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Calendar

About Calendar

Communications Express is a Web-based communication and collaboration client that lets you create and manage calendars from a browser. It enables you to use your calendar to record events and tasks, share your calendar with others, view others’ calendars, invite contacts from your address book to events, invite other calendar users to your events and set reminders and notifications for an event.

When you first select the Calendar tab, your default calendar is displayed in the default view. You can later select a calendar from the Current Calendar drop-down list to view and create events and tasks in it. The Current Calendar drop-down list has calendar groups, my calendars, a temporary calendar containing the concatenated multiple calendar name, and the subscribed calendars, if any.

  • My Calendars: Contains all calendars owned by you.

  • Calendar Groups: Contains calendars that you have classified under a group.

  • Subscribed Calendars: Contains calendars you have subscribed to. The permissions that you have to a subscribed calendar determine whether you can view, add, edit or delete an event in it.

For the selected calendar, you can see events and tasks in the:

You can also access the:

About Your Calendar

Use the Calendar toolbar options mentioned in Table 1 to manage events, tasks and calendars. The table consists of three columns; the first lists the toolbar option, the second the icon representing the option, and the third the purpose of the option.

Table 1 Calendar Toolbar Icons

Tool bar option

Icon

Purpose

New Event

New Event Icon

Use this option to create a new event. For more information, see Create New Events.

New Task

New Task Icon

Use this option to create a new task. For more information, see Create New Tasks.

Check Availability

Check Availability Icon

Use this option to check availability of individuals before scheduling an event with them. For more information, see Check Availability.

Search for Calendar

Search Icon

Use this option to search for calendars. For more information, see Search for Calendars.

Printable

Printable Icon

Use this option to print calendars, events, or tasks. For more information, see Print.

Import/Export

Import Export Icon

Use this option to import or export calendar events and tasks between different calendars. For more information, see Import/Export.


Note - You can personalize your calendar and specify the global default calendar preferences using the Options tab. For more information on this, refer the help pages available under Options.


Accessibility Features in Calendar

Keyboard alternatives are available in Communications Express to assist people who have trouble controlling a mouse. These features are available to everyone, without the need for additional accessibility aids.

Many features and commands are available directly from the keyboard.


Note - Type the shortcut key and press Enter to use the shortcut keys from Internet Explorer. For example, to access the New Event window from Internet Explorer, type “ALT+e” followed by Enter.


The table Table 2 lists the keyboard shortcuts and the purpose of each.

Table 2 Accessibility Features in Calendar

Keyboard Shortcuts

Purpose

Alt+e

To go to the New Event pop-up window.

Alt+t

To go to the New Task pop-up window.

Alt+a

To go to the Check Availability pop-up window.

Alt+p

To go to the Printable pop-up window.

Alt+s

To go to the Search pop-up window.

Alt+i

To go to the Import/Export pop-up window.

Tab

In “tab order,” to select the next element in the Calendar view.

Shift+Tab

In “tab order,” to select the previous element in the Calendar view.

Day View

Click the Day tab to view a day’s calendar. The Day view displays events and tasks scheduled for a particular day. By default, the current day is displayed.

In the Day view, the day is apportioned into time periods as specified in the Options tab. For more information, refer the Setting Calendar Preferences section. Each time period occupies a separate row in the calendar grid where events for that time period are displayed.

The Tasks pane displays tasks that are overdue and tasks scheduled for the day. A task is considered overdue when it has not been marked complete on or before the current date. You can use the Options tab to specify whether completed tasks should be displayed in the Tasks Pane.

To view the calendar for another date, use the “Jump to:” or the Miniature Calendar to select a date and view that day’s calendar. Click Today, to view the events and tasks scheduled for the current day.


Note - You can use the “Jump to:” tool to jump to a day up to a maximum of five years ahead of the current day.


Within the Day view you can:

Choose the Current Calendar

Choose a calendar from the Current Calendar drop-down list to view any of the calendar groups or calendars you have created or subscribed to.

In the Current Calendar's drop-down list, calendars are classified into:

  • My Calendars: contains multiple calendars owned by you.

  • Calendar Groups: contains calendars that you have classified under a group.

  • Subscribed Calendars: contains calendars that you have subscribed to. The permissions that you have to a subscribed calendar determines whether you can view, add, delete, or edit an event in it.

You can also select Manage Calendars from the Current Calendar drop-down list to view your calendars and manage them. For more information on Managing Calendars, see Manage Calendars.

The selected calendar is displayed in the view you are in. For example, if the calendar you were viewing is in the Day view, the selected calendar will also be rendered in the Day view.

Once the calendar is selected for viewing, the calendar summary details such as the calendar’s name, a short description of the event, calendar address, owner of the calendar, and permission details, such as View and Edit are displayed in the Manage Calendars page. For instructions on viewing a calendar, see View Calendar Details. For instructions on editing a calendar, see Edit Calendars.

You can edit an existing calendar or edit the calendar groups. For instructions on editing calendars, see Edit Calendars. For instructions on editing calendar groups, see Edit Calendar Groups.

View Event Details from the Calendar Grid

Depending on the category of events selected for viewing from the Type drop-down list in the Day, Week, and Month view, the calendar grid displays all the events and tasks scheduled for the selected day, week, or month during the business hours.

If an event is created outside the default time line the grid expands to show the event.


Note - The daily time scale for calendar (start and end of day) is specified in the Calendar window of the Options tab.


In the calendar, events belonging to the calendars you own appear in yellow and events in other’s calendar appear in white.

Click the “+” icon to create a new event for that day and time in the New Events window. For instructions on creating new events, see Create New Events.

Use the left and right arrows that appear on the date heading of your calendar to change the date being displayed by one day, week, or month, depending on the calendar view you are in. For example, if you are in the day view clicking the right arrow will display the events and tasks for the next day and clicking the left arrow will display the events and tasks for the previous day.

In the Day view, conflicting events are stacked horizontally to show the overlap in time, while in the week and the month view events are grouped together vertically with a blue vertical line beside them.


Note - Conflicting All Day Events are stacked vertically in the Day view.


The calendar grid displays the following event details:

  • Event Title: The name of the event. The Event Title appears as “Untitled Event” if an event title was not entered when creating the event.

  • Time: The time the event is scheduled to take place.

  • Recurring: The presence of the recurring icon, Recurring Icon, indicates that the event is a recurring event.

  • Notifications: The presence of the notify icon, Notify Icon, indicates that alarms with different lead times are set to notify you of the upcoming events.

  • Permissions: The permission icon, Permissions Icon, indicates whether the event is a public or a private event. If an event is public, anyone with Read permission to your calendar can see it. If an event is private, you and co-owners of your calendar can see the event, but not the others. For more information on permissions, see To Share a Calendar with Specific Users

    However, private events can be viewed by others if the event is created with the Availability option selected.

  • Attachments: The attachments icon, Attachment Icon, indicates whether the event has an attachment associated with it.

  • Location of the event. “None” is displayed if the location is not mentioned when creating an event.

  • Attendee Status: The number of invitees that have accepted, are undecided, have declined, or have not responded to an invitation, are displayed beside different colored boxes on the grid. Use the mouse over tool tip to get information on the attendee status each colored box represents.


Note - If you have been granted only the Availability, or Availability and Invite to the calendar, an error message requesting you to select another calendar is displayed.


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