Calendar

The primary use of the calendar is to organise and keep track of Events and Tasks. You can view your own calendar and any shared calendars you have access to.

The Calendar can be viewed in Day, Week, Month (pictured) and Year formats. Each format operates the same way.

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4.1 New Event

Entering a New Event

To enter a New Event, you can either;

• Click on the New Event icon at the top-left of the Calendar window.
• Click on a particular date/day/time in whichever calendar view you have open.

The New Event details window will open:

Here you can enter:

• The time, date and location for the event.
• Explanatory notes about the event
• Recurrences for the event. Eg, you can choose to have the event automatically inserted for the same time in subsequent days, weeks or months.
• Invite people to the event. You can select people from your address book, or type in their e-mail address. You can request an RSVP from them, and check their availability if you have access to their calendar.
• Set up an automated reminder message to people attending the event.

Once you are finished entering the event details, click Save or Save and Add Another if you wish to add another event. Whichever you choose, the new event will now appear in your calendar view:

Clicking on the event name will show you the event details in a new window, where you can edit the details of the event if you need to.

To delete the event, click the red “X” next to the event name.

If you just want to quickly add an event without entering any details, use the Add Event box near the bottom of the Calendar window:

After adding an event title, and choosing a time, it will add the event to your calendar view. You can add details to your event entry at any time by clicking on the event, which will open a new window with the details of the event. By clicking “Edit” button at the bottom of the screen, you can add the full event details as outlined above.

If you want to see a list of all your events, then click the Events tab near the top of the Calendar window. This will open the Events summary window:

There are several ways of searching for an event:

• entering a name in the Search for Events box and clicking Search.
• The following can be combined to make a search:
  • Using the View drop-down box to search on a specific date.
  • Using the Show drop-down box, you can search for events by Day, Week or Month.
  • Using the Type drop-down box, you can search for particular types of event.

You can click on any event to view details or edit it. You can delete it by clicking on the left-hand side check-box then clicking delete.

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4.2 New Task

Entering a New Task

This works in a similar way to adding events, but tasks do not appear in the calendar view as events do.

To add a New Task, click the New Task tab near the top of the calendar window. This will open the New Task details window:

You can enter the following details for your task:

• Name
• Start date & Due Date
• Start time & Due Time
• Type of Task & Priority of the task
• Progress Status (as a % of completion)
• Location & explanatory notes

As with Events, you can choose to enter Recurrences of the task, and send an automated reminder message to yourself and/or others about the task.

Once you Save your task, it will be stored in the calendar, but will not appear in the general calendar view.

To keep track of tasks, click on the Tasks tab at the top of the Calendar window. This will open the Tasks Summary window:

This works in the same fashion as the Events Summary window.

There are several ways of searching for a task:

• entering a name in the Search for Tasks box and clicking Search.
• The following can be combined to make a search:
  • Using the View drop-down box to search on a specific date.
  • Using the Show drop-down box, you can search for tasks by Day, Week or Month.
  • Using the Type drop-down box, you can search for particular types of task.

You can click on any task to view details or edit it. You can delete it by clicking on the left-hand side check-box then clicking delete.

Once you have completed a task, click on it and click the Complete Task button in the window that appears.

Other than the Tasks Summary window, tasks are displayed in the Tasks reminder window in the bottom left-hand corner of the Calendar window:

When you are viewing your calendar on a particular date, any tasks due on that date will appear in this window, as will any tasks that are overdue. By checking the box next to the task, you can delete them or tag them as complete.

A completed task will still appear in your task summary, with the status set at “100% (Completed)”. You can either keep completed tasks in your calendar or delete them.

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4.3 Check Availability

By clicking on the Check Availability tab, a new window will open which will allow you to check the availability of other people at a particular time for a particular event.

First, select the Start Date and Start Time from the drop-down boxes.

Then select your invitees by either;

• clicking Add from Address Book to select from your address book, or;
• enter their e-mail address and click Add.

Once you have the list of people you want, click Check Availability. The picture above shows the availability of two people from 9.30 – 10.30 on Tuesday, April 24. Available times are shown as white squares. Dark-shaded squares show that the person is busy at a particular time.

By clicking on the “+” sign, you can create a new event. The Event details window will open with that timeslot and those people already selected as invitees.

You can also use the arrow icon and the Availability within next dropdown box to see their availability on other days.

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4.4 Search for Calendar

The ANUmail Calendar also lets you view Calendars other than your own. Click the Search for Calendar option and a new window will open:

Enter the name of the person who’s calendar you wish to view. Check the box next to the correct item/s in the search results and click View Calendar(s). You must have access to that person’s calendar to be able to view it

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4.5 Printable

This option opens a new window and creates a printer-friendly version of the window you are looking at.

Here is a picture of the Printable version of the monthly calendar view:

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4.6 Import and Export

The ANUmail Calendar can export or import Calendar data to or from another file source (such as Microsoft Excel). Click Import/Export and the following window will open:

You can choose:

• which calendar to import data into, or which calendar to export
• the file format of the import/export
• the date range to import/export

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4.7 Invitations

This screen allows you to search for all of your current invitations to Calendar Events.

Using the drop-down boxes, you can search for specific days, weeks or months.

The search results will show the date & name of the event, who organised it. You can click on the event name for more information.

You can use the check boxes to Accept or Decline the invitation, or mark yourself as Tentative. You can also Delete invitations.