Author: John Alcheman of Organic Digital Web Design http://www.organicdigital.com
Your Web Calendar can be accessed through any computer connected to the Internet.
With Web Calendar you will be able to:
This tutorial will be a walk-through guide for the Web Calendar. It is highly recommended that you use web calendar while going through this walk-through
To start visit your web calendar login page
You will see this screen:
Login using your name and password. Note that if you are on your own computer you may check the circled box. You will not have to go through this login process again on that computer. If you are using a shared computer (like in a lab), make sure this box is not checked or others may be able to access your calendar.
When you are logged in you will see a screen like this:
Note the months on either side at the top. You may click on these to navigate to the month of your choice. Also note that today's date (the 21st on this calendar) is highlighted in a darker blue. The small red numbers by the side will take you to that particular week.
You may also easily navigate at the bottom of the page to show a month view, a week view or a year view by choosing the month/weeek/year and clicking the Go button. Try it out:
At the bottom of every page you will see a menu that looks like this:
Note the “Printer Friendly” link at the top. This will create a temporary calendar that is suitable for printing.
Now let's go through the main menu options one by one:
These are like a 'home' link on a web site. No matter where you are on this site, you can always click this to return to your main calendar page.
The link labeled “Preferences” will allow you to change a number of different things with your web calendar. Generally, it is not advisable to change your preferences, but there are a few things that you may want to change before you start using your calendar so let's go through them:
If you change anything on this page make sure to push “Save Preferences” at the bottom of the page.
The account link enables you to change your name, password and/or email. Generally you will not need to use this feature. If you have a generic password (yourname+777) you may wish to change to a more secure password. To do this simply input your desired password twice and click “set password”:
Most of you will not use this function. It is useful if you have other people making your appointments for you. Making someone an assistant will give them the ability to add events directly to your calendar without your approval (unless this is modified in preferences as stated a few lines above this). To use, simply choose your assistant(s) and click save.
Views are a way of comparing calendars side by side and can be useful for scheduling. If you do not plan on doing scheduling with Web Calendar, you may skip this section and the section entitle Layers following this one. If you do scheduling, you will find these two features very useful.
To start click on “Add new View” and you will be taken to a screen that looks like this:
For View Name it is recommended to put in the names of the people that will be included in this 'view'. For example Kristen/Linda. Next choose a week or month view. Finally select the users (use the <control> or <apple> key again to select multiple users). Once again you can use the “Select” button to select groups. When you are finished click “Add”. You will then be taken to your 'views' screen where this new view will be listed. Note that this link is also now available in your main menu at the bottom of each page:
When you click on this link (at the bottome) you will be taken to a screen that looks like this:
Notice how you can now see both Kristens and Lindas schedule side by side. If you do a lot of scheduling with someone or a small group views can be very useful. You may have as many different views as you wish with different groups of people.
Layers are similar to views, except that instead of being able to view other user calendars side by side, they are laid on top of each other. Unlike Views, you may only have one set of layers at a time. You will find the Layers options are in the Admin menu (2 lines down):
If your menu says 'Disable Layers' like in this example. Click on it and you will see 'enable layers' instead. If it already says 'Enable Layers' leave it alone and go on to the next step.
Now, let's create a layer set.
Click on “Edit Layers” (on the 3rd line down). On the next page click on “Add Layer” at the top left.We will now add someone else as a layer.
From the pull down menu labeled 'source' choose a person for your layer. For this example choose someone who is actively using the calendar. Be aware that you do not need to choose yourself as a layer. Layers will be overlaid over your own calendar.
Next select a color. Try to choose a color that will contrast well with the background. Check off the 'Duplicates' box and click 'Save'. Go down to the bottom and click 'My Calendar'. (remember that if you ever get lost and want to get back to your calendar this is the way to do it).
Now click on 'Enable Layers'. Try clicking on this a couple times disabling and enabling layers and you will get a better idea of how layers work.
After this click 'Edit Layers' again. You will see 'Layer 1' that you just created. Underneath 'Duplicates' you will see three options:
Click on 'edit layer' and you will be able to edit this layer. For example, if the color you chose for the text is not readable over the background color, this where you could change it. You may also choose to 'Delete layer' or 'Add layer'. You may add as many 'layers' as you wish so you can see multiple peoples calendars at one time. It is unadvisable to add more than 3 or so people at a time as the calendar may become illegible.
If you are using a shared computer you will want to logout when you are finished or others may be able to access your calendar.
When you login, you may or may not have a link that says “You have X unapproved events”:
When you do have this link, it is generally the first place that you want to visit. What it means is that other people are attempting to add a meeting or event to your calendar. If another person creates an event such as a meeting that includes you, it will not show up on your calendar until you specifically approve it. You may click this link to see your unapproved events. You will also be notified by email whenever you have unapproved events:
By clicking on the “You have X unapproved events” you will be taken to the unapproved events screen which looks like this:
You may choose to Approve/Confirm in which case this event will be added to your calendar. Or you may reject the event and the person who created the event will be notified. Unfortunately you may not give a reason why you rejected it here.
Use this function to view another persons calendar. After clicking on the link you will be taken to a page that has this in the upper right hand:
Simply choose someone from the pull down menu and click “Go”. Note that when you are viewing another persons calendar their name will show up at the top. To get back to your own calendar click on the 'My Calendar' link in the lower left.
This will bring up a search box where you can input a keyword and get relevant entries.
Calendars can be exported to a Palm Pilot or iCal format. If you would like to use this function and can't figure it out please consult John or Jim.
Data can be imported from Palm Desktop, VCalendar and ICalendar. If you would like to use this function and can't figure it out please consult John or Jim.
This will be the most used function on Web Calendar. Use this function to add events to yours or anothers calendar.
Note that an easier way to access this page is to click on one of the small crosses in your calendar:
Accessing this section in this way will automatically fill out your date and/or time.
When you click Add New Entry you will come to a screen that looks like this:
Let's go through these one by one. You are encouraged to put in a real event while reading through this section.
To add a whole group select the group you want and click the 'add' button. In this example, the group 'office' was selected and all the people in that group are highlighted on the left. You may add as many users as you want on the left using the <ctrl> or <apple> key and click OK when you are finished.
Repeat Type: There are four options:
When you are finished push the 'save' button to save your event.
Same as covered earlier
There is limited online help available.