Sun Java System Calendar Server Online Help |

Contents Index

> # View Tab Topics

> You can create and manage events and tasks in the View tab. All the calendaring tasks that you can perform from the View tab are listed below.

> For general information on calendaring concepts, see Concepts Guide. See also, Frequently Asked Questions.

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

> ## Home and Logout

> - Changing Views of the Same Calendar
> - Exiting Calendar Express

> ## Event Topics

> - Editing an Existing Event
> - Creating a New Event
> - Viewing an Event
> - Deleting an Event
> - Replying to an Invitation
> - Inviting Attendees
> - Searching for Users
> - Using the Availability Tab for Scheduling Events

> ## Task Topics

> - Editing an Existing Task
> - Creating a New Task
> - Viewing a Task
> - Deleting a Task
> - Marking a Task Complete

> ## Topics Common to Both Events and Tasks

> - Searching for Events and Tasks
> - Scheduling Repeating Events and Tasks
> - Setting Reminders for Events and Tasks
> - Setting Automatic Reminders for Events and Tasks

> ## Other View Tab Topics

> - Changing Views of the Same Calendar
> - Viewing a Different Calendar or Group
> - Changing the Date on Your Calendar View
> - Printing a Calendar
> - Using the Miniature Month Calendar
> - Using The Jump To Icon
> - Clearing the Errors List
> - If You Have Both an Invite and an Inform Button

> # Getting Back to “Home”

> To return to today’s date for your default calendar in the default view (your home page), click home, located at the top right of the Calendar Express window.

> Your default view can be set in the Options tab. For instructions on how to set this option, see Default Initial View.

> # Exiting Calendar Express

> Click the logout link located at the top right side of the Calendar Express window. This will end your Calendar Express session. You must log back in to work in Calendar Express again.

> # Editing an Existing Event

> 1. Click the event title you want to edit from any of the views.

> The Edit Event window opens. Make changes anywhere in the Edit and Reminders tabs. For instructions on how to fill in this form, see Creating a New Event.

> If you can see only the Summary and Reminders tabs for this event, then either:

> - You are working in one of your own calendars, but you did not create this event.
> - Or, you are working in a subscribed-to calendar, and you do not have Modify permission for this calendar, or you are not an owner.

> In either case, you can’t edit it.

> For instructions on deleting, see Deleting an Event, or Deleting a Task.

> 2. Click OK.

> Clicking OK causes your changes to take effect and closes the window.

> # Creating a New Event

> To place an event on one or more calendars, perform the following steps:

> 1. Click the New Event icon from the View tab.

> The Edit Event window opens.

> 2. (Optional) Click the Calendar pull-down menu (located at the top right) to reveal a list of other calendars you can designate as the organizer of this event.

> The calendar showing in the pull-down menu will be the organizer (owner) of the event. In addition, the selection you make here in the Calendar pull-down menu will be reflected in the Current Calendar pull-down menu on the View tab. That is, the calendar you select will be displayed in your main view after you finish creating this event.

> For more information about choosing an organizer for the event, see the Concepts Guide topic Placing Events on Calendars.

> 3. (Optional) Click the name of any calendar in the list to designate it as this event’s organizer (owner).

> This event will be placed on the new calendar instead of the one currently being displayed in your main view.

> 4. Enter a name for the event in the Event Title text input box.

> The title identifies the event in your calendar. If you leave the title blank, the words “Untitled Event” will appear on your calendar as the default title.

> 5. Enter the date for the event in the Date input box.

> You can use the Jump To icon located to the right of the Date input box to help you locate an appropriate date. For instructions, see Using The Jump To Icon.

> If you are inviting others to the event, you can wait until you have added all the attendees, and checked their availability, before finalizing the time and date. See Step 15 for instructions on how to check availability.

> 6. Enter the start time and duration for the event in the Time input box, or select the All Day checkbox.

> Select the All Day checkbox if you want to create an all-day event, such as a birthday, holiday or vacation day. All-day events don’t create conflicts with timed events for that day.

> The system changes the start time to be 12:00 am and the duration to be 23 hours 59 minutes when you select All Day. (For a 24-hour clock, the time would be 00:00.)

> 7. (Optional) Click the Repeat checkbox if you want the event to repeat.

> Use this method to schedule an event that spans more than one day, or one that occurs on a regular basis.

> The Recurrence window opens. When you have set the desired repeats, click OK to close the window. For instructions on recurrence, see Scheduling Repeating Events and Tasks.

> 8. (Optional) Click the Privacy pull-down menu to reveal a list of privacy settings for this event.

> Your choices are Public Event, Time and Date Only, and Private Event. The default is Public Event.

> You will only see the privacy list if your calendar system administrator has enabled it. If you do not see this option, skip to Step 7.

> 9. (Optional) Select your event privacy choice from the list.

> The ability of other users to see and act upon events, whether public, private, or confidential, depends on the permissions you have set for them.

> Your event privacy choices are:

> - Public Event

> Anyone who has Read permission for your calendar can see the details of this event. Anyone with Availability permission can see the time blocked out if the Free/Busy checkbox is selected, but they can’t see the details.

> - Time and Date Only (confidential)

> Only you, other owners of your calendar, your attendees, and other owners of your attendees’ calendars can see the details of this event. Anyone who has Availability or Read permission for your calendar will see this time blocked out, as busy if the Free/Busy checkbox is selected, but they can’t see the details.

> - Private Event

> Only you, other owners of your calendar, the attendees and other owners of the attendees calendars can view this event and its details, but no one else can detect that it exists. Even your attendees can’t see it on your calendar. They may only view this event on their own calendars. Further, no one else can see this event on your attendees’ calendars (except other owners).

> For scheduling purposes, these events are invisible if the Free/Busy checkbox is not selected. That is, people trying to schedule something on your calendar will not see conflicts. If the Free/Busy checkbox is selected these events appear as confidential events.

> For instructions on how to set permissions when you are creating a calendar, see Step 7 in Creating a Calendar. You can change permissions for your own calendars by editing them. For instructions on changing permissions, see Changing Permissions for a Calendar.

> See also Controlling Access to Your Calendar in the Concepts Guide.

> 10. Select the Free/Busy checkbox to include this event in calculating availability.

> When this checkbox is selected, anyone who has Read or Availability permission for your calendar will see this time blocked out, as busy. If this checkbox is not selected, the event does not show up when calculating availability.

> If the event is a Private Event, you can select the Free/Busy checkbox so the event shows up as busy when scheduling events.

> By default, the Free/Busy checkbox is checked for Public Events. It is not checked by default for Private Events or All Day events.

> 11. (Optional) Add location information in the Location input box.
> 12. (Optional) Enter the event description in the Description input box.
> 13. (Optional) If you want to invite others to this event:

> There are three ways to add attendee names: enter the attendees individually in the input box, use the User Search tool, or use the Quick Invite list.

> - To use the input box:

> If your system is configured such that you have both an Invite and an Inform button, for instructions, see If You Have Both an Invite and an Inform Button. If you have only the Invite button, use the following instructions:

> 1. Enter a user ID, a calendar ID, or an email address in the User input box.

> You can enter more than one at a time by separating them with semi-colons.

> 2. Click Invite.
> 3. Repeat Step I and Step II until you have constructed the entire list of attendees.
> - Click Search if you don’t know the exact user ID, calendar ID, or email address.

> For instructions on using the User Search tool, see Searching for Users.

> - To use the Quick Invite:
> 1. Click the Quick Invite pull-down menu to reveal a list of calendars and groups to choose from.

> For more information on the Quick Invite, see Inviting Attendees in the Concepts Guide.

> 2. Click the calendar or group you want to invite.

> If you choose a group, all members of the group are added to your attendee list. (For users with both an Invite list and an Inform list, the attendees will be added to the Invite list only.)

> For more instructions on how to invite, see Inviting Attendees. See also, Inviting Attendees in the Concepts Guide.

> Note | The organizer of the event is not automatically included in the attendee list. However, the event does show up in the organizer’s calendar.

> 14. (Optional) Click the Reminders tab to set a reminder for yourself.

> For this event only, the settings you make here will override the reminder settings found in the Options tab. If you do not set a reminder for this event, the reminder settings found in your Options tab will be used.

> To set an email reminder for this event:

> 1. Select the Remind checkbox.
> 2. Enter one or more email addresses separated by either a comma (,) or a semi-colon (;).
> 3. Choose either a relative or an absolute reminder by clicking the appropriate circle, and then setting the time to send the reminder.

> Hint: Selecting the top circle creates a relative reminder. Selecting the bottom circle creates an absolute reminder.

> 4. (Optional) Enter a message for the reminder email into the Message input box.

> For more detailed instructions, see Setting Reminders for Events and Tasks.

> 15. (Optional) Click the Availability tab to determine the best time to schedule your event by checking the attendee’s calendars.

> For instructions on how to use the Availability tab to help you find a time open for all attendees, see Using the Availability Tab for Scheduling Events.

> 16. (Optional) Click the Preview tab to see the event summary.
> 17. Click OK to create the event.

> The Edit Event window closes and the event is added to the appropriate calendars.

> On the calendars, the Quick Delete icon, a red “X” inside a circle, appears next to the event title. Clicking this icon causes the event to be deleted, after you verify the request. For further instructions on using the Quick Delete icon, see Deleting an Event.

> # Viewing an Event

> 1. In any calendar, click the event title you want to view.

> If you are working in your own calendar, and you created the event, the Edit Event window opens. Otherwise, the Event Summary window opens with only the Summary and Reminders tabs available.

> If you are working in a subscribed-to calendar, you can only see the details of the event if you have Read permission, or are an owner.

> 2. If you see the Edit Event window, click the Preview tab to get the summary information.

> # Deleting an Event

> There are three methods for deleting events: directly from the main view (using the Quick Delete icon), from the Edit Event window or from the Invitations List.

> ### Method 1: Directly From the Main View (Using the Quick Delete Icon)

> 1. Click the icon that looks like a red “X” inside a circle (found next to the event title).

> One of two message boxes opens:

> - For a non-repeating event, the message box asks you to verify that you want to delete the event.
> - For a repeating event, the message box warns you that this is a repeating event, and gives you the choice of removing just this event, or all occurrences of this event.
> 2. Delete the event:
> - For a non-repeating event, click OK.

> The message box and the event window close. The event is deleted.

> - For a repeating event, click either “This one only”, or “All instances”

> The message box and event window close. The event or events are deleted.

> In either case, you can choose to cancel deletion by clicking Cancel.

> When you are viewing a group calendar, the Quick Delete icon only appears in Comparison view.

> ### Method 2: From the Edit Event Window

> 1. In your calendar, click the title of the event you want to delete.

> The Edit Event window opens if you are the organizer. The Event Summary window opens if you are not the organizer.

> 2. Click Delete.

> One of two message boxes opens:

> - For a non-repeating event, the message box asks you to verify that you want to delete the event.
> - For a repeating event, the message box warns you that this is a repeating event, and gives you the choice of removing just this event, or all occurrences of this event.
> 3. Delete the event:
> - For a non-repeating event, click OK.

> The message box and the event window close. The event is deleted.

> - For a repeating event, click either “This one only”, or “All instances.”

> The message box and event window close. The event or events are deleted.

> In either case, you can choose to cancel deletion by clicking Cancel.

> ### Method 3: From the Invitations List

> If you have not already replied to the event, there will be an Invitations link in the Actions Items box. There is no link if you have already replied to the event. If there is no link, you will have to delete the event from the calendar, see Method 1 and Method 2.

> 1. From the View tab, click Invitations in the Action Items box.

> The Invitations List window opens.

> 2. Delete the event:

> You have two alternatives: Alternative 1 - delete the event directly from the list, or Alternative 2 - view the event first by clicking the title and then deleting it from the event window.

> Choose Alternate 1 or Alternate 2 that follows.

> #### Alternative 1

> 1. To delete the event directly from the Invitations List, select the Delete checkbox to the right of the event.

> In the Invitations List, repeating events are shown only once. If you select Delete for a repeating meeting, all instances of the event are deleted without a message warning you that it was a repeating event. If you want to delete only this one instance of the repeating event, use Alternative 2.

> You can delete more than one event at a time by selecting multiple check boxes. You can even delete all events in the list at one time by selecting the Delete All checkbox at the bottom of the list.Unfortunately, if you change your mind, you can’t undelete all by selecting the Delete All checkbox again. You have to deselect them one at a time.

> 2. Click Save and Close.

> The event is removed from the Invitations List and from your calendar. The Invitations List window closes and the Invitations count is decremented by one.

> #### Alternative 2

> 1. To view the event first before deleting it, click the event title.

> The Edit event window opens.

> 2. Click Delete.

> One of two windows opens:

> - If there is only a single instance of this event, a window opens asking you to confirm deleting it.
> - If this is a repeating event, the Repeating Selection window opens, warning you that this is a repeating event, and offering you the choice of deleting this one only, or all occurrences.
> 3. Delete the event:
> - For a non-repeating event, click OK.

> The message box and the event window close. The event is deleted.

> - For a repeating event, click either “This one only”, or “All instances.”

> The message box and event window close. The event or events are deleted.

> In either case, you can choose to cancel deletion by clicking Cancel.

> 4. Click Save and Close.

> The Invitations List window closes, the event is removed from the Invitations List, and the count next to the Invitations List is decremented by one.

> # Replying to an Invitation

> When someone invites you to an event, the event is placed on your calendar and an invitation is placed on your Invitations List. You can reply to an invitation directly from the calendar, or from the Invitations List.

> ### From the Calendar

> 1. Click the event title you are replying to.

> The Event Summary window opens.

> 2. Click the Reply box to reveal your three reply choices.

> The three choices are: “I will attend”, “I will NOT attend”, “I will confirm later.”

> 3. Click your reply choice.
> 4. (Optional) Set a reminder for this event in the Reminders tab.

> For instructions on setting reminders, see Setting Reminders for Events and Tasks.

> 5. Click OK to close the Event Summary window.

> Your reply status will be updated on the organizer and attendee calendars.

> ### From the Invitations List

> 1. From the View tab, click Invitations in the Action Items box.

> The Invitations List window opens. If no invitations require your reply, you see “No Invitations” in the Actions Items box.

> From the Invitations List, you have two alternatives: reply directly from the list, or view the Event Summary and reply from there.

> If the event is a repeating event, your reply will be applied to all dates. If you wish to reply to individual dates, you must do this from the calendar. See From the Calendar, earlier in this section.

> 2. You can use one of two alternatives: reply directly from the Invitations List, or reply from the event window.

> Choose Alternative 1 or Alternative 2 that follow.

> #### Alternative 1: Reply Directly From the Invitations List

> 1. Check your reply in the Invitations List window.

> To accept, click the circle in the first column, where the heading is a plus sign (+).

> To decline, click the circle in the second column, where the heading is a minus sign (-).

> If you have not made up your mind, leave the mark in the circle in the third column, where the heading is a question mark (?).

> For recurring events, your response here will be applied to all occurrences of it.

> If there are multiple invitations, you can choose to reply to all of them at once using the check boxes found at the bottom of the list, labeled “+ All”, “- All”, and “? All.”

> 2. (Optional) Send an email to the event organizer by clicking the organizer’s ID, in the column labeled “Organizer.”
> 3. Click Save and Close.

> The Invitations List window closes. When you accept or decline an invitation, the event is removed from the Invitations List and your reply will be reflected in all attendees’ calendars.

> #### Alternative 2: View the Event and Reply

> 1. Click the event title you are replying to.

> The Event Summary window opens.

> 2. Click the Reply box to reveal your three reply choices.

> The three choices are: “I will attend”, “I will NOT attend”, “I will confirm later.”

> If this is one date in a series of repeating events, your reply will only be valid for this particular date. To reply to all dates in a series of repeating events, use Alternative 1: Reply Directly From the Invitations List.

> 3. Click your reply choice.
> 4. (Optional) Set a reminder for this event in the Reminders tab.

> For instructions on setting reminders, see Setting Reminders for Events and Tasks.

> 5. Click OK to close the Event Summary window.
> 6. Click Save and Close to close the Invitations List window.

> # Inviting Attendees

> You can invite people to your event in three ways: enter the attendees directly into the input box, use the User Search Tool to find calendar IDs, or use the Quick Invite feature.

> Note | If your system has been configured to differentiate between inviting and informing attendees, you will see both an Invite and an Inform button in the Edit Event window. For instructions for this configuration, see If You Have Both an Invite and an Inform Button.

> ### Entering Attendees in the Input Box

> 1. Make an entry in the User text input box.

> The User entry can take one of these forms:

> - A calendar ID

> If you know the specific calendar ID that you want to schedule an event or task onto, enter it exactly. For example, if you know that you want to enter an event onto the football team calendar created by John Doe (jdoe) and you know that the calendar ID is jdoe:eagles, then you can enter jdoe:eagles directly.

> You can enter a resource’s calendar ID also. Resources are things like meeting rooms or equipment that must be checked out. Each room or item has an associated calendar. To reserve the room or check out the equipment, you must “invite” the resource to the event.

> - A user ID

> If you want to put an event on the default calendar for this user, enter the user ID. For example, if you want to send an event invitation to John Doe’s default calendar, enter jdoe.

> - An email address

> Enter the email address of someone in the calendar system. Depending on how your system is configured, the system will either fill their calendar ID in the attendee list, or put a mailto: entry in the attendee list.

> For further explanation, see Inviting Attendees in the Concepts Guide.

> 2. Click Invite.

> The calendar ID or an email address appears in the attendee list.

> If the calendar ID you entered is invalid, you will get an error. If you do not have Invite permission for this calendar, or the calendar has never been activated, you will see a mailto: entry with the person’s email address instead of the calendar ID.

> If you make a mistake and want to remove someone from the invite list, select the name by clicking it, and then click Remove.

> 3. Repeat the first two steps until you have finished inviting.
> 4. (Optional) Click the Availability tab to see what times your list of attendees have open.

> This can help you determine the best time and date to schedule your event. Adjust the time and date for your meeting as needed.

> ### Use the User Search Tool

> You can add calendar IDs directly to your attendee list from the User Search window.

> 1. Click Search.

> The User Search window opens.

> 2. Enter a first name, last name, or user ID for a person or user group.

> For resources, enter the common name. You can use a fragment of the resource name or the person’s name.

> For instructions on how to use User Search, see Searching for Users.

> 3. Click Search.

> The list of search results displays.

> 4. Select the checkbox next to the name or names you want in your list.
> 5. (Optional) Click Apply to save these names and continue searching.

> The names you checked are added to an Already Selected Users list and the window stays open. If you change your mind, you can deselect users by selecting the checkbox next to the name in the Already Selected Users list.

> 6. (Optional) Repeat steps 3 and 4 to search for other users.
> 7. Click OK when you are finished selecting users.

> The User Search window closes and the calendar IDs from your Already Selected Users list are added to your attendees list.

> ### Use the Quick Invite Feature

> 1. Click the Quick Invite pull-down menu to reveal the list of calendars and groups you can invite.

> The system uses the Calendars list from the Calendars tab to create the list of calendars you see in the Quick Invite pull-down menu. If you do not have Invite permission for a calendar that you choose from the list, a mailto: entry is added to the attendee list.

> You can also select one of your calendar group names from the Quick Invite list (groups listed in your Groups list on the Groups tab). Members of the group will be populated into your attendee list. If you do not have Invite permission for a member of the group, a mailto: entry for that member is added to the attendee list.

> 2. Click the individual calendar or group you want to add.

> If you choose a group, it will be expanded and the calendar IDs for all group members, for which you have at least Availability and Invite permission, will be added to your attendees list. For any group members for which you do not have Invite permission, a mailto: entry will be added instead of the calendar ID.

> # Searching for Users

> 1. From the Edit Event window, click Search (next to the Invite button).

> The User Search window opens.

> 2. Enter the user ID, user group ID, or common name of the person you wish to invite.

> If you want to find a resource, such as a conference room or a piece of equipment, enter its common name, or a fragment of the name.

> If you are not sure of the spelling of a person’s name, you can enter a fragment.

> For example, if you are looking for Jack Stephensen, but you aren’t sure of the spelling, you could just enter “steph.” The search results will list all names containing that string of letters. If you enter fewer than three letters, the search results could be incomplete. If there are too many search results, the list will be truncated (incomplete). For further explanation of how the search works, see Searching for Users in the Concepts Guide.

> User groups are not the same as the calendar groups you create in Calendar Express. Only your calendar system administrator can create user groups.

> 3. Click Search.
> 4. Select the checkbox next to the name of the person, user group, or resource you were looking for.

> It is possible to get multiple results from your search, especially if you only use a fragment of a name to search on. But even if there is only one result, you must select the checkbox to have it added to your attendee list. If you choose a user group, the group will be expanded so that the individual members appear on the attendee list.

> 5. (Optional) Click Apply if you wish to keep the User Search window open and perform additional searches.

> All of the names you checked off are added to the Already Selected Users list (found below the Search Results list). You can then perform additional searches. All the names you check off in each search will be added to the Already Selected Users list.

> 6. (Optional) Deselect users by selecting the checkboxes next to their names in the Already Selected Users list.
> 7. Click OK when you have finished searching for users.

> The User Search window closes and the names you have selected appear on the attendee list in the Edit Event window.

> # Using the Availability Tab for Scheduling Events

> The Availability tab allows you to compare the calendars of all the attendees for whom there is a calendar ID in your attendee list. That is, the calendars of people you invite with only a “mailto:” will not show up here. If you do not have Availability permission for one of the calendars in your attendee list, you will see a yellow bar labeled “unknown” where the free-busy calendar should be. All calendars are displayed in free-busy format. To find the best time and date to schedule your event:

> 1. Find the free time available for all attendees.

> Any time period that is free for all attendee calendars is marked with an icon (a plus sign inside a circle) located above the free time period.

> 2. Click the free time icon (a plus sign inside a circle), if any are available.

> When you click the icon, the time is automatically adjusted in the time input box.

> 3. (Optional) Enter the time directly into the time input box.

> You may find it necessary to chose a time that conflicts with one or more of the attendees’ calendars. Since no free time icon exists for a time that conflicts, you have to enter the time directly into the input box.

> Or, if you want to select a time outside the range of times being displayed, set the time by entering it into the time input box.

> The range of times displayed for the attendees’ calendars reflects your Options tab setting for the Day option (Day starts at and Day ends at). If you want to schedule an event at a time before or after these times, you can enter the time directly into the time input box.

> 4. (Optional) Check another date if you can’t find an appropriate time for this date.

> To check another date, change the date in the date input box.

> There are three ways to change the date. The first two ways cause both the date input box and the calendars to be adjusted to the new date automatically.

> 1. You can click the arrow icons to the left of the date input box. Each click moves the date forward (right arrow at the bottom) or backward (left arrow at the top) one day.
> 2. You can click the Jump To icon to the right of the date input box. Use this to move more than a day forward or backward. For instructions on using Jump To, see Using The Jump To Icon.
> 3. You can enter the date directly into the date input box. To have the calendars adjusted to this date, click Show Availability.

> Continue checking dates and times until you have found a time that suits you.

> 5. (Optional) Click the Preview tab to see a summary of all the event details.

> If you have forgotten some part, click the appropriate tab and add the missing details.

> 6. When you are ready to create the event, click OK.

> The event is scheduled on the attendees calendars and the Edit Event window closes.

> # Editing an Existing Task

> Open the task you wish to edit.

> There are two ways to open the task: directly from the calendar, or from the Task List.

> ### From the Calendar

> 1. Click the task title in the calendar.

> The Edit Task window opens.

> 2. Make any changes you want to the task.

> For instructions, see Creating a New Task.

> 3. Click OK to save your changes and close the Edit Task window.

> ### From the Task List

> 1. From the View tab, click Tasks in the Actions Items box.

> The Edit Task window opens.

> If there are no unfinished tasks in the Actions Items box, you will see “No Tasks”.

> 2. Make any changes you want to the task.

> For instructions, see Creating a New Task.

> 3. Click OK to save your changes and close the Edit Task window.
> 4. Click Save and Close to close the Task List window.

> # Creating a New Task

> 1. Click the New Task icon from the View tab.

> The Edit Task window opens.

> 2. (Optional) Click the Calendar pull-down menu to add this task to a different calendar.

> You can choose to add this task to any calendar you own, or any of the calendars you are subscribed to, if you have Modify permission or are a co-owner of the calendar. The system prequalifies the calendars listed in the pull-down menu. If the calendar appears in this list, you have adequate permission to use it.

> 3. (Optional) Choose a calendar from the pull-down menu by clicking it.

> The task is placed on this calendar and not the one currently being displayed.

> 4. Enter a name for the task in the Task Title text input box.

> The title identifies the task in your calendar. If you leave it blank, the words “Untitled Task” will appear on your calendar to identify it.

> 5. Enter a Due Date, or select the Not Due checkbox.

> If the task does not have a due date associated with it, select the Not Due checkbox.”Not Due” tasks appear on your calendar under the heading: Other Tasks. “Not Due” tasks only appear in the Overview and Day view.

> “Not Due” tasks appear on your calendar daily until completed.

> You can use the Jump To icon, located between Due Date and Not Due, to move to a specific date. For instructions on use of Jump To, see Using The Jump To Icon.

> 6. Enter a Time in the input box, or select the No Time checkbox.

> If you are on 12-hour mode (you see an am/pm pull-down menu next to the time input field), do not enter time in 24-hour notation. You can change the mode you use by setting the Time option in the Options tab.

> “No Time” tasks display on the due date under the heading: Due Today.

> Select the No Time checkbox if you do not want a specific due time for this task. If you have set a due date for this task, selecting the No Time checkbox gives a due time of midnight on the due date (one second before midnight to be exact).

> 7. (Optional) Click the Privacy pull-down menu to reveal a list of privacy settings for this task.
> 8. (Optional) Click your privacy choice for this task from the list.

> Your choices are:

> - Public Task

> Anyone who has Read permission for your calendar can see the details of this task.

> - Time and Date Only

> Anyone with Read permission for your calendar sees an “Untitled Task” instead of the real task title. If the task has a time associated with it, they can see the time also. They can’t see the details.

> - Private Task

> You can view this task and its details, but no one else can detect that it exists.

> You can set permissions for your calendars in the Calendars tab by editing the properties. For instructions on how to set permissions for your calendars, see Changing Permissions for a Calendar. See also Controlling Access to Your Calendar in the Concepts Guide.

> 9. (Optional) Enter a location for the task.

> For example, if you need to run an errand, enter the place you need to go.

> 10. (Optional) Enter a description of the task.
> 11. (Optional) Click the Repeat button or Change Pattern link if you want the event to repeat.

> Use this method to schedule a task that spans more than one day, or one that occurs on a regular basis.

> Note | Do not use this feature for “Not Due” tasks. “Not Due” tasks appear daily anyway. If you make a task repeat in addition to being “Not Due”, you will cause the system to generate the system-maximum number of copies of this task, and all will appear on your calendar daily.

> The Recurrence window opens. When you have set the desired repeats, click OK to close the window. For instructions on recurrence, see Scheduling Repeating Events and Tasks.

> 12. (Optional) Click the Reminders tab to set an email reminder for the task.

> For this task only, the settings you make here will override the reminder settings found in the Options tab. If you do not set a reminder for this task, the reminder settings found in your Options tab will be used.

> To set a reminder for this task:

> 1. Select the Remind checkbox.
> 2. Enter one or more email addresses separated by either a comma (,) or a semi-colon (;).
> 3. Choose either a relative or an absolute reminder by clicking the appropriate circle, and then setting the time to send the reminder.

> Hint: Selecting the top circle creates a relative reminder. Selecting the bottom circle creates an absolute reminder.

> 4. (Optional) Enter a message for the reminder email into the Message input box.

> For more detailed instructions, see Setting Reminders for Events and Tasks.

> 13. (Optional) Click the Preview tab to get a simple view of all the task details.
> 14. Click OK to create the task.

> The Edit Task window closes and the task is placed on the calendar.

> On the calendar an icon, a red “X” inside a circle, appears next to the task title on your calendar. This is the Quick Delete icon. For instructions on using the Quick Delete icon, see Method 1 under Deleting a Task.

> # Viewing a Task

> There are two ways to view tasks: from your calendar directly, or in the Tasks List. In your calendar, the Overview and Day view allow you to see all tasks due on this date, including completed tasks, as well as all overdue tasks, and tasks with no due date. In the Week and Month views, you do not see overdue or completed tasks, only the tasks that are due for each day. You do not see tasks at all in the Comparison view.

> ### From Your Calendar

> Make sure you are in the appropriate view to see your tasks.

> 1. Click the title of the task you want to view.

> The Edit Task window opens.

> 2. (Optional) Click the Preview tab.

> All the task information is displayed in condensed form.

> ### From the Task List

> 1. From the View tab, click Tasks in the Actions Items box.

> The Task List window opens.

> If there are no tasks, you see “No Tasks” in the Action Items box.

> 2. Click the title of the task you want to view.

> The Edit Task window opens.

> 3. (Optional) Click the Preview tab.

> All the task information is displayed in condensed form.

> # Deleting a Task

> Deleting a task removes it from your Tasks List. This is not the same as marking a task complete. See the Concepts Guide, Marking a Task Complete.

> There are three methods for deleting tasks: directly from the calendar (using the Quick Delete icon), from the calendar (within the task window), or from the Tasks List.

> ### Method 1: Directly From the Calendar (Using the Quick Delete Icon)

> 1. Click the icon, a red “X” inside a circle, next to the task title.

> One of two message boxes opens:

> - For a non-repeating task, the message box asks you to verify that you want to delete the task.
> - For a repeating task, the message box warns you that this is a repeating task, and gives you the choice of removing just this task, or this task and all occurrences of this task.
> 2. Delete the task:
> - For a non-repeating task, click OK.

> The message box and the task window close. The task is deleted.

> - For a repeating task, click either “This one only”, or “All instances.”

> The message box and task window close. The task or tasks are deleted.

> In either case, you can choose to cancel deletion by clicking Cancel.

> ### Method 2: From the Calendar (Within the Task Window)

> 1. In your calendar, click the title of the task you want to delete.

> The Edit Task window opens if you are the organizer. The Task Summary window opens if you are not the organizer.

> 2. Click Delete.

> One of two message boxes opens:

> - For a non-repeating task, the message box asks you to verify that you want to delete the task.
> - For a repeating task, the message box warns you that this is a repeating task, and gives you the choice of removing just this task, or all occurrences of this task.
> 3. Delete the task:
> - For a non-repeating task, click OK.

> The message box and the task window close. The task is deleted.

> - For a repeating task, click either “This one only”, or “All instances.”

> The message box and task window close. The task or tasks are deleted.

> In either case, you can choose to cancel deletion by clicking Cancel.

> ### Method 3: From the Tasks List

> 1. From the View tab, click Tasks in the Action Items box.

> If there are no unfinished tasks, you will see “No Tasks” in the Action Items box. In that case, remove the task from the calendar using Method 1 or Method 2 above.

> The Task List window opens.

> 2. Delete the task:

> You have two alternatives: delete the task directly from the list, or view the task first by clicking the title and then deleting it from the task window.

> Choose Alternate 1 or Alternate 2 that follows.

> #### Alternative 1

> 1. To delete the task directly from the Task List, select the Delete checkbox to the right of the task.

> In the Task List, all occurrences of a repeating task are listed separately. If you mark one of the occurrences for deletion, you are not asked about deleting the other occurrences; you only delete the one task.

> You can delete more than one task at a time by clicking multiple check boxes. You can even delete all tasks in the list at one time by selecting the “Select All” checkbox at the bottom of the list.

> 2. Click Save and Close.

> The task is removed from the Task List and from your calendar. The Task List window closes.

> #### Alternative 2

> 1. To view the task first before deleting it, click the task title.

> The Edit Task window opens.

> 2. Click Delete.

> One of two windows opens:

> - If there is only a single instance of this task, a window opens asking you to confirm deleting it.

> Click OK to delete the task and close the Task Summary window.

> - If this is a repeating task, the Repeating Selection window opens, warning you that this is a repeating task, and offering you the choice of deleting this one only, or all occurrences of this task).

> Click your choice. The Repeating Selection and the Task Summary windows close.

> 3. Click OK.

> The task is removed from your calendar and the Task List, and the Edit Task window closes.

> # Marking a Task Complete

> You can mark a task complete from the Task List, or from the Edit Task window. Marking a task complete does not delete it from your calendar, nor does it remove it from the Task List. Only deleting a task removes it from the Tasks List.

> ### From the Task List

> 1. From View tab, click Tasks in the Action Items box.

> The Task List window opens.

> 2. Select the Done checkbox for the all the tasks you want to mark complete.

> You can mark all the tasks on the list complete by selecting the “Select All” checkbox at the bottom of the list.

> 3. Click Save and Close.

> The task now has a line through it, indicating it is completed.

> ### From the Edit Task Window

> 1. Click the title of a task in your calendar.

> The Edit Task window opens.

> 2. Select Status Complete.

> The Status Complete checkbox is located at the bottom of the window. Scroll down to see it.

> 3. Click OK to close the Edit Task window.

> The task now has a line through it, indicating it is completed.

> # Searching for Events and Tasks

> 1. From the View tab, click the Search icon (magnifying glass).

> The Search window opens.

> 2. Enter the characters you want to match.

> The search is not case sensitive. It will return all events and tasks the characters occur in. You can type fragments of words, but the more exact your entry is, the fewer results you will have to look through to find the event or task you want. For example, if you enter “Mike’s birthday”, you probably will get fewer search results than if you only enter a fragment such as “M”.

> 3. Click Search.

> A list of the events and tasks in which a match was found appears. If no match was found, the message “No Match Found” appears.

> 4. Click the event or task you are interested in.

> For events, if you are the organizer of the event, the Edit Event window opens. Otherwise, the Event Summary window opens.

> For tasks, the Edit Task window opens.

> 5. Click OK to close the event or task window.

> If the search brought up multiple results, you can look at each one by repeating steps 4 and 5.

> 6. Click Close to close the Search window when you are finished.

> # Scheduling Repeating Events and Tasks

> If you want an event to repeat over time in a specific pattern, it will save you time to schedule one repeating event rather than scheduling each event separately. Once you have scheduled a repeating event, you can’t change it to be non-repeating. You can only delete unwanted occurrences, or delete the whole event and start over.

> For more information on repeating events and tasks, see Repeating Events and Tasks.

> To schedule a repeating event:

> 1. In either the Edit Event or Edit Task window, select the Repeat checkbox, or click Change Repeat Pattern.

> The Recurrence window opens.

> 2. Choose whether you want the event or task to occur daily, weekly, monthly, or yearly, and click the corresponding circle.

> The contents of the box on the right changes depending on which circle you clicked. The weekly contents display as the default.

> You can make settings in only one time period circle (for example, Weekly). The settings for the last time period circle you click are the settings that will be used for this event or task.

> 3. In box on the right, click the repeat pattern you want.

> Each time period has different choices in the box on the right:

> time Period | Repeat Pattern Choices | Explanation
> --- | --- | ---
> Daily | Every day | Event repeats daily.
> | Every weekday | Event repeats every day except Saturdays and Sundays.
> | Every (fill in the number) days | Event repeats once every number of days you enter in the text box.
> Weekly | Every week | Event repeats weekly.
> | Every (fill in the number) weeks | Event repeats once every number of weeks you enter in the text box.
> | Repeat On (weekday of your choice) | Select the checkbox corresponding to the day or combination of days of the week on which this event will repeat. Defaults to today’s day of the week. At least one day of the week must be selected.
> Monthly | Every month | Event repeats monthly.
> | Every (fill in the number) months | Event repeats once every number of months you enter in the text box.
> | Repeat On | Choose either to have it repeat on a specific day of the month, or one day of a specific week each month. For example, the first Tuesday.
> Yearly | Every year | Event repeats yearly.
> | Repeat On | Choose either to have it repeat on a specific day of a specific month or one day of a specific week in a specific month. For example, the first Saturday in April.

> For example, if you are scheduling a weekly event, click either Every week, or Every (number) weeks. You enter the number of weeks in the text box.

> If you want to schedule an event or task for the last day of every month, in the Monthly tab, choose to have it repeat on the 31st day of every month. This will automatically be adjusted to occur on the last day of all months, no matter how many days they have. For example, February’s event or task will be on the 28th (unless its leap year, when it will be the 29th). In March it will again be on the 31st, but in April it will be on the 30th, and so forth.

> 4. (Optional) Choose an appropriate start date for your event by entering it directly into the text input box, or by using the Jump To icon.

> The date is prefilled to the current date on the calendar being displayed in the View tab. The system will not schedule an event for the start date if it does not match the pattern you just chose. Events or tasks will be set up starting with the next date that matches your pattern.

> For instructions on using the Jump To, see Using The Jump To Icon.

> 5. Choose an end date in one of three ways:
> 1. Choose a specific end date by entering it into the text input box, or by using the Jump To icon.
> 2. Specify the number of instances to create.

> The maximum number of instances allowed per event or task is displayed in a text message at the bottom right of the window.

> If you try to specify a number greater than the maximum, the system prompts you to choose a smaller number. It will not allow you to specify a number that exceeds the maximum.

> 3. Click No end date.

> For all options, the system will create only the maximum number of events or tasks allowed by the system configuration. All dates past that limit will be ignored.

> 6. Click OK to return to the Edit Event or Edit Task window.

> Once you click OK, you can’t make the event or task non-recurring, but you can change the repeat pattern.

> # Setting Reminders for Events and Tasks

> 1. Open the Edit Event of Edit Task window.

> For an existing event or task, click the event or task title to open the Edit Event or Edit Task window.

> For a new event or task, no action is required. The Edit Event or Edit Task window opens automatically when you click New Event or New Task.

> 2. Click the Reminders tab on either the Edit Event, or Edit Task window.
> 3. Select the Remind checkbox and enter your email address to send the reminder to.

> For this event or task only, the settings you make here will override the reminder settings found in the Options tab. If you do not set a reminder for this event or task, the reminder settings found in your Options tab will be used.

> You can enter multiple email addresses by separating them with commas (,) or semi-colons (;).

> 4. To select a relative or absolute reminder time and date, click one of the circles.

> The top circle is for a relative reminder. If you change the time or date, the reminder automatically adjusts with it.

> The bottom circle is for an absolute reminder. If you change the time or date, the reminder will not be changed automatically. You will have to adjust it manually.

> To enter a relative reminder (top circle selected):

> 1. Enter the number of minutes, hours, or days before the event or task you want the reminder sent.
> 2. Click the box to reveal the time unit choices: minutes, hours, days.
> 3. Click one of the time unit choices to select it.

> To enter an absolute reminder (bottom circle selected):

> 4. Enter a date in the left text input boxes.
> 5. Enter a time in the right text input boxes.
> 6. Click the box to reveal “am” or “pm”.
> 7. Click to select “am” or “pm”.
> 5. (Optional) Enter any text for the reminder in the Message input box.
> 6. (Optional) Continue creating or editing the event or task.
> 7. Click OK when you have finished creating or editing the event or task.

>    Note | Sun ONE Calendar Express supports only email reminders. You cannot set or view other types of reminders with this interface.

> # Setting Automatic Reminders for Events and Tasks

> You can set automatic reminders for all events and tasks in the Options tab. See Event and Task Reminders.

> # Changing Views of the Same Calendar

> A calendar can be viewed in six different formats, called views. To change views, click one of the view names next to the label View, located at the top right side of the calendar.

> Available formats (views):

> overview - Displays a day’s calendar and the week ahead.

> day - Displays a day’s calendar broken into time periods, such as hours.

> week - Displays seven days broken into time periods, such as hours.

> month - Displays a month’s worth of week views.

> year- Displays a year’s worth of miniature month calendars. (No events or tasks)

> comparison - Displays a day’s calendar, like the day view, but with the time in columns, rather than rows. Each calendar gets its own row, which is good for comparing the schedules of calendars in a group.

> # Viewing a Different Calendar or Group

> 1. Click the Current Calendar pull-down menu near the top on the far right.

> Clicking the box reveals the list of individual calendars you have created or are currently subscribed to, and the list of groups you have created. The individual calendars are listed first. The groups are listed last.

> You also can view any calendar you have created or are subscribed to by selecting it from the list on the Calendars tab. For instructions, see Viewing a Calendar.

> 2. Select the calendar or group you want to view by clicking it.

> The calendar or group selected replaces the one you were viewing. It displays in the same view you were just using. For example, if you were viewing your default calendar in the Overview and chose a group to view, it would display in Overview, rather than Comparison or Day view.

> You also can view any calendar group you have created by selecting it from the list on the Groups tab. For instructions, see Viewing a Calendar Group.

> For instructions on how to subscribe to a calendar, see Subscribing to a Calendar (Calendars Search). For instructions on how to create a calendar group, see Creating a Calendar Group.

> # Changing the Date on Your Calendar View

> There are four ways to change the date displayed on your calendar view. Choose one of the following:

> - Click the left and right arrows on either side of the date heading.

> Depending on the view you are in, you will move forward or backward one day, week, or month.

> - Click a date in the miniature month calendar to the right of your calendar view.

> For more instructions on using this method to change dates, see Using the Miniature Month Calendar.

> - Enter a date into the input field at the bottom of the miniature month calendar, and then to view that date, click the Quick Jump icon next to it.
> - Click the Jump To icon from any of the Views.

> The Jump To window opens. Set the date and click OK. For more instructions on the Jump To, see Using The Jump To Icon.

> # Printing a Calendar

> To print a simplified version of your calendar view:

> 1. Click the Printable icon.

> A window opens with a simplified, printable version of the current calendar view.

> 2. Click your browser’s Print icon, or select Print from the File menu.

> The simplified calendar is printed. The window remains open.

> 3. To close the window, select Close from the File menu.

> # Using the Miniature Month Calendar

> There are two ways to use the Miniature Month Calendar to change the date being displayed for your calendar view: click anywhere in it, or enter the desired new date directly.

> ### Click Anywhere in the Miniature Month Calendar

> To change the date by clicking somewhere in the Miniature Month Calendar, choose one or more of the following:

> - Change the month being viewed by clicking one of the arrow icons located on either side of the month name.

> Each click of the left arrow sets the month to one month earlier. Each click of the right arrow, sets the month to one month later.

> - Change the day or week being viewed by clicking the day number.

> The day currently being displayed in your calendar view is highlighted.

> - Return to today’s date clicking the date labeled “Today is:” at the bottom of the Miniature Month Calendar.

> #### Tip

> Each time you click anywhere in the Miniature Month Calendar, the entire browser window is repainted on the screen. This is a time consuming process. If you are trying to view a date further than one month away, it will save you time to use the Jump To icon.

> ### Enter the Desired New Date Directly

> Use the date input field at the bottom of the Miniature Month Calendar.

> 1. Enter a new date in the input field.
> 2. Click the Quick Jump icon (right pointing arrow inside a circle) to go to this date.

> # Using The Jump To Icon

> In the Jump To Date window, you can enter a date directly or set the date in the Miniature Month Calendar.

> ### Enter the Date

> 1. Click the Jump To icon.

> The Jump To Date window opens.

> 2. Key the date you wish to view into the date input box below the Miniature Month Calendar.
> 3. Click OK.

> The date displayed in your calendar view changes to the new date you entered.

> ### Set the Date in the Miniature Month Calendar

> 1. Click the Jump To icon.

> The Jump To Date window opens.

> 2. Click the month you want to view.
> 3. Click the day of the month you want to view.
> 4. Select the year to view by clicking one of the arrow icons.

> Each click of the left arrow icon takes you back one year. Each click of the right arrow icon takes you to ahead one year.

> 5. Click OK.

> The Jump To Date window closes and your calendar view changes to the date you set.

> # Clearing the Errors List

> Sometimes errors occur when you try to schedule an event. If this happens, you can clear the errors by deleting the events that generated the errors, or by fixing mistakes in the events.

> Note | It is important to understand that you are deleting the actual events from your calendar, not just from the Errors List. If you delete an event with attendees, it is also deleted from the calendars of all your attendees. You will have to reschedule (recreate) the event to put it back on all calendars.

> ### To See the Errors List

> 1. From the View tab, click Errors in the Action Items box.

> The Errors List opens. The Errors List is actually a multi-columned table. The last column contains the error message. You may be able to fix the error if it was caused by something simple. For instance, if you made a mistake entering a mailto: email address by inadvertently entering an invalid character, such as a space, fix the problem by entering the corrected email address.

> You can delete the events causing the errors directly from this window. Or, you can open the events individually and either delete them, or try to fix them from the Edit Event window.

> If no errors exist, you see “No Errors” and the Errors List does not open.

> 2. Choose one of the following options:
> - To delete events from the Errors List, see Deleting From the Errors List Window.
> - To delete or fix events causing errors in the Edit Event window, see Deleting or Fixing from the Edit Event Window

> ### Deleting From the Errors List Window

> You can delete one, some or all of the events in the Errors List by following these steps:

> 1. Select the Delete checkbox next to the event you want to delete.

> You can select more than one of the events. If you want to delete all of the events listed in the Errors List, you can select the Delete All checkbox located at the top of the Delete column.

> These checkboxes act as toggles. That is, if you change your mind, you can deselect the events by clicking the checkbox again.

> 2. When you are finished selecting the events to delete, click OK.

> You are asked to confirm the deletion of the events from your calendar (click OK).

> Note | For recurring events, only instances with errors are deleted. However, the most likely possibility is that all instances will have the same error, so all will be deleted.

> ### Deleting or Fixing from the Edit Event Window

> 1. Click the event title.

> The Edit Event window opens.

> 2. Click Delete or fix the error.

> If you can fix the error by reentering corrected information, you can do so here.

> If you choose to delete the event, you are asked to confirm the deletion (click OK).

> 3. Click OK.

> The Edit Event window closes.

> 4. If there are more errors in the Errors List, keep processing them by repeating Steps 1 - 3 until there are no more errors.
> 5. Click OK when you have finished processing the Errors List.

> # If You Have Both an Invite and an Inform Button

> If your system is configured to have both an Invite and an Inform button in the Edit Event window, use the following instructions to create the two lists. The Invite list attendees will have an Invitation placed in their Action Items list. The Inform list attendees will not see an Invitation in the Action Items list and thus will not be able to reply. Both Invite list and Inform list attendees have the event placed on their calendars.

> To add attendees to your Invite and Inform lists:

> 1. Make an entry in the User text input box.

> The User entry can take one of these forms:

> - A calendar ID

> If you know the specific calendar ID that you want to schedule an event or task onto, enter it exactly. For example, if you know that you want to enter an event onto the football team calendar created by John Doe (jdoe) and you know that the calendar ID is jdoe:eagles, then you can enter it directly.

> You can enter a resource’s calendar ID also. Resources are things like meeting rooms or equipment that must be checked out. Each room or item has an associated calendar. To reserve the room or check out the equipment, you must “invite” the resource to the event.

> - A user ID

> If you want to put an event on the default calendar for this user, enter the user ID. For example, if you want to send an event invitation to John Doe’s default calendar, enter jdoe.

> - An email address

> If your system is configured to do it, when you enter an email address, it will put the corresponding calendar ID into your Invite or Inform list and the person will have the event scheduled to the calendar.

> If the system is not configured to do this, you will see a “mailto:” preceding to the email address in the Invite or Inform list. In this case, this event will not be automatically scheduled to the person’s calendar. They will get an email notification only.

> If you enter “mailto:” before an email address in the User input field, then the person receives only an email notification. The event will not be automatically scheduled to the person’s calendar. For example, you can enter “mailto:jdoe@sesta.com”. For further explanation, see Using Email Addresses in the User Input Field in the Concepts Guide.

> If you don’t know any of these exactly, or you want to invite or inform a user group, use the Search button corresponding to the Invite or Inform button. For instructions on how to use the search feature, see Searching for Users.

> 2. Click either Invite or Inform.

> The calendar ID or an email address appears in the Invite list or the Inform list.

> If you make a mistake and want to remove someone from either list, select the name by clicking it, and then click Remove.

> 3. Repeat the first two steps until you have finished inviting and informing.

Contents Index