Creating and Modifying Events

Meetings form the core of your agenda. Use them to reserve time in your schedule for activities with start and end times. You can also use meetings to block off time in your agenda for an entire day or more, such as for conferences or vacations. You can use Daily Notes to remind you about things you need to do over the course of a day. Day Events last for an entire day but do not block time in your agenda.

Creating new events (meeting, Daily Note, or Day Event)

1. Click the New Meeting , New Daily Note , or New Day Event button on the agenda toolbar.
   The New <Entry> dialog box opens.

2. Enter a title for the meeting, Daily Note, or Day Event.
3. If you are creating a meeting, enter the meeting's location.
4. Use the up and down arrows or click the Calendar button to select a date for the entry.
5. If you are creating or editing a meeting, use the up and down arrows or click the Clock button to set the start and end time for the meeting. The Duration field is automatically adjusted.
6. If default reminders are set, the Remind Me checkbox is already selected (see Set Your Preferences for more information). If you have not set default reminders, turn reminders on by selecting the Remind Me checkbox. For more information on reminders, see Setting a reminder.
7. If the information for your meeting is not yet finalized, select the Tentative checkbox. To change a meeting from tentative to regular, simply clear the checkbox.

Inviting users, groups, and resources

When you create an event, you can invite users (people), resources (objects that can be reserved), or groups (a list of users and resources you have created) to attend.

1. From the People/Resources tab of the New <Entry> dialog box, enter the name of the user, resource, or group you want to invite in the Add text box, and click the Checkmark button. Remember:
• Resources must be preceded by res:.
• Groups must be preceded by grp:.
2. If more than one user matches the criteria you enter, the Select Name dialog box appears. Select the appropriate name from the list and click OK.
3. If you do not know the exact name of a user, resource or group that you want to add as an invitee, click the Search (magnifying glass) button to search the calendar directory.

For more information on searching for users, resources, and groups, see Searching for invitees.

Additional infromation on scheduling resources is available on Naming and Creating Resources.

Suggesting a date or time for a meeting

Oracle Calendar can compare the invitees' agendas for a meeting and determine times that are convenient for all attendees.

1. From the New Meeting dialog box, click Tools -> Suggest Date/Time.

2. Under Date and duration, set the date range in which you want to search, as well as the meeting's duration.
3. Beneath Search for time, you can choose the hours in which you would like the meeting, or any time within your normal or extended hours.
4. Select the Include checkboxes if you want to consider Saturdays, Sundays, or holidays as possible meeting dates.
5. Set a maximum number of suggestions for the search to return, and click List suggestions to begin the search.
   The search results will show in the Date list box. The results given will often be for a longer period of time than you require for your meeting. For example, if you search for a one-hour block of time, a three-hour block of time may be displayed in the From and To columns. You can then choose any one-hour block of time within that period.
6. Select one of the search results.
7. If the block of time was longer than necessary, set the start time your prefer in the time field after Selected date.
8. Click OK to return to the New Meeting dialog box. The Start Time, End Time and Duration fields are automatically populated with the block of time you selected.

Managing conflicts

Checking for conflicts when creating a meeting

When creating or editing a meeting, you can check whether the meeting causes a conflict for any of the invitees.

1. Once you have created a meeting and added your invitees, click Check Conflicts at the bottom of the New Meeting dialog box.
2. If the meeting causes a conflict for any of the users or resources you invited to the meeting, the Details of Conflict dialog box opens and displays which users and resources have conflicts with the meeting you are creating.
3. If you want to view information about a particular user's or resource's conflict, select the user or resource from the list. The amount of information displayed depends on the access rights that you have been granted by that user.

To find a meeting time that is convenient for all invitees, see Suggesting a date or time for a meeting.

Managing conflicts when rescheduling a meeting

The Conflict Found dialog box appears if you attempt to reschedule a meeting to a time that causes a conflict for one or more of the invitees.

• If you click Yes, you will reschedule the meeting to the new date and time you chose, ignoring the conflicts.
• If you click No, the meeting will not be rescheduled.
• If you click View, the Details of Conflict dialog box opens, allowing you to view more information about the conflicts.

 

Linking a task

If you want a task performed before a meeting, you can link the task to the meeting entry. Linked tasks must be created from New or Edit Meeting dialog boxes. You do not have to own a meeting to add linked tasks.

1. From the Meeting dialog box, click Advanced -> Linked Tasks.
2. Click New to create a new task that will automatically be linked to the meeting.
3. Enter the necessary information for the task. See Working with Tasks for detailed instructions.
4. Click OK.

If necessary, you can edit, unlink, or delete tasks you linked. When you print a meeting, any tasks linked to it are included in the printout.

Adding details and attachments

Setting details

1. From the New <Entry> dialog box, select the Details tab.
2. Select an importance level for the entry.
3. Select an access level from the drop-down menu. Access levels determine who can view the entry and how much of the entry can be viewed by other users.
4. Enter any notes about the meeting in the Description field (up to 30,000 characters).

Attaching files

1. From the New <Entry> dialog box, select the Details tab.
2. Click the Attach button.
3. In the Select File to Attach dialog box, select the file you want to attach to the entry and click Open.
4. Once the file has been attached to the entry, an icon representing the attachment is displayed in the Attachment section of Details tab. If you want to remove an attached file, click Remove.

Files cannot be attached or accessed if you are working offline.

Sending an email notification

Depending on how you set your preferences, you may be prompted to send an email notification to invitees. (For more information, see Scheduling on the Set Your Preferences page.) When this dialog box appears, if you click Yes, the Mail Message dialog box opens. By default, all invitees' names appear in the distribution list, unless they have chosen not to receive email notification of new entries.

If you are not prompted but want to send an email notification to invitees:

1. In the New <Entry> dialog box, click on the Reply tab, followed by the Send Mail button.
2. In the Mail Message dialog box you can
   • Remove an invitee from the distribution list by selecting the user's name and clicking Delete.
   • Add a user who is not an invitee by entering the user's name in the Other field of the Mail Message dialog box and clicking the Checkmark button or by performing a search for the user by clicking the Search button.
   • Send the email to a non-Oracle Calendar user by entering the user's email address in the Other field; to yourself by clicking the Owner button; or to the designate of a resource you invited to the entry by clicking the Resource designates button.
3. The Message to send area contains information about the event. You can edit this information.
4. Attach iCalendar or vCalendar data, which users can import into other calendaring tools, by selecting the appropriate checkboxes, especially if you invite external attendees.
5. Click Send.

Creating repeating entries

You can choose to set an entry as repeating. You can select from various frequency options as well as add extra dates that do not fall within the pattern you select.

1. From the New <Entry> dialog box, click the Repeating button.

1. Set the Frequency :
• Choose an option from the drop-down list, enter a number to set the frequency, and check the day(s) of the week on which you want the event to repeat.
• For example, if you want your event to repeat every other Tuesday, choose Weekly from the drop-down list, enter 2 as the frequency, and select the checkbox for Tuesday.
• For yearly events, such as birthdays, you would choose Yearly, enter 1 as the frequency, and not select any days of the week.
2. Choose a start date.
3. Select an end date. The Until field allows you enter the date directly in the date box. The For field allows you to set a unit and interval of time (such as 4 weeks).
4. In the Result section, select whether to include holidays.
5. Dates for the entry are generated automatically and are shown in the Result list box.
6. Click OK.
7. Notice that the repeating dates are also listed in the New <Entry> dialog box.

To add a date to a repeating entry:

If you want to add a date to a repeating entry that does not fit within the pattern that you chose in the Repeating dialog box, click the Add Date button in the New <Entry> dialog box and select the date you want to add from the drop-down calendar.

To apply modifications to all instances of a repeating entry:

By default, any changes you make to the entry (such as adding or deleting invitees or modifying the title) will apply only to the dates you select in the list box. To modify all instances of a repeating entry:

1. Select an instance of the repeating entry, and click Edit -> Open.
2. Make the necessary modifications.
3. Click Tools -> Apply To All.
4. In the Apply To All dialog box, select which elements of the modified entry you want to apply to all instances of the repeating entry. Where applicable, your settings for each element are displayed.

To delete instances of a repeating entry:

If you want to delete one instance of a repeating entry:

1. Select the instance and click Edit -> Delete.
   The Delete Instances dialog box appears.
2. In the Delete Instances dialog box, select the instance you wish to delete from the list and click Delete.

If you want to delete all instances of a repeating entry:

1. Select an instance and click Edit -> Delete.
   The Delete Instances dialog box appears.
2. In the Delete Instances dialog box, select the instance you wish to delete from the list and click Delete All.

Rescheduling

You can reschedule only the entries you own.

Rescheduling a meeting:

1. Select the meeting you want to reschedule and click Edit -> Reschedule....
2. Select a new start date and time.
3. Select a new end date and time.
4. The duration of the meeting updates automatically.
   • Click OK.
     OR
   • Click the Suggest another date button, and follow the instructions for Suggesting a date or time for a meeting.

You can also click on a meeting in the agenda pane and drag it to a new time.

Rescheduling a Daily Note or Day Event:

1. Select the entry you want to reschedule and click Edit -> Reschedule....
2. Choose a new date from the Move <Entry> dialog box.
3. Click OK.

You can also click on a meeting in the agenda pane and drag it to a new day.

Setting reminders

You can choose from a variety of reminder options for entries you create as well as entries you are invited to.

1. Select the entry you want to set a reminder for, and click Edit -> Open....
2. If you select the Remind Me checkbox in the top right-hand section of the dialog box, you will receive the default reminders you selected when setting your preferences (see the Set Your Preferences page for more information).
3. If you do not want to use your default reminders, select the Reminders tab.
4. Select one of the following options:
• Display upcoming for: If you select this option, reminders will appear in the Notes pane of your Day or Week View for as many days as you specify.
• Remind me: If you select this option, you must specify when you would like to be reminded of the entry. You can choose to receive popup, email or wireless reminders.

Note: Daily Notes, Day Events, and holidays have start times of 12:00 a.m. on the date for which they are set. Reminders are sent to you based on this time.

Popup reminders

You can do the following when you receive a popup reminder:

• Click Snooze to temporarily turn off the reminder. Specify how long you want the reminder to snooze, and then click OK.
• Click Clear to disable the reminder.
• If reminders for more than one entry have appeared at the same time, you can click Clear all to disable them all.

Replying to invitations

1. Select the event to which you want to reply.
2. Click Edit -> Open... -> Reply tab.
3. For Response, choose:
   • I will attend, I will not attend, or I will confirm later.
4. For Show time as, which other users may use to schedule your time, select:
   • Free or Busy.
5. If you selected I will attend or I will not attend, you can select the I would prefer another time checkbox to notify the event creator of you preferences. In the example below, the clock with the slash through it indicates that both people prefer another meeting time (the checkmark indicates that the user will attend, while the "x" indicates that the user will not attend).

6. Click OK to apply your changes.

These options can also be accessed by right-clicking on the entry (Windows) or control-clicking on the entry (Macs). Select the options from the shortcut menu that pops up. You can also accept and refuse events from your in-tray. For more information on using the in-tray, see Oracle Calendar Basics.

Deleting events

1. Select the event you wish to delete, and click Edit -> Delete.
2. Click Yes to confirm the deletion.
   OR
1. Right-click (Windows) or control-click (Macs) on the entry in your agenda and select Delete from the shortcut menu.
2. Click Yes to confirm the deletion.