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IT Help Desk
Kansas State University
313 Hale Library
Manhattan, KS 66506
785-532-7722
helpdesk@k-state.edu

K-State Calendar Overview

K-State Calendar consists of two windows:

• Your In-Tray - The invitations you've sent or received can be found in your in-tray. See In-tray Overview for more information.
• Your Agenda - Your schedule is shown in your agenda. See Agenda Overview for more information.

Agendas

Customizing Your Agenda

Setting the View

K-State Calendar can be set to display your favorite view (Day, Week or Month) upon opening by clicking one of the view buttons (View Day, View Week, or View Month) on the Agenda toolbar.

Setting Your Display Hours

You can customize K-State Calendar to display the hours you work. By doing so, other individuals will only be able to schedule meetings with you during that period.

1. On the Tools menu, click Options.
2. Click Agenda.
3. Under Display hours, type the Start and End times and the Interval you want your time displayed in.
   
   
   
   
4. Click OK.

Setting Extended Hours

If there are hours before or after your normal work hours that you are available, you can display them to others by setting your Extended Hours.

1. On the Tools menu, click Options.
2. Click Scheduling.
3. Under Extended hours, type the Start and End times.
   
   
   
   
4. Click OK.

Setting Access Rights

By default, anyone can view your agenda. You can control who sees what by setting Access Rights and Access Levels. Access Rights are assigned to people and control who can see, manage, or make changes to your agenda. Access Levels are assigned to appointments and allow you to hide information on your agenda, even if you have set up access rights to allow others to view or manage your calendar. Together they give you greater control over your agenda.

Setting Default Access Rights

Setting default access rights will identify what you want general calendar users to see when looking at your agenda. The rights you can set for each kind of entry type are:

• None - Other users or designates see no entry on your calendar.
• View entries - Other users see all information for the entry (for viewing rights only).
• View times only - Other users see only the times for meetings.
• View/Reply - Other users can view and reply to existing entries (for designates only).
• Modify - Other users can create, edit, reply to, and delete entries (for designates only).

Recommended Default Settings

• Viewing tab - View times only for Normal entries; no rights for Confidential and Personal Entries.
  
  
  
  
• Viewing Tasks tab - No viewing rights.
  
  
  
  
• Scheduling tab - Can invite you to entries.
  
  

Do the following to change the default access rights for your account:

1. On the Tools menu, click Access Rights.
2. On the Designate tab, in the bottom half of the window, click Default: Any unlisted person.
   
   
   
   
3. Click each tab and select the rights you want to set for it.
   
4. Click OK.

Setting Access Rights for Individuals

1. On the Tools menu, click Access Rights.
2. Type the name of the person you want to grant access rights for and then click the checkmark button .
   
   
   
   Notes:
   • If you enter a group name, each member of the group will be listed individually. You can only see the members of groups you own, groups of which you are a member, and public groups.
   • To set equivalent access rights for more than one user, you can simultaneously select multiple users by using one of the following methods:
     
     

     To select a consecutive group of users, do the following:

     1. Click the first name in the list
     2. Press and hold down the SHIFT key and then click the last name in the list.

     To select a nonconsecutive group of users, do the following:

     1. Press and hold down the CTRL key.
     2. Click each user you want to select.
        
        

        The rights you specify will be set for each user you selected.

3. On the Viewing tab, use the check boxes to choose the viewing rights you want to give each user for Meetings, Day Events and Notes.
   

   Note: Access Levels help you further restrict who can see what in your agenda. Access Levels and Access Rights work together to give you greater control over your agenda. There are four types of access levels:

   • Personal - Only you can see the details of your appointments.
   • Confidential - You and your designees can see the details of your appointments.
   • Normal - Users with viewing rights or designate permissions can see the details of your appointments.This is the default access level.
   • Public - Everyone can see the details of your appointments.
4. On the Viewing Tasks tab, use the checkboxes to choose the Access Rights for task Access Levels you want to give each user.
   
   Note: Instead of setting rights for each type of entry or task individually, you can also choose to grant the user:
   • Full viewing rights - The user can view all your entries/tasks.
   • No viewing rights - The user can view only your public entries/tasks.
   • Same as Default - The user's rights are the same as the default. Choose this if you do not want to give the person any special access rights on one tab, but still want to set his or her rights on another tab.
5. Click OK.

Setting Designate Rights

You can grant designate rights to other users allowing them to create, modify, and reply to calendar events on your behalf. When granting designate rights, you can choose which type of calendar entries a particular designate has permission to create and modify. For example, you can grant one person rights to modify your meetings, notes, day events and tasks and grant another person rights to only modify your tasks.

1. On the Tools menu, click Access Rights.
2. On the Designate tab, type the name of the person you would like to grant designate rights to.
3. To assign full designate rights, click Full designate rights.
4. To customize the designate rights, uncheck No designate rights and then choose from the following:
   • Modify - Can create, view, and reply on your behalf.
   • View/Reply - Can view and reply on your behalf.
   • View times only - Can only view the times on your Agenda.
   • None - Has no rights

Color Settings

By default, meetings are color-coded by attendance status in the daily and weekly view, but you can change this option and color-code them by importance level or ownership instead.

1. On the Tools menu, click Options.
2. Click the + to expand the Agenda option and then click Colors.
3. In the Color Meetings by list, select Ownership, Attendance Status, or Importance Level.
4. When finished, click OK.

Opening a Group Agenda

1. On the File menu, point to Group View and then Click Open.
2. Click the Group Agenda button.
3. In the Add box, type the group name or search for it using the search button.
4. Add single group members or add all of the group members.
5. Click OK.

Printing an Agenda

1. Select the agenda that you want to print.
2. On the File menu, click Print.

Meetings

Schedule a Meeting

Scheduling a meeting using K-State Calendar involves multiple steps:

• Setting the meeting details (what, where and when).
• Inviting attendees to the meeting (individuals, groups).
• If the meeting is repeating, setting the frequency and start/stop dates.
• Checking for conflicts.

In addition, there are other scheduling options available, including the ability to indicate importance, define the access level, attach a file, set reminder messages and enter a meeting description.

Setting the Meeting Date and Time

1. Click the New Meeting button .
2. In the Title box, type a title for your meeting.
3. In the Location box, type a location for your meeting.
4. Choose the start and end dates and times of the meeting. You can enter the dates or times:
• By typing them directly into the box
• Using the up or down arrows .
• Using the calendar button or time control button .
5. Choose whether you want to be reminded of the meeting or if the meeting is tenative by clicking the checkbox in front of either option.

Inviting Attendees to a Meeting

You can invite individuals as well as groups to meetings you are scheduling.

Inviting Individuals to a Meeting

1. In the New Meeting window, on the People/Resources tab, type the name of the attendee in the Add box.
   
   
   
   Note: You can search for individuals using the Search button (see Searching).
   
   
2. Click the checkmark button to add the attendee to the list.
   
   Note: If there was more than one name found that matched the name you entered, select the correct name from the list and then click OK.

Inviting a Group to a Meeting

1. In the New Meeting window, on the People/Resources tab, type the group name in the Add box.
   
   
   
   Note: You can search for groups using the Search button (see Searching).
   
   
2. Click the checkmark button to add the group to the list.
   
   
   Note: If there was more than one group found that matched the name you entered, choose the correct group from the list provided and then click OK.

Searching

1. To search for an individual or group, click the Search button .
2. Select the People tab to search for an individual or the Groups tab to search for a group.
3. Fill in as much of the information as possible and then click Search.
   
   
   
   
4. Select the individual or group and then click the Add or Add all button to add the attendee(s) to the meeting.
5. Click OK.

Repeating Meetings

If you are scheduling a recurring meeting, there are additional steps that need to be taken before scheduling your meeting .

1. Click the Repeating button.
   
   
   
   
2. In the Frequency section, select the frequency of your meeting. The frequency options are:
   • Daily - Enter the number of consecutive days the meeting will run.
   • Weekly - Enter the week frequency (i.e., every 2 weeks) and indicate on which days the meeting will run.
   • Monthly on date(s) - Indicate the date (8th, 22nd, etc.) and the number of consecutive months the meeting will run.
   • Monthly on day(s) - Indicate the day of the week (1st Monday, 3rd Thursday, etc.) and the number of consecutive months the meeting will run.
   • Yearly - Enter the number of consecutive years the meeting will run.
     
     
     
     
3. Choose the start date for the meeting. You can edit the date , using the up or down arrows , or using the calendar button .
4. Choose the end date for the meeting. You can click Until and then select an ending date or you can click For and indicate the number of weeks you want the meeting to run.
5. You can further restrict the dates generated and displayed in the Results section by indicating whether or not to include Holidays (all frequencies), Saturdays and Sundays (daily, monthly, and yearly frequencies only).
6. Click OK.

Adding an Additional Date

The Add Date button allows you to add an aditional date for a particular meeting entry. This is helpful when the meeting dates are not in any type of recurring pattern.

1. In the New Meeting Window click the Add Date button.
   
   



2. Click the date in the calendar.
   
   

   

Checking for Conflicts

The last step to scheduling a meeting is to make sure attendees don't have conflicts with the proposed date(s) and time(s).

1. Click the Check Conflicts button to see if any attendees have conflicts.
   
   
   
   
2. If conflicts were found, click the name of each invitee (displayed in the left side of the window) to see what conflicts they may have with the meeting you are trying to schedule (displayed in the right side of the window).
   
   
   
   
3. Click OK.

Setting Details

Importance and Access Levels

You can use color to indicate the importance of a meeting you are proposing. There are five levels of importance you can choose from: Highest, High, Normal, Low, Lowest. See Color Settings.

Setting an Access Level for a meeting helps you further restrict who can see what in your agenda. Access Levels and Access Rights work together to give you greater control over your agenda.

To set Importance and Access Levels:

1. In the Access level list, select the desired importance level.
2. In the Importance level list, select the level of access for this meeting.

Attaching Files

1. Click the Attachments tab.
2. Click the Attach button.
3. Browse to the file location, select the file and then click Open.

Adding a Description

1. Click the Details tab.
2. In the Description box, type a description.

Setting Reminders

You can set reminder messages for meetings in K-State Calendar using the Reminders tab.

1. Click the Reminders tab.
   
   
   
   
2. Choose one of the two reminder options:
   • Display Upcoming for
   1. Click the Display upcoming for option to displays a reminder in the notes section of your calendar (day or week view).
   2. Indicate the number of days before the meeting you want the reminder to be displayed.
• Remind me
  1. Click the Remind me option to display a pop up window or an e-mail message.
  2. Indicate the amount of time before the meeting you want the reminder to be displayed.
  3. Click Popup or Email.
3. Click OK to schedule the meeting.

Editing a Meeting

1. In your agenda, double-click the meeting you want to edit.
2. Make the necessary changes and then click OK.
   
   

   Note: To move the meeting to a different date and/or time, simply click the event and then drag it to the desired date or time.

Deleting a Meeting

1. In your agenda, right-click the meeting you want to delete.
2. Click Delete Meeting and then click Yes.

Responding to a Meeting Invitation

Invitations to meetings from others will be displayed in your In Tray under New Entries and are also displayed in your Agenda.

1. In the Agenda window, right-click the meeting item.
2. Select Will attend, Will not attend, or Will confirm later to respond to the meeting.
   
   

Blocking Invitations from Non-designates

1. On the Tools menu, click Access Rights.
2. Click the Scheduling tab.
3. Select Default: Any unlisted person.
4. Un-check Can invite you to Entries.
5. You may then add users to the list that you want to be able to invite you to meetings.
6. Click OK.

Tasks

You can also use K-State Calendar to maintain a to-do list and remind you when certain tasks are due.

Creating a New Task

1. Click the New Task button .
2. Fill out the information in the New Task window and then click OK.

Viewing a Task

1. Click the Open Your Tasks button .
2. The Tasks Window will be displayed.

Note: It is also possible to click the Day View to see the calendar and the task pane.

Deleting a Task

1. In the Tasks pane, right-click the task you want to delete.
   
   
   


2. Click Delete, and then click OK to confirm the deletion.

Marking a Task

1. In the Tasks pane, double click the task.



2. Click the check box next to Completion Date.
3. Click OK.

Groups

Creating a Group

By using the Manage Groups feature you can create and adjust groups of users in the calendar. However, you are only able to make adjustments to groups that you have created. Also, you have to be on-line in order to make changes to a group. To prevent a surplus in groups, make sure you talk to all group members before creating a group and have one member in charge of making and maintaining the group.

1. On the Tools Menu, click Manage Groups.
2. Click New.
3. In the Group Name box, type a name for the group.
4. In the Group type list, select a group type.
   
   
   
   

   There are two group types:

   • Private - can only be seen by you
   • Members - can only be seen by members of the group.
     
     
5. Add group members by typing their name in the Add member box and then clicking the checkmark.
   
   Notes:
   
   • You can also search for a member by clicking on the magnifying glass.
   • When creating a group, don't forget to add yourself as a member of the group.
     
6. Click OK.

Editing a Group

1. On the Tools menu, click Manage Groups.
2. Select the group.
3. Click Edit.
4. Make your edits and then click OK.

Deleting a Group

1. On the Tools menu, click Manage Groups.
2. Select the group.
3. Click Delete and then click Yes.
4. Click OK.

Working as a Designate

Opening an Agenda

1. Begin by signing in to your own Oracle Calendar account.
2. On the File menu, point to Open as Designate and then click Agenda.
   
   

   

3. Select the appropriate individual, if necessary, and then click OK.
4. Depending on the designate rights you were granted, you can create, edit, move and delete entries in the individual's agenda as you would in your own.

Opening a Group Agenda

1. Begin by signing in to your own Oracle Calendar account.
2. On the File menu, point to Open as Designate and then click Group Agenda .
3. Select the appropriate group, if necessary, and then click OK.
4. Depending on the designate rights you were granted, you can create, edit, move and delete entries in the group's agenda as you would in your own.

Opening Tasks

1. Begin by signing in to your own Oracle Calendar account.
2. On the File menu, point to Open as Designate and then click Tasks.
3. Select the appropriate individual, if necessary, and then click OK.

Note: From this point on, working in the calendar as a designate is the same as working in your own calendar.