• Default Calendar
• Managing Calendars
• Creating New Calendars
• Viewing Calendars
• Modifying Calendars
• Deleting a Calendar
• Subscribing to Calendars

• Calendar Permissions
• Searching for Calendars
• Unsubscribing from a Calendar
• Creating New Calendar Groups
• Importing Calendars
• Exporting Calendars
• Calendar Options

• When you first select the Calendar Tab, your default calendar is displayed.
  • What is my default calendar? - Your default calendar is the one that the system has created for you. In the Current Calendar: drop-down menu, you will see your College user name and your first and last name in parenthesis (see figure 47).

Figure 47 - the Current Calendar drop-down menu is located on the top right-hand side by under the Algonquin College icon.

• Click on the Current Calendar drop-down menu and select [Manage Calendars] (see figure 48).

Figure 48 - The Current Calendar drop-down menu.

• The Manage Calendar Interface appears (see figure 49).

Figure 49 - The Manage Calendar Interface.

• The Manage Calendars Interface displays the calendars you have created, your calendar groups, and the calendars you have subscribed to.

• Click on the button.
• The New Calendar window appears (see figure 50).

Figure 50 - New Calendar Window.

• There are 5 sections within the New Calendar window:
  • General Information:
    • The Calendar Name must hace a unique name. I cannot contain spaces but can include Alphabetic (a-z, A-Z), numeric (0-9), and special characters (period, underscore, hyphen, apostrophe, percent, sign, slash, or exclamation point).
    • Enter a Display Name for the Calendar (optional)
    • Enter a Description for the Calendar. (optional)
    • Select the Availability for the checkbox if you want this calendar to be used to determine your availability for an event.
  • Share this Calendar (see figure 51): Specify how you want to allow others to view or work within this calendar.
  • Share this Calendar with Specific Users: You can share you calendar with specific users instead of all users (for further details, see Calendar Permissions Section).
  • Owners: Use this to add users to make them co-owners of the calendar (co-owners have then same rights to the calendar that you have. They can change property settings, such as permissions and time zone settings of your calendar.
  • Time Zones: Use this option to specify the time zone for the calendar.

Figure 51 - Calendar Share Options.

• Click the button to add the new calendar.

• Click on the Manage Calendars in the Current Calendars: drop-down menu.
• In the Manage Calendars Interface, click the checkbox beside the calendar you want to see (see figure 52).

Figure 52 - Click the checkbox of the calendar you want to view.

• Click on the button.
• The calendar you selected will now be visible.

• Click on Manage Calendars in the Current Calendars: drop-down menu.
• In the Manage Calnedar Interface, click the Edit button beside the calendar you want to edit (see figure 53).

Figure 53 - Click the Edit button of the calendar that you want to modify.

• The Calendar's window appears.
• Edit the calendar.
• Click on the button when you are finished.

• Click on the Manage Calendars in the Current Calendar drop-down menu.
• The Manage Calendar window appears.
• Click the Edit button beside the calendar you wish to delete.
• That calendar's details window launches.
• Click on the button at the bottom to remove the calendar.

• You may want to subscribe to some calendars and have them available to you in your subscribed calendars list.
• Click on the Manage Calendars in the Current Calendar drop-down menu.
• The Manage Calendars window will appear.
• Click on the button.
• The Subscribe to Calendar window will open.
• Type in the last name or the user name of the person whose calendar you wish to subscribe to.
• Click the button.
• Click on the checkbox beside the name of the person whose calendar you want to subscribe to.
• Click on the button.

• You can modify or add permissions on a calendar for certain users.
• Click on the [Manage Calendars] in the Current Calendars: drop-down menu.
• In the Manage Calendars Interface, click the Edit button beside the calendar you want to modify permissions to (see figure 54).

Figure 54 - Click on Edit to modify your calendar permissions.

• The Details window for that specific calendar launches.
• Click on the Share this Calendar with Specific Users link at the top (see figure 55).

Figure 55 - Click on the Share this Calendar with Specific Users link at the top.

• In the Share Calendars with Specific Users section, you can add a user to the Permissions List by typing the person's user name in the Name: field (see figure 56).

Figure 56 - Adding users to the Permissions List.

• Click the button.

Tip: If you do not know the person's user name, type in their last name and click on the "Add from Address Book button"

• The user will now appear in the Permissions List (see figure 57).

Figure 57 - Permissions List.

• Grant each user the permissions you want to give them.
• The permissions you can grant are:
  • Availability: Allows others to see the free/busy slots in your calendar. Others will NOT be able to see the details of your events. Granting this permission allows people to search for your calendar in the Calendars Search window and to subscribe to your calendar. Events on calendars with only the Availability permission (and without the Read permission) CANNOT be viewed. Events on calendars with the Availability permission can be viewed using the Check Availability option (see Adding Events Using the Check Availability Toolbar Option section).
  • Invite: Allows people to invite you to an event. Calendars with only the Invite permissions are NOT displayed in the Calendars Search window, and also the Day, Week, Month and Year views.
  • Read: Allows people to see the details of your public events in your calendar.
  • Modify: Allows people to modify events and tasks in your calendar. This permission also allows people to create new events and tasks directly onto your calendar.
  • Delete: Allows people to delete events and tasks in your calendar.
• Click the button at the bottom to finalize you changes.

• You can search for another user's calendar to view or modify (to be able to view or modify an event, that user must grant you the proper permissions to do so - See the Calendar Permissions Sections for information on how to grant permissions).

Note: While searching for a calendar allows you to view or modify a user's calendar (with proper permissions), the calendar will not be added to your Calendar Grid in the "Manage Calendars Interface". You must Subscribe to the calendar for it to be added to your Calendar Grid (see the Subscribing to Calendars Section for details on subscribing to other calendars.

• To Search for a Calendar:
• In the Day, Week, Month, Year, Events, Invitations, or Tasks Interface, click the Search for Calendar Toolbar Option (see figure 58).

Figure 58 - The Search for Calendar Toolbar Option.

• The Search for Calendar window will launch (see figure 59).

Figure 59 - The Search for Calendar window.

• Type in the name (or part of the name that you are searching for (see figure 60).

Figure 60 - Type in the name of the calendar you are searching for.

• Click the button.
• The Search Results Grid will populate with the calendars matching your search criteria.
• Click the checkbox beside the name of the user whose calendar you wish to view (see figure 61).

Figure 61 - Click the checkbox of the person's calendar you want to view.

• Click on the button.
• The screen will refresh to that person's calendar (provided you were granted the proper permissions)

• Click on [Manage Calendars] in the Current Calendar drop-down menu.
• Click on the Unsubscribe Calendar link of the calendar you want to unsubscribe (see figure 62).

Figure 62 - Click the Unsubscribe Calendar button of the calendar that you want to unsubscribe from.

• The calendar will be removed from your list.

• Calendars you refer to frequently can be classified under a calendar group name. Calendar groups cannot be shared with other users or granted permissions to others for access.
• To create a calendar group:
• Click on the [Manage Calendars] in the Current Calendar drop-down menu.
• The Mangage Calendars window will open.
• Click on the button.
• The New Calendar Group window will launch (see figure 63).

Figure 63 - The New Calendar Window.

• Enter a name for your Calendar Group in the Group Name field.
• Enter a short description about the calendar group in Description.
• Add members to the Members List by typing in their user name and clicking .
• Click the button.

• Importing a Calendar:
• Click on the Import/Export Toolbar Option (see figure 64).

Figure 64 - The Import/Export Toolbar Option.

• The Import and Export Calendar window launches (see figure 65).

Figure 65 - Import/Export Calendar window.

• In the Import Section, select the calendar you wish to import your data to.
• Click on the Browse button to browse your computer for the calendar you want to import.
• Leave the file format as iCal.
• Make sure that All is select for the Date Range.
• Click on the button.
• When your calendar has been successfully imported, you will receve a message informing you that the calendar has been imported (see figure 66).

Figure 66 - You will be notified that your calendar has been imported successfully.

• Click on the Import/Export Toolbar Option (see figure 64).
• The Import and Export Calendar window will open (see figure 65).
• In the Export Section, use the drop-down menu to select which calendar you want to export.
• Select the file format.
• Either select All for the date range or use the Month, Day, Year drop-down menus to select the date range of the calendar you're exporting.
• Click the button.
• You will receive a prompt asking you what you would like to do with the file.
• Click on the button and specify where you would like to save the file.

• To view or modify the options for your calendar:
• Click on the Options Tab.
• Click on the Calendar Tab.
• The Options - Calendar Interface will open.
• You can modify the following:
  • Default Calendar View: Use the drop-down menu to change your default view (when you log into your calendar). You can choose Day, Week, Month or Year as your default view - the system default is Day View.
  • Default Type: Select the default type of new events or tasks - the system default is Business
  • Always Show Completed Tasks where ever tasks are shown: put a checkmark here if you want to see tasks that have already been completed - the system default for this options is off.
  • Default Event Status Filter: Select which events you want to see - the system default is all events are visible.
  • Day Starts: Select the hour you want your calendar to begin showing - the system default is 9:00 am.
  • Day Ends: Select the hour you want your calendar to end showing - the system default is 5:00 pm.
  • Split Day Every: You can select the interval that you wish for times to show - the system default is to display with hourly intervals.
  • First Day of Week: Select the day of the week you want to be the first.
  • Weekend Days: Select which days you want the calendar to consider the weekend.
  • Do not display weekend days in the calendar Week and Months views: click this checkbox if you do not want your weekends displayed.
  • Calendar Time Zone: The time zone of your calendar.
  • Reminders: Click the checkbox to automatically send yourself reminders when new events are created.
  • Events Notifications: Click the checkbox to automatically send you an email if someone invites you to an event.
• When you are finished modifying the Calendar Options, click on the button.
• To change the Calendar Time Zone:
• Click on Options.
• Click on the Global Tab.
• Scroll dow to Time Zone.
• Select your time zone.
• Click the button.