Creating and Modifying Events on the Web

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. The processes for working with meetings, Daily Notes, and Day Events require moving through the same steps; a few additional options are available for meetings.

Creating new events

1. Click the New <Event> button (New Meeting , New Daily Note, or New Day Event buttons).
   The New <Event> screen opens.

2. In the General view, set the standard information for your event.
• Title: Enter a name for your event
• Location: If you are creating a meeting, enter a location.
• Tentative: If you are creating a meeting that may need to be rescheduled, select the Tentative checkbox.
• Date: Set the date for your event by either entering the date, month, and year yourself or using the Pick a date button .
• Time, Duration, and Importance: If you are creating a meeting, set the start time, enter the length of the meeting in hours and minutes in the duration area, and set the importance level.
• Access: Select an access level. Access levels determine who can view the entry and how much of the entry can be viewed by other users.
3. Click Create to save your changes.

Inviting users, groups, and resources

1. Click on the People & Resources link.
2. Type the name of the user, group, or resource in the edit box.
3. Select the Users, Resources, or Groups from the drop-down list.
4. Click Find.
   • If the system finds an exact match, the user, resource, or group will appear in the left-hand list box.
   • If the system finds more than one match for the name, another list box will appear on the right. Choose the name you want and click Add selected, or click Add all.
   • If you searched for groups, clicking Add selected for a particular group will add all members of that group to the attendee list for the meeting.
   • If you add a resource that requires approval, a notice will be sent to that resource's designate, who must then approve the use of that resource.
5. To show details about a person or resource at any time, select the person or resource's name and click Information.
6. Click Create to save your changes.

Suggesting a date or time for a meeting

Oracle Calendar can suggest a date and time based on criteria you specify.

1. In the People & Resources view, click Suggest time.
2. Specify a date range using the edit boxes, or click the Calendar icon next to each date field to use the Date Picker to choose a date.
3. Specify a time range using the edit boxes, or click the Clock icon next to each time field to use the Time Picker to set the time.
4. Enter the Duration of your meeting in hours and minutes.
5. Select the checkboxes for Saturdays, Sundays, and/or Holidays if you would like them included in your search.
6. Enter the maximum number of suggestions to return.
7. Click List Suggestions. Oracle Calendar will only provide suggestions that do not cause a scheduling conflict for the attendees.
8. Select a suggestion, and then set the start time for the meeting.
9. Click OK to set the meeting time.
10. If you did not obtain any satisfactory results, repeat steps 1-8 using different criteria.

Managing conflicts

1. In the People & Resources view, click Check Conflicts.
2. Oracle Calendar will show any users or resources with a scheduling conflict in a separate list box.

Adding details and attachments

Creating attachments

1. Click the Details link to open the Details view.
2. Click the paperclip icon.
3. Find and select the file you want to attach.
4. Click Upload.

Adding details and hyperlinks

1. In the Details view, click in the text box and enter any notes for your meeting.
2. To add hyperlinks to your notes:
   • Type the complete URL (i.e., http://www.cites.uiuc.edu NOT cites.uiuc.edu).
   • Email addresses must be preceded by mailto: (i.e., mailto:jdoe@uiuc.edu)
   • All links open in a new browser window.

Setting reminders and sending email notification

Sending emails

Whenever you create, edit, or delete an event, you can send an email message to anyone with an email address. Emails automatically include the title, time and date of the meeting.

1. In the Notification view, set your preferences for your email.
2. To send email to the attendees, select the checkbox next to Send email to attendees.
3. To notify non-Oracle Calendar users, enter their email addresses, separated by commas, in the Send email to other people text box (i.e., jdoe@uiuc.edu,jsmith@uiuc.edu).
4. Enter any additional comments in the Message text box.
5. Send the email by clicking Create.

Setting reminders

1. In the Notification view, check the box next to Enable email reminder.
2. Choose when you would like to be reminded of the event by selecting an amount of time before the start of the event.
3. Click Create to save your changes.

Creating repeating events

You can only make an event a repeating event when you create it. You cannot add recurrences to existing events. You can choose to delete one instance or all instances of a repeating meeting. If an entry is repeating, the Suggest time and Group view buttons are disabled.

To create a repeating meeting:

1. In the Repeating view, under the Repeat drop-down list, change the Don't Repeat option to the frequency you wish.
   Depending on your choice, different frequency settings appear to the right of the drop-down list.

2. Select the appropriate frequency setting. (i.e., every 2 weeks on Monday or on the 15th of every month).
3. Select a Start date and end date (in the Until field) for the instances of the repeating meeting. Or select the number of days, weeks, months, or years that you would like the event to repeat for in the For field.
4. Select the checkboxes for Saturdays, Sundays, and/or Holidays if you would like them to be considered for the event.
5. Click List dates to generate the recurrences. You can click Add date afterward to add dates that do not conform to the recurrence rule you used.
   If you click List dates again after using the Add date feature, your additional dates will be erased.
6. Click Create to save your settings.

If you want to update one instance of a repeating meeting:

1. Select the instance you want to update by clicking its icon or title (depending on the view) in your agenda.
2. Make your desired changes.
3. Click Update.

Importance Level, Details, and Attachments cannot be updated for individual instances. If you change the information in them and click Update, all instances of the repeating event are automatically updated.

If you want to update all instances of a repeating meeting:

1. Select any instance of an existing repeating meeting by clicking its icon or title (depending on the view) in your agenda.
2. Make your desired changes.
3. Click Update All.

If you want to delete a single instance of a repeating meeting:

1. Select the instance you want to delete by clicking its icon or title (depending on the view) in your agenda.
2. Click Delete.

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

1. Select any instance of the event by clicking its icon or title (depending on the view) in your agenda.
2. Click Delete All.

Rescheduling

Click the Meeting icon from the Daily List, or click the meeting title from the Daily Planner.

Replying to invitations

1. Select the event you wish to reply to by clicking on its icon or title.
2. Next to Your reply on the General tab, select your response:
   • I will attend
   • I will not attend
   • I will confirm later
3. Click Update or Update All to save your changes.

Deleting events

1. Select the event you wish to delete by clicking on its icon or title.
2. Click Delete.