Sun Java System Calendar Server Online Help |

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> # Groups Tab Topics

> Calendars can be collected together in named groups for convenience in working with them. You can choose to view a group of calendars at login instead of your default calendar. (See Default Calendar Group in the Options tab help.)

> For instructions on how to perform the following calendaring tasks, click the links:

> - What is a Calendar Group?
> - Editing an Existing Calendar Group
> - Creating a Calendar Group
> - Viewing a Calendar Group
> - Adding Calendars to a Group
> - Deleting Calendars from a Group
> - Assigning a Time Zone to a Calendar Group
> - Selecting Day View for Calendar Groups
> - Deleting a Calendar Group

> # What is a Calendar Group?

> A calendar group is a named collection of calendars. Groups exist for your convenience. For example, you might have several calendars you need to refer to frequently. Rather than have to bring them up separately, you can create a group and view all of the calendars at once. You can choose to view one of your calendar groups after logging in rather than your default calendar. To do this, see Options tab setting Default Calendar Group.

> When creating events, you can use a calendar group to save time in creating your attendee list. When you choose a group from the Quick Invite list, all of the calendars in the group are added as attendees.

> However, the groups you create are different than the user groups that the calendar system administrator creates. You can’t search for your calendar groups in the User Search window, but you can search for user groups created by the calendar system administrator.

> Unlike the calendars you create, which can’t be deleted, when you remove a group from your groups list, the group is actually deleted. This means you can’t retrieve it and if you want it again, you will have to recreate it.

> For more information about groups, see Groups Tab Features and Using Calendar Groups in the Concepts Guide.

> # Editing an Existing Calendar Group

> You can edit the groups you have created.

> 1. Click the Groups tab.

> The list of your groups appears.

> 2. Click the appropriate Edit link for the group you want to edit.

> The Edit Calendar Group window opens.

> 3. Make the desired changes.

> You can’t change the name of the group, but you can add or delete members from the list. You can also choose, or change, the time zone this group displays in.

> See also, Adding Calendars to a Group, Deleting Calendars from a Group, Assigning a Time Zone to a Calendar Group.

> 4. Click OK.

> # Creating a Calendar Group

> 1. Click the Groups tab.
> 2. Click New Group.

> The Edit Calendar Group window opens.

> 3. Enter a name for your calendar group in the Group Name input box.

> This will be the name you see for your calendar group.

> 4. (Optional) Select the checkbox labeled “Open group in Day View.”

> When you display a group from the Groups list, the default is to display the calendars in the Comparison view, unless you specify the Day view here. The difference is that the Comparison view has each calendar displayed in a separate row, whereas the Day view merges all the calendars.

> 5. Select the calendars you want to put into this new group by adding calendar IDs to the Group Members box.

> For instructions on how to add calendar IDs to the Group Members box, see Adding Calendars to a Group.

> 6. (Optional) Click the Time Zones tab to set a time zone for your calendar group.

> If you do not set the time zone here, the group will display using your default time zone as set in the Options tab.

> The list of global time zones has been broken up into three areas for ease of viewing: North/South America, Europe/Africa, Asia/Pacific Rim.

> 1. Click the name of the global area from which to choose a time zone.
> 2. Select the checkbox next to the time zone you want for this group.
> 7. Click OK when you have completed forming the group.

> The Edit Calendar Group window closes and the new group appears in your Groups list in the Groups tab.

> # Viewing a Calendar Group

> You can view a group in two ways: from the Groups list in the Groups tab, and from the Current Calendar list in the View tab.

> ### From the Groups List

> From the Groups tab, click the name of the calendar group you wish to view.

> You see a Comparison or Day view of all the calendars in the selected group. (For instructions on how to make groups open in the Day view, see Selecting Day View for Calendar Groups.)

> Groups viewed in Comparison mode show each calendar schedule separately. If you want to see the calendars merged, use one of the other views.

> ### From the Current Calendar List

> 1. From the View tab, click the Current Calendar pull-down menu.

> The list of calendars and groups displays. Groups are listed below the list of calendars.

> 2. Select the group you want to view by clicking the name.

> When groups are selected this way, the group displays in whatever view you last used. For example, if you were looking at your own calendar in the Overview, and then selected a group to view, it would display in the Overview rather than Comparison or Day view.

> # Adding Calendars to a Group

> You can add calendars to a group when you create the group, or to an existing group. You add calendars to a group in the Edit Calendar Group window.

> To open the Edit Calendar Group window, from the Groups tab:

> - For a new group, click the New Group icon on the Groups tab.
> - For an existing group, click the Edit link next to the name of the group you want to add calendars to.

> From the Edit Calendar Group window, there are three methods of adding calendars to a group. You may form your group using any or all of the three methods.

> Method 1

> 1. Enter the calendar ID directly into the Calendar ID field.
> 2. Click Add.

> The name appears in the Group Members box.

> 3. Repeat steps 1 and 2 until you have finished forming the group.

> Method 2

> If you do not know the exact calendar IDs you need, you can search for them.

> 1. Click Search to open the Calendars Search window.
> 2. Enter the name or calendar ID, or as much as you know of it in the text box.

> For further instructions on how to form a search using this Calendars Search feature, see Subscribing to a Calendar (Calendars Search).

> 3. Click Search.

> The Search Results list returns one or more results, or “No Match Found.”

> 4. Select the checkbox next to one or more calendar IDs in the search results.
> 5. (Optional) If you want to perform more searches, click Apply to put these calendars into the Already Selected Calendars list, which appears below the Search Results list.

> These calendar IDs will be kept while you search for more calendar IDs. You can remove calendars from the Already Selected Calendars list by selecting the checkbox to remove the check mark.

> 6. (Optional) Continue searching for more calendar IDs by repeating steps 2 - 5 until you have finished.
> 7. Click OK when you are done selecting calendars.

> The Calendars Search window closes and the selected calendar IDs (any calendar ID with a checkmark) are added to the Group Members box.

> Method 3

> Use the Quick Add pull-down menu to select calendar IDs from your Calendars list and other groups you have already created.

> 1. Click Quick Add to reveal a list of calendars currently in your Calendars list (found on the Calendars tab) and the list of groups you’ve already created.
> 2. Click the calendar ID or group you wish to add to this new group.

> The calendar ID or group of calendar IDs appear in your Group Members list.

> # Deleting Calendars from a Group

> You can delete calendars from a group while you are creating the group (you might have added someone by mistake), or to an existing group. You remove calendars from a group in the Edit Calendar Group window.

> To open the Edit Calendar Group window, from the Groups tab:

> - For a new group, click the New Group icon on the Groups tab.
> - For an existing group, click the Edit link next to the name of the group you want to remove calendars from.
> - In the Group Members box, click the calendar ID to remove.
> - Click Remove.

> The name is removed from the group list.

> - Click OK when you have finished with the group.

> The Edit Calendar Group window closes.

> # Assigning a Time Zone to a Calendar Group

> Groups you create will automatically display in your default time zone. To override the default and assign a time zone to the group, you must be in the Edit Calendar Group window.

> To open the Edit Calendar Group window, from the Groups tab:

> - For a new group, click the New Group icon on the Groups tab.
> - For an existing group, click the Edit link next to the name of the group you want to remove calendars from.

> The Edit Calendar Group window opens.

> To select a time zone for the group:

> 1. Click the Time Zones tab.

> The list of global time zones has been broken up into three areas for ease of viewing: North/South America, Europe/Africa, Asia/Pacific Rim.

> 2. Click the name of the global area from which to choose a time zone.
> 3. Click the circle next to the time zone you want for this group.
> 4. Click OK.

> To see a group’s calendar items adjusted to the group’s time zone, you must have also set the following Time Zone option in the Options tab: “When displaying a single calendar use its time zone.” Otherwise, the group’s calendar items will continue to be displayed adjusted to the default time zone.

> For instructions on setting the Time Zone option, see Time Zone.

> # Selecting Day View for Calendar Groups

> When you open a group from the Groups list in the Groups tab, it will default to being opened in Comparison view, which lists each calendar separately. If you would like to see the group displayed with all the calendars’ events and tasks merged (in Day view), you can set that option from the Edit Calendar window. This can be done either when you create the group, or at some later time.

> To have a group open in Day view, follow these steps:

> 1. In either situation you need to have the Edit Calendar window open.

> During calendar creation, it is the window that opens when you click the New Group icon. For changes to existing groups, it is the window that opens when you click the Edit link corresponding to the group (in the Groups tab).

> 2. In the Edit Calendar window, select the checkbox located at the bottom left of the window.
> 3. Click OK.

> # Deleting a Calendar Group

> Unlike calendars that you can only remove from your list, but not delete, groups that you remove are deleted. When you delete a group, it can’t be retrieved.

> 1. Click the Groups tab.

> You see a list of your calendar groups.

> 2. Select the Select checkbox next to the group to be deleted.
> 3. Click the Remove Selected button.

> The group is deleted. If you want the group back, you will have to recreate it. It is not retrievable.

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