Viewing Multiple Agendas and Creating Groups

Oracle Calendar allows real-time viewing of other users' calendars. You can view the agendas of other users or compare several agendas in one pane (by entering several individual users and/or group names). Groups may also be scheduled for events in Oracle Calendar.

Creating groups for sets of users you frequently invite to events is a big time-saver. Instead of typing in each person's name for every meeting, creating groups will allow you to type in a group name that automatically lists all of the people for you. You can also add resources to groups.

Oracle Calendar offers two types of groups: Private and Members-only. A Private group is available only to you -- no other user can see or use the group. A Members-only group can be seen and used only by the members of that group. The person who created the Members-only group is the only person who can edit the group.

Viewing other users' agendas

As long as you have permission to do so, Oracle Calendar allows you to open other users' agendas.

1. In your agenda pane, select File -> Open -> Agenda....
2. In the Open Agenda box,
   
   1. Type one of the following in the text box:
• some portion of the user's name
• their initials (first letter of their first name followed by a space and the first letter of the last word in their last name)
• NetID
(or)
2. Search for a user by:
   • Clicking on the magnifying glass -> People tab
   • Entering any search criteria, and then clicking Search
   • Selecting a name from the list
3. Click OK.
   If you used option A, you may be prompted to choose from a list of potential matches. Choose a name from the list and click OK.
4. The user's agenda pane will open. Depending on your permissions, you will see a blank calendar, busy times, or details for meetings.

Comparing agendas

The Open Groups button allows you to compare up to 20 agendas. In addition to each user's schedule, the Combined column displays the combined availability for the group. Unavailable time is marked in red.

1. Click the down arrow beside the Open Agenda button and select Group Agenda from the list of options.
2. In the Add text box, enter the name of the user, group, or resource you want to include in this Group View.
   Remember that group names must be preceded by grp: and resource names must be preceded by res:
   
   To search for users, click on the magnifying glass -> People, Resources, or Groups tab -> Search by Resource -> Search. Once you've selected a resource, click the Add button, and then click OK .
   
   
3. Click the Checkmark button.

4. Click OK when you finish adding all the users, groups, and resources you want to include in this Group View.
   The Group View agenda appears.
5. To clear a user's availability from the Combined column, uncheck the box next to the user or resource's name.
   

To add or delete a user or resource from the Group View:

1. Click the Modify Group View button on the toolbar.
   The Modify Group View dialog box opens.
2. If you want to add users or resources to the Group View, enter their names.
   OR
   If you want to delete users or resources from the Group View, select their names and click Delete.
3. Click OK when you are finished. Depending on the action you performed in Step 2, the users and resources are either added to or deleted from the Group View.
   

Scheduling a meeting for all users and resources in the Group View

You can create a meeting directly from the Group View by selecting and double-clicking a block of time in the Combined column. The users and resources in the Group View are automatically added to the list of attendees. See Creating Events for more information.

Creating a new group

To create a new group in Oracle Calendar:

1. Go to Tools -> Manage Groups....
2. Click New....
   The New Group window will be displayed.
3. In the Name field, enter a name for the group.
4. In the Type field, click the down arrow to select the type of group: Private or Members-only.
5. In the Add field, enter each person or resource name and click the Checkmark icon. Repeat this step to add all of the names of the group members.
6. Click OK.

Now, when you create a new meeting, you can type the group name in the People/Resources field. You will not need to type each person or resource individually.

Deleting a group

To delete a group:

1. Go to Directory -> Manage Groups...
2. Single-click on the group you wish to delete and click the Delete button.
3. Click Yes/OK to confirm the group deletion.

Modifying a group

Once you've created a group, you may need to make changes to it such as adding/removing members, renaming the group, or changing the group type. To make changes to a group:

1. Go to Directory -> Manage Groups...
2. Single-click on the group you wish to change and click the Edit button.
3. Make any changes you need to the group.
4. Click OK to save the changes.