Oracle Calendar for the Web offers supplemental Web access for Weill Cornell Medical College and NewYork-Presbyterian Hospital faculty, staff, and students to the Oracle Calendar scheduler. It works with a central server and can support thousands of users. This Website provides all of the necessary information to start using Oracle Calendar for the Web.

Table of Contents

• Getting Started
• Using the Oracle Calendar Web Interface
• Managing Your Calender on the Web
• Viewing Other Agendas
• Access Rights
• Printing
• Sign Out of Oracle Calendar for the Web Safely
• Preferences
• Backup and Archiving
• Questions

Getting started

1. If you don't have an account, visit the Enterprise Calendar service page for more information.
2. Read this and related documents to learn how to use the Oracle Calendar Web Interface.
3. Access the Oracle Calendar Web Interface via your web browser.
4. Take a moment to set your Preferences after you have signed into your account for the first time.

Those who also use the Oracle Calendar Desktop client may consult the Comparisons between the Web and Desktop Calendars document to learn about the differences and similarities between the desktop client and the Oracle Calendar Web Interface.

Using the Oracle Calendar Web Interface

With a Oracle Calendar account and Oracle Calendar for the Web, you can:

1. Schedule individuals, groups, and resources, for example, a conference room or an overhead projector.
2. View schedules of other Oracle Calendar users, singly or in groups.
3. Make your own schedule as secured, non-viewable to others, as you need.
4. Track project status using Tasks.
5. Print out calendars in pre-set formats.
6. Designate an individual to work on your agenda.

To supplement this document, an online Help feature is available at the Help Icon in the Toolbar above your Agenda view.

Signing in

1. Open a browser window, then visit the URL http://calendar.med.cornell.edu/
2. Sign in using your CWID and password.

Note: If you are new faculty or staff member at Weill Cornell Medical College or NewYork-Presbyterian Hosptial, your CWID and LDAP password will provide entry into Oracle Calendar.

Managing Your Calendar

Changing Views in Your Agenda

Oracle Calendar opens a current week view of your agenda on your first login. There are several ways to view your agenda.

The weekly view is the default. You can easily change your view by choosing one of the three view buttons from the Toolbar. Within the agenda view, the navigation toolbar has arrows for scrolling and a calendar to choose specific dates.

To Examine Different Agenda Views:

1. Click the Daily View Icon to change from the default weekly view to the daily view. Notice that you can now see your schedule for current day.
   
   
   
2. Click the Monthly View Icon to change to the monthly view.
   
   
   
3. Switch back to the weekly view by clicking the Weekly View Icon.
   

Note: Navigate to previous and future weeks by using the forward and back buttons. Try the fast forward and rewind buttons. Notice that you move by month instead of by week with these buttons. Switch to weekly and monthly views and experiment with the forward, back, fast forward, and rewind buttons in those views.

Adding an Agenda Entry

You can create meeting, agenda or resource entries for yourself and others, which contain detailed information about start and finish times, location, and attendees.

To Create a New Agenda Entry:

Click on the Create a Meeting Icon on the Toolbar to bring up the New Meeting window. The New Meeting dialog box contains several tabs, which give you access to a variety of options.

General - Name the meeting and set the date, time, and duration.

• Choose to make the meeting tentative, if you prefer, by clicking on the check box next to the word Tentative.
• Importance lets you set the importance of an event: Normal, which is the default, High, Highest, Low, and Lowest. For more information on how importance levels and other settings can affect the display of your calendar, see the section on Preferences.
• Access lets you determine who can see an event: Normal, which is the default, Personal, Confidential, and Public. For more information on the default settings for access levels and how to change them, see the section on Access Rights.
• Details allows you to add a description of the meeting or other information pertinent to the meeting. A Pencil Icon is displayed on agenda entries containing details.

Notification

• The default setting is to automatically send email notification of each meeting to all attendees, including yourself. You can turn off notification, or send email to people who do not have Oracle Calendar accounts.
• Complete the message text field with additional information about the meeting. The automatic email message will contain the meeting name, date, and location.
• Reminder Options allows you to set up an automatic email reminder of the meeting. You can only send reminders to yourself.

People & Resources

• Click the Find button to search for people (individuals) or groups (groups of colleagues), or resources (rooms and equipment) to add to your meeting.
• Click the Check conflicts button to show people or resources with conflicts for the meeting time.
• A group icon will automatically be added to this entry in the agenda view to signify that other users have been invited to the meeting.

Repeating

• Set up the pattern for a recurring meeting. You can choose to have it repeat every day, week, month (by date or day) or year.
• Choose the repeat frequency from the Repeat pulldown (default is Don't Repeat). Set specific start and end dates for the series.
• Click the List Dates button after selecting criteria and add or delete dates from the sequence.
• If desired, choose additional dates not within the start or end dates, and click the Add Dates button.

To Complete Your Detailed Entry:

• When you are finished setting the details for your entry, click the Create button at the bottom of the New Meeting window.

To Modify an Existing Entry:

• To add or change details for an existing entry, click on the Agenda icon beside the entry to bring up the Edit Meeting window. The General, Notification, and People & Resources tabs are available for modification.

Note: The features above apply only if you have created the entry; you may not modify an entry created by someone else.

Deleting Entries

1. To delete an entry, click on the Agenda icon beside the entry to bring up the Edit Meeting window.
2. Click the Delete button at the top right corner of the Edit Meeting window.

Note: If you scheduled repeating instances of the meeting, Oracle Calendar for the Web will only delete the instance selected. You will need to delete each repeating instance separately.

Creating Daily Notes

A Daily Note is an individual reminder that is for a specific day, but not a specific time. You can create Daily Notes for yourself, send Daily Notes to others, set up repeating Daily Notes and create reminders for upcoming Daily Notes. An example of a Daily Note might be: "Make an appointment with Dr. Smith." The procedure is very similar to adding an agenda Entry outlined in the previous section. Daily Notes will appear as a red pushpins at the bottom of the window in the daily and weekly views, and following a day’s events in the monthly view.

To Add a New Daily Note:

1. Click on the Daily Note icon on the toolbar to create a new Daily Note.
2. In the resulting Daily Note dialog box, give the note a title, adjust the date, add attendees, and set your preferences for access level, notification, people and resources, and repeating.
3. Click the Create button at the bottom of the New Daily Note window when finished.

Creating Day Events

In addition to Daily Notes, you can create Day Events. The difference between the two is that Day Events are used for events that occur all day long. An example of a Day Event might be: "Office Technology Conference today." You can create Day Events for yourself, send them to others, set up repeating Day Events and create reminders for upcoming Day Events. The procedure is very similar to adding an agenda Entry outlined in the previous section. Day Events will appear as a blue flag at the bottom of the window in the daily and weekly views, and following a day’s events in the monthly view.

Note: A Day Event does not create any scheduling conflict for the day it appears. If time should be blocked, you must create a new Agenda Entry to cover the blocked time.

To Add a New Day Event:

1. Click on the Day Event icon on the toolbar to create a new Day Event.


2. In the resulting Day Event dialog box, give the event a title, adjust the date, add attendees, and set your preferences for access level, repeating, and reminders.


3. Click the Create button at the bottom of the New Day Event window when finished.

Holidays

Holidays are like Day Events, except that they are centrally distributed and reflect official College and Hospital holidays. You cannot modify holiday events, but like Day Events, they create a reminder, not a scheduling conflict, for the days they appear. You can choose to keep holidays in your agenda or remove them by clicking on the Holiday Icon and selecting your choice of Keep In Agenda or Remove From Agenda. The default setting is Decide Later, which displays the holiday until you decide to keep it or remove it.

Creating Tasks

One final way to organize your agenda is to create Task lists. Tasks can help you manage your projects by noting start and/or end dates, tracking percentage complete, and assigning priority levels.

To Add a Task:

1. Click on the New Task Icon on the Toolbar to create a new task.


2. In the resulting New Task dialog box, give the task a title, adjust the start date, assign a due date, provide a description, and and set your preferences for priority, access level, and reminders.

Viewing Other Agendas

One of the most powerful features of Oracle Calendar is the ability to view the agendas of colleagues and resources, either singly or in groups. You can look at single or group agendas to determine availability for events you want to schedule, and you can schedule meetings on those agendas. You can also create groups of attendees and resources that you use often. Note that you will only be able to see events which the agenda owners have given others access to view. See the section on Access Rights for more information.

To View Another Person's Agenda:

1. Click on the View Agendas button on the Toolbar to open the View Agendas window.
2. Type the last name of the person or resource whose agenda you want to view into the Search field, then select the radio button for a Name search (default) or Resource search. Event calendar search is not enabled on the system at this time.
3. Click Find. If there is more than one person or resource with a similar name, Oracle Calendar will ask you to choose the correct name from a resulting list.
4. Click View to open the agenda.
5. Add events to the agenda just as you would add them to your own. See the section on Adding an Agenda Entry for details.
6. To return to your own agenda, click the My Agenda button on the Toolbar of the open agenda.

To View a Group Agenda:

1. Click on the Open Group Agenda button on the toolbar to open the Group Agenda window.
2. To open a Saved Group, click the Groups radio button, then click Find, then select the group of your choice, OR
3. Type the last name of the first person or resource whose agenda you want to view into Find field, then select the radio button (also known as option button, a round button) for People, Resources, or Groups. Click the Add Selected button to add the selected agenda to the group view.
4. Repeat step 2 for all of the people or resources you want to see in a group view.
5. When you are finished adding people and resources, click View to open the group agenda view.
6. Using the All column to determine free times for all, locate the time and date for your group event. Then either click on the time in the far left column of the group view, or enter the start time into the Selected Time box above the group view. Enter the meeting length into the Duration box, then click the Create a Meeting button.
7. In the resulting New Meeting window, click the General tab to add a meeting name, etc. See the section on Adding an Agenda Entry for more details of creating a new entry. Note: Group agendas can only be viewed in Daily view. The All column on the left of the group view shows free or booked time for all group members. You can also view the agenda of a single group member by clicking on the member's name in the column header of the group view.

To Manage and Create Saved Groups:

1. Click on the Preferences Icon on the far right of the Toolbar, and select Manage Groups.
2. Click the New button to create a new group, or the Edit button to edit a group you created previously.
3. In the New Group window, give the group a name, and choose the Group Type. Note: Private groups are only viewable and accessible by you, the group owner. Members-only groups may be viewed and used by any person belonging to the group, although only you as group owner may add or remove people from the group or delete the group.
4. Click Create when you have added all of the members you wish to the group, then click OK to exit the Manage Groups window.
   
   
5. To use your saved groups when creating a new meeting, click the Groups radio button in the People and Resources window, then click the Add button to add the members of that group to the meeting. To view the group members schedules before choosing a meeting time, click the Group View Icon. Once you have chosen the time for the meeting, create it as usual.

Access Rights

You can control how other people view your calendar and schedule you for events by setting Access Rights. By default, Oracle Calendar allows everyone to view your calendar and to schedule you for events. Changing your access rights allows you to have both local and global control over who can view your schedule and invite you to events. The procedure outlined below allows you to see the default settings and understand the changes you can make to them.

To View and Change Access Rights Settings:

1. Click on the Preferences button on the far right of the Toolbar and select Edit Access Rights.
2. To set access rights for anyone able to view your calendar, click on Default: Any unlisted person, then click the Edit Access Rights button. Note: To set access rights for a specific person, enter the person's last name in the Find field, click the Find button to locate the person, then click Edit Access Rights and proceed to Step 3 above.
3. By default, the radio buttons indicating View Times Only are checked, showing anyone who views your schedule only the times of your entries, whether Normal, Confidential, or Personal. Clicking the radio buttons under View Entries will allow any unlisted person to see the details of your entries, not just blocked out time. Clicking the View radio buttons under Tasks will allow any unlisted person see your tasks. The default is for no viewing of tasks. Note: An unlisted person is anyone you have not specifically listed as having certain access rights to your account.
4. By default, the box indicating Can Invite You to Entries is checked. Scheduling Rights are different from Viewing Rights. If you give other users Scheduling Rights but no Viewing Rights to your agenda, they will not be able to check for conflicts when scheduling you for a meeting.
5. Click OK to save the changes. Note: To deny all access to your calendar, choose the None radio button for each type of entry.
   

This setting prevents anyone not given specific viewing rights to your calendar from checking for conflicts, when scheduling a meeting with you. If you wish to deny people access to scheduling you for events, go to the Scheduling tab and uncheck the box Can Invite You to Entries. By turning off both Viewing Rights and Scheduling Rights for any unlisted person, anyone not listed as having specific access will not be able to see your calendar entries, nor will they be able to invite you to events.

Printing

Oracle Calendar for the Web provides two printing options:

• Print your schedule or the contents of any Oracle Calendar for the Web window from your Browser's print command, which is the print button on your browser toolbar or in the menu bar, File > Print.
• Select the Printer-friendly Format option, which is under the top right of the Toolbar, for your own or other agendas. Use your browser print command to print the contents of the resulting printer-friendly display.

Sign Out of Oracle Calendar for the Web

It is critically important that you sign out of Oracle Calendar for the Web when you have completed your session, especially if you are using a computer in a public location. Failure to sign out could leave your calendar accessible to the next person who uses the computer, even if you closed the browser window.

1. Click on the Sign Out Icon located on the far right of the Toolbar.
2. Close your browser.

Preferences

Oracle Calendar for the Web has many settings, which allow you to customize the way your agenda is displayed. These are available from the Tools Icon on the right side of the Toolbar. Some of them are:

• Changing the date and time formats displayed in your agenda. Click on the Tools Icon, then select Edit Preferences from the popup list. In the General tab, select a date or time format.
• Selecting the days of the week displayed in your agenda. In the Display tab, select a start day for the week, and indicate if weekend days are to be displayed.
• Changing email nofication settings. In the Email Notification tab, select the settings for sending email upon creating, editing, or deleting entries. These settings are on by default.
• Changing importance level and access level for new meetings. In the Entry Defaults tab, select the settings for default importance level and access level for all new meetings you create.
• For more information about preferences, see the Online Help available from the Help Icon next to the Tools Icon on the right side of the Toolbar.

Backup and Archiving

The Oracle Calendar server is backed up daily from approximately 2 to 3 am. During that period the Oracle Calendar accounts are not available. Data on the Oracle Calendar server is stored every fall and is available for three years, after which time data older than three years will be removed from the server

Documentation

Oracle Calendar for the Web has excellent online Help. Click the Help Icon on the right side of the Toolbar in your agenda view. Context-sensitive help is also available in many dialog boxes and windows.

If you have any further questions, please contact the ITS Service Desk.