Viewing Agendas and Creating Groups on the Web

This page explains how to use Oracle Calendar's web interface to look at other people's schedules, mark the people whose schedules you visit most often, identify people as members of specific groups, and more.

Check other users' schedules for scheduling purposes, create a list of favorites for agendas you access frequently, or work as a designate in another users' calendar.

Viewing agendas

  1. Click on the View Agendas button Graphic.
    The View Agendas page opens.
  2. Type the name of a person, resource, or event in the Search box.
  3. Select the type of search you would like to perform (name, resource, or event), and click Find.
  4. Highlight the name of the person you're looking for in the first box, and click View.
  5. The agenda opens.

Graphic

Creating a favorites list

If you frequently access certain agendas, you can save time by adding those agendas to your favorites list.

  1. Click on the View Agendas button Graphic.
    The View Agendas page opens.
  2. Type the name of a person, resource, or event in the Search box.
  3. Select the type of search you would like to perform (name, resource, or event), and click Find.
  4. Highlight the name of the person you're looking for in the first box, and click Add to Favorites.
  5. Click OK to save your changes and return to your agenda.
  6. In your agenda, you will see drop-down menu on your toolbar:

Graphic

  1. To view an agenda from your favorites list, select a person or resource from the drop-down list, and click Go.
  2. To return to your own agenda, click the My Agenda button Graphic.

Using the scheduler

The scheduler provides a quick way of finding out when multiple users and resources are available for a meeting.

To add people and resources to the scheduler:

  1. Click the Scheduler button Graphic.
  2. In the Scheduler page, choose a date for the Scheduler display and click Refresh.
  3. Click the People, Resources, or Groups tab.

Graphic

  1. Enter and select information about the appropriate person, resource, or group using the fields provided. If you are not sure of the name, you can use partial entries (i.e., enter "s" to see a list of names beginning with the letter "s").
  2. Click Find to search for the attendee name you entered.
  3. If there are multiple matches, they will be listed in a box from which you can select the name you want. Click Add to include a user or resource. The names selected are added to the Scheduler display at the bottom of the page.
  4. To show details about a person or resource at any time, select the person or resource's name and click Information.
  5. Repeat steps 3 to 6 for all the invited people, resources, or groups.
  6. The schedules of each person and resource included in the meeting are listed in rows in the Scheduler display. The "Combined" row shows the conflicts and availability based on all invited people and resources.
  7. The availability of each person or resource at different times is indicated by colors corresponding to the legend underneath the Scheduler. The legend includes the following statuses:
    • Busy: The person or resource is unavailable.
    • Unconfirmed: The person is scheduled for a meeting but has not confirmed attendance or the resource has been booked but is set to allow conflicts (that is, it can be double-booked).
    • Requires approval: The resource is free but will require approval from a designate.
    • Awaiting approval: The resource has been booked but has not yet received approval from a designate.

To choose a date and time for a meeting using the scheduler:

  1. If, due to conflicting schedules, you decide not to include certain people or resources in the meeting, clear the checkboxes beside their names and click Refresh again. Their names will remain in the list, but their schedules will not affect the "Combined" row.
  2. Click on the hyperlinked time for which the attendees are available. The selected time appears in the Time box.
  3. Click Create a meeting to access the New Neeting dialog box. The start time and duration you have specified are carried over. See Creating and Modifying Events on the Web for more information about creating a meeting.

Managing groups

Creating groups

  1. To create a group, click the Manage Groups button Graphic.
  2. Click New.
  3. In the Group name field, enter a name for the group.
  4. In the Group type field, click the down arrow to select the type of group: Private or Members-only.
    • Private groups are available only to you. No other user can see or use the group.
    • Members-only groups can be viewed and used only by the members of that group. The person who created the group is the only person who can edit it.
  5. In the Find field, enter each person, group, and resource name.
  6. Select the corresponding type (users, groups, or resources) from the drop-down list and click Find.
  7. Repeat steps 5-7 to add all of the names of the group members.
  8. Click Create.

Editing groups

  1. To create a group, click the Manage Groups button Graphic.
  2. Select the group you wish to edit from the list.
  3. If you want to remove the group, click Delete.
  4. If you want to modify the group, click Edit. From this screen you can:
    • Change the Group name and Group type
    • Add users:
      • In the Find field, enter each person, group, and/or resource name.
      • Select the corresponding type (users, groups, or resources) from the drop-down list and click Find.
    • Remove users:
      • Select the name you wish to remove in the list box.
      • Click the Delete button.
    • Click Update to save your changes.
  5. Click OK to return to your agenda.