access level is restricted to members of the system and is not available to non-members.
You can create a new calendar event by doing any of the following:
DETAILS
Attendees: Enter the username(s), email address(es), or group of contacts who should be attending.
Subject: Enter a descriptive title of the event or meeting.
Location: Insert location where all attendees should report for the event.
Notes: Include a description of meeting goals, discussion topics, phone numbers, and other important information.
Mark as Private: Restrict other users who have access to your account from viewing the details of a personal event.
TIME
First Available: A scan of the attendees calendars will find the first commonly available time to schedule.
Duration: Select the amount of time for the event to last.
Start and End Dates: Indicate dates of the new event.
RECURRENCE
Occurs: Set a recurring event daily, weekly, monthly, or yearly. Set an End on or After date to end the recurrence.
Click Save to include the new event into your Calendar.
To edit a single instance of an already scheduled recurring event:
1) Hover your mouse over the appointment and right-click
2) Select Edit Instance
3) Edit the instance and click the Save button
Note: All other instances will be preserved.
To edit all instances of a recurring event:
1) Right-click on the event and select Edit Event or double-click on the event
2) Click the Edit button found in the tools menu at the top of the window
3) Edit the instance and click the Save button
If you're editing the instance you can also at that time see the details, attendees, recurrences of the events and any possible attachments and modify accordingly.
To make an edit to a single existing event, right click on the event and select Edit Event. You can also double click on the event and use the Edit button found in the tools menu at the top of the window.
If you wish to edit one instance of a recurring event, see Editing a Recurring Event
1) Click on the Preferences link in the upper right hand of the screen
2) In the Calendar section, click General Settings
Calendar Name: This is the name of your calendar, and is the name seen in the Caledars window when shared. The default format is last name, first name, but can be edited at any time.
Default View: This drop down menu allows you to choose from daily, weekly, and monthly views for your default calendar application view.
Remind: If you wish to use reminders for appointments, either by email or pop up window, use the dropdown menu to select the reminder increment.
Work Week: Check the boxes to create your work days. When another user is searching for a first available time slot in your calendar, non-work days will be excluded.
Work Hours: Select your work day start and end times. When another user is searching for a first available time slot in your calendar, non-work hours will be excluded.
First day of week: Your default view will begin with the day of the week selected from this menu.
Calendar View Increment: Use this menu to select the default time increment in you calendar. This applies to daily and weekly views only.
Free/Busy Access and URL: Once this is enabled, you can share your URL with users of external calendars, such as Outlook. This allows non-members to seach for available time slots, even if they aren't in the BlueTie system.
You can invite both members and non-memebers*. These invitations are also referred to as Meeting Requests.
1) Open a new or existing event window. For an existing event, click Edit
2) To add a contact from your address book into the Attendees field, select Contact List from the tool bar and click on the name of the contact(s)
3) To invite a contact that is not in your address book, simply type a valid email address(s) into the Attendees field
*Members will be receive your meeting request directly their own account. Non-members will be invited via email.
Meeting requests are received when another member has invited you to an event. Meeting requests are visible in multiple locations in your account.
Meeting requests are visible in the Universal Inbox. Clicking on the bold text Meeting Requests will take you to the the details of the request. At this point you can choose to Accept, Decline, or mark the meeting as Tentative.
From inside the Calendar application, you can find the Scheduler window to the left (default) of your main Calendar window. The Meeting Request view is found just above your above your yearly calendars. Clicking on the bold text Meeting Requests will take you to the the details of the request. At this point you can choose to Accept, Decline, or mark the meeting as Tentative.
Meeting requests are also placed directly inside of your calendar, in the corresponding time slot. They are distinguishable by bold text. By right clicking on the request , you can choose to view the Details of the request, Accept, Decline, or mark the meeting as Tentative.
Choose to have either an email or pop-up reminder prior to an event. This can be chosen for all events, or one individual event.
To receive a reminder for all events:
1) Click Preferences.
2) Go to General Settings under Calendar.
3) Next to Remind, select the time interval you would like to receive the reminder prior to the event.
4) Indicate either Popup or Email for the type of reminder you would like to receive.
5) Click Save.
If you have reminders turned off for all events, but would like a reminder for a particular event:
1) For an event that has already been scheduled, double click on the event in your Calendar. Click the Remind button and select the interval in which you would like to be reminded.
2) For a new event, while scheduling click the Remind button and select the interval in which you would like to be reminded. Click Save.
You may print your Calendar in any view you have set as your default, or any view you choose.
1) Click the Print icon in the chosen view of the Calendar application.
2) You will be given a printing preview. Continue in your normal printing process.
The following keywords can be used with Quick Add to add appointment to the calendar. Quick add will only work for the current week.
Dates:
Tomorrow, Today, Monday, Mon, Tuesday, Tue, Wednesday, Wed, Thursday, Thr, Thur, Thu, Th, Friday, Fri, Saturday, Sat, Sunday, Sun
Times:
Breakfast (defaults to 8:00 am), Lunch (defaults to noon), Dinner (defaults to 6:00 pm for 2 hours), Noon, Midnight
Examples:
Lunch with Bob on Friday, Meeting with Sue at 3pm on Friday
When scheduling a New Event, you can a recurrence for daily, weekly, monthly, or yearly. All New Events default to only one instance on your Calendar.
Daily: Set to every 'x' amount of days, or every day.
Weekly: Set to every 'x' amount of weeks, and choice of weekdays.
Monthly: Set certain numbered day of the month, or specific month location (i.e. Second Saturday of each month)
Yearly: Set the day or weekday location of the following year.
All recurring events can be configured to have no end date, or end on or after a certain date.
You can perform a variety of actions by right-clicking in your Calendar.
For events you have scheduled:
For events scheduled by someone else:
For a recurring event you have scheduled:
For a recurring event someone else has scheduled:
Right-clicking on a free date or time slot:
Note: Calendar sharing can only be setup from the account of the calendar being shared
To share a calendar:
1) Click the Preferences link in the top right corner of your account screen
2) Click Calendar Sharing from the Calendar section
3) SimpleClick™ or type the username or email address of the person you are sharing with into the insert field of the appropriate access level.
Note: Calendars can be shared with both members and non-members; Non-members will receive an email to be invited to view your calendar.
4) Press the Enter key or click the Insert button to add the user to your shared list
5) Click the Save button
When another user has shared a calendar with you, their calendar name will appear in the Calendar section of the Scheduler section.
Calendar Overlay View
Shared calendars can be overlayed onto your own by clicking the check box to the left of the calendar name in the Calendar section of the Scheduler. The shared calendar appointments will display on your calendar in addition to your appointments and will be distinguishable by the color associated to the calendars. The calendar color can be changed in the Calendar section of the Scheduler by clicking the color box to the right of the calendar name.
Single Calendar View
Note: If you have Full-Access to a Shared calendar, then you can create a new event in the same way that you create events for your own calendar. For more information see Calendar Sharing Preferences.
Click here to learn how to setup your default Calendar view.
You can switch your view in the Calendar application with one click on the view type icons.
Easily switch between: