Stay one step ahead of your busy timetable.  Manage your schedule, and keep track of your appointments and tasks by utilizing the Intra.Net™ Calendar application. 

 

Not only can you keep track of your appointments, but you can also merge your Calendar with other Calendars that exist within the Intranet to stay in-tune with your associate’s schedules.

 

Categorize your daily Events; add notes or reminders to them even add Events occurring in other time zones.

 

The Intra.Net™ Calendar application is definitely the fastest and easiest way to manage your Company and private schedule.

 

 

Creating a Calendar Application

 

Note: If you are not an Administrator, and you wish to add this application to the Company Headline section, you must have at least the Read and Post access right at the Company Headline section (Root).

 

Note: If you are not an Administrator, and you wish to add this application to a Section that exists within the Company Headlines section, you must have at least the Read access right at the Company Headline section (Read), and at least Read and Post at the Section.

 

1. Within the Content Browser, click on the Create button located to the top right.

 

Note: The Create New Application dialog appears.

 

2. Select Calendar from the Create: drop-down menu.

     

    3.  Within the Name field, enter a name for the Calendar application.

 

Note: The Name of the application should also be clear to other User’s who read it.

 

4. Click the Browse button.

 

Note: The Choose Folder dialog appears.

 

5. Now you must decide where the application will be situated within the Intranet.  This depends on what access rights you have been given and where you would like the application to be located.  Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation:

 

ü       If you have been given at least the Read and Post access rights at the Root of the Intranet, you are able to add the application to the Root and to any Section that you have Read and Post.  Click on Company Headlines to have the application sit at the root of the Content Browser or click on the desired Section to add the application there. 

 

ü       If you have been given at least the Read and Post access rights at the Root of the Intranet, and you would like to add the application to a Section, you may have to locate the Section as it may be hidden within another Section.  Therefore, you must click on the Section’s plus sign (+) to expand its contents.  Once you have located the Section, click on it to save the application there.

 

ü       If you have the Read right only at the root, you can only add the application to your My Section area.  Click on My Section within the Choose Folder dialog to save it there.

 

Note:  Remember, an Application cannot be added to another application.

 

6. From the list of icons available, select an icon that you feel best suits the Calendar application.

         

    7.  If you would like to create a personal shortcut to the application, check the Include in Quickbar checkbox.

 

Note: The Quickbar allows you to set your own personal shortcuts to frequently accessed Applications rather than navigating throughout the Content Browser to access them.  A Shortcut is your own personal quick link that no other system member is able to view.  Once the shortcut is created it is located on one of the left Containers that you created; the container depends on which one you select from the drop-down menu.  If you have not created containers and would like to, refer to Quickbar Settings - Create a Container on Your Quickbar within the Help Guide.

 

8. From the drop-down menu, select the Container you would like the shortcut to be placed on.

       

   9.  Click Save.

 

Note: If you have saved the Application to the wrong location within the Content Browser, you must have at least the Read, Post and Modify access right within the Section to delete the application.

 

Note: The Application is now added to the Content Browser within the chosen location.

 

 

 

Assign User and Group Access Rights to a Calendar Application

 

If System Members are to have access to the Calendar Application, you must assign User or Group Access Rights.  Follow the instructions below to assign User or Group Access Rights to the Calendar Application.

 

Assigning the following access rights to Users or Groups within Applications will allow them the following privileges:

 

Four different User Access Rights exist: Read, Post, Modify and Admin.

ü       Read - view documents/files/images/links/events/contacts/etc within a Section or Application.

ü       Post - add new documents/files/images/links/events/contacts/etc to a Section or Application.

ü       Modify - edit any existing documents/files/images/links/events/contacts/etc within a Section or Application but unable to post new documents.

ü       Admin - The User is given Administrator privileges for a particular Section or Application allowing them complete control over documents/files/images/links and assigning Users Access Rights in that particular area. This User becomes a Section or Application Administrator.

 

Permissible User Access Right Combinations

 

ü       Read  - allows the User to only view items within a Section or Application, the User is unable to post and modify new and existing items.

ü       Read – Post  - allows the User to view and post new items within a Section or Application but the User is unable to modify existing items.

 

ü       Read – Modify - allows the User to view and modify existing items within a Section or Application but the User is unable to post new items.

 

ü       Read – Post – Modify - allows the User to view, post and modify new and existing items within a Section or Application.

 

Note: As a security measure, you are unable to assign Access Rights to any applications that exist or are added to your My Section area.  You are the only User that is able to see the information that is stored here.  

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       First, you must locate the Calendar Application within your Content Browser.  The location depends on whether you saved the Calendar Application to a Section or to the Root section (Company Headlines) of your Intranet.  If you saved the Calendar Application to a Section, click its plus sign (+), otherwise, it should be visible within your Content Browser.

     

2.       Within the Content Browser, click on the lock  icon located next to your Calendar Application.

     

3.       Make sure the Access Rights tab is selected.

    

Note: The application you have currently accessed has automatically inherited its Access Rights from its parent section.

 

Note: The All Users and Admin Users groups may be automatically added to this section or application.  You may use these groups or you may implement your own system.  They have been added for your convenience.

 

Note: If a User belongs to a group that has already been assigned Access Rights, you may override their group access rights by assigning them individual User rights to the Section or Application. 

 

Note: If Users or Groups have already been added to this Calendar Application, you may view them in several ways.  For example, click Show All to list both individual Users and Groups that have been assigned access or click Show Users to list only individual Users who have been given access or click Show Groups to list only User Groups who have been given access.

 

4.   If you would like to change the Access Rights assigned to the User, simply click on the User or Group within the list.

 

Note: The Permissions dialog for that User or Group appears with the assigned access rights.

 

9.       Reassign the User or Group access rights and click Save on the dialog.

 

Note: The User or Group is now reassigned access rights.

 

4.       Click Assign User Rights or Assign Group Rights if you would like to assign a User or Group access rights that is not listed.

 

Note: The Assign Access Rights dialog appears. 

 

Note:  All Users and Groups of the Intranet are listed.

 

Note: When assigning User or Group Access Rights to a Section or Application that exists within the Company Headline section, the User or Group to be assigned, must have at least the Read access right within the Company Headline main section, before any access rights can be assigned to any of its Sections or Applications.  If you do not have this ability, contact your System Administrator.

 

5.       Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the Calendar Application.

 

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

 

6.       Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area.  

7.       Click Save on the dialog.

 

Note: The User(s) or Group(s) is now added to the Access Rights area with the assigned permissions visible.

 

 

 

Modifying Your Calendar Application Properties

 

Here you are able to change the name of the Calendar Application or choose another Icon for it.  Both changes will be visible within your Content Browser.  The name you select for the Calendar Application should be clear so that other Users are able to recognize it.

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       First, you must locate the Calendar Application within your Content Browser.  The location depends on whether you saved the Calendar Application to a Section area or to the Root area (Company Headlines) of your Intranet.  If you saved the Calendar Application to a Section area, click its plus sign (+), otherwise it should be visible within your Content Browser.

     

2.       Within the Content Browser, click on the lock icon located next to your Calendar Application.

     

3.       Select the Properties tab.

    

Note: Here you are able to modify the Calendar Application’s Name, as well as select an icon for the application.

 

4.       Within the Name field, enter a new name for the Calendar Application and/or select a new icon.

5.       Click Save Changes.

 

Note: The Calendar Application’s changes are now modified within your Content Browser.

 

 

 

 

Viewing Calendar Events

 

An Event refers to an appointment, meeting or general instance that is logged into your calendar.

 

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

  

1. Within the Content Browser, click on the Calendar application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Once you have added your calendar appointments and events, they can be viewed in the Day, Week or Month view.

 

2.  Select the preferred View by clicking on the Day, Week or Month view button.

 

Day View - lists the events/appointments that have been entered for that particular day from 8 am to 8 pm.

 

Week View - lists the events/appointments that have been entered for that particular week.

 

Month View – lists the events/appointments that have been entered for that particular month.

           

            Note: The current day is shaded in orange within the month view .

 

 

 

Moving through Days, Weeks or Months 

 

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

  

1. Within the Content Browser, click on the Calendar application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Once you have added your calendar appointments and events, they can be viewed in the Day, Week or Month view.

 

2.  Select the preferred View by clicking on the Day, Week or Month view button.

3.  Click on the Day, Week, or Month button.

 

       

    4.  To move forward or backward between days, click on the left or right arrow on the Day 

         button.

    5.  To move forward or backward between weeks, click on the left or right arrow on the Week 

         button.

    6.  To move forward or backward between months, click on the left or right arrow on the Month 

         button

 

 

Create a Calendar Event

 

An Event refers to an appointment, meeting or general instance that is logged into your calendar.

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1. Within the Content Browser, click on the Calendar application that is to be accessed.

           

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Events can be viewed in the Day, Week or Month view.

 

2. Select the preferred view by clicking on the Day, Week or Month view button.

           

    3.  Click the Add New Event button.

    

Note: The Event Manager dialog appears.

       

4.  Enter the Event information including: Event Title, Date, Time, Type and Time Zone.

 

Event Title: Title for the event being posted.
Event Date/Time: Month, day, year and time.
Event Type: Indicates the nature of the event, such as General Event, Company Meeting, conference call, etc.
Event Time Zone: Defaults to the time zone that was selected in the User Preferences area.  If the event’s time zone is to be different, select the appropriate time zone from the Event time zone drop-down menu.

5. Within the Note field, enter an important message or information regarding the event.

           

    6.  If you do not want the event to repeat, check Do Not Repeat This Event.  To repeat the event, select Repeat and from the drop-down menu select how often, the duration, and until what date the event should occur.

    7.  If there is information that should be attached to the event, enter it in the Note area.

    8.   Click Save or click the Save & Notify button to send E-mail Notifications.

 

Note: The E-mail Notification dialog appears.

 

    9.  Select Show Users or Show Groups to locate the Users you would like to send the e-mail notification to.

   10.  Check the checkbox next to the User or Group that is to be sent the e-mail notification.

     

   11.   Within the Enter Notification Message field, enter the message that will notify Users 

          of the new Calendar Event.

  12.  Click Save.

      Note: The E-mail notification is now sent to the selected User(s).

 

 

Import/Export Calendar appointments with Outlook®

 

Importing Appointments from Microsoft Outlook®

 

System Members who have been given Read and Post access rights within a Calendar application are able to import their contacts from Outlook®.

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1. Within the Content Browser, click on the Calendar application that is to be accessed.

           

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Appointments can be synched in the Day, Week or Month view.

 

2. Select the preferred view by clicking on the Day, Week or Month view button.

          

    3.   Click the Import/Export button.

 

Note: The Import/Export Utility dialog appears.

 

4. Click Next.
5. Select Import Data into your IMS and click Next.

    

    6.  Select Microsoft Outlook 97/2000/XP as the source to be importing from and click Next.

    

    7.  Select from the following choices how duplicate appointments should be handled and click Next:    

·         Replace duplicates with the items imported

·         Allow duplicates to be created

·         Do not import duplicate items

 

    

 

   8.  Click Finish to import your appointments into this particular Calendar application.

    

       Note: Outlook™ appointments are now added to the Calendar Day, Week or Month view.

 

 

Exporting Appointments to Microsoft Outlook®

 

System Members who have been given Read and Post access rights within a Calendar application are able to export their contacts from the application into their Outlook®.

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1. Within the Content Browser, click on the Calendar application that is to be accessed.

           

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Appointments can be synced in the Day, Week or Month view.

 

2. Select the preferred view by clicking on the Day, Week or Month view button.

        

    3.  Click the Import/Export button.

 

Note: The Import/Export Utility dialog appears.

 

4. Click Next.
5. Select Export Data from your IMS and click Next.

     

    6.  Select Microsoft Outlook 97/2000/XP as the source to be exporting to and click Next.

    

    7.  Select from the following choices how duplicate appointments should be handled and click Next:    

·         Replace duplicates with the items imported

·         Allow duplicates to be created

·         Do not import duplicate items

 

    

8. Click Finish to export the appointments from this Calendar application into Outlook®.

 

Note: Intranet appointments are now added to Outlook®.

 

 

 

Import/Export Calendar appointments with your Palm™ Pilot

 

Importing Appointments from your Palm™ Pilot

 

System Members who have been given Read and Post access rights within a Calendar application are able to import their appointments from their Palm™ Pilot.

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the Calendar application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Appointments can be synched in the Day, Week or Month view.

 

2.       Click Import/Export.

 

Note: The Import/Export Wizard dialog appears.

 

3.       Click Next.

4.       Select Import Data into your IMS and click Next.

5.       Select Palm™ Pilot as the location of the stored appointments and click Next.

6.       Select from the following choices how duplicate appointments should be handled and click Next:          

·         Replace duplicates with the items imported

·         Allow duplicates to be created

·         Do not import duplicate items

 

 

7.       When prompted, activate the Hot Sync button on your Palm™ Pilot.

8.       Click Finish to import your appointments into this particular Calendar Application.

 

Note: Outlook™ appointments are now added to the Calendar Day, Week or Month view.

 

 

 

Exporting Appointments to your Palm™ Pilot

 

System Members who have been given Read and Post access rights within a Calendar application are able to export their appointments from the application into their Palm™ Pilot.

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

  1. Within the Content Browser, click on the Calendar application that is to be accessed.

         

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Appointments can be synched in the Day, Week or Month view.        

   2.  Click Import/Export.

      

Note: The Import/Export Wizard dialog appears.

 

3. Click Next.
4. Select Export Data from IMS and click Next.

      

   5.  Select Palm™ Pilot as the location of the stored appointments and click Next.

      

   6.  Select from the following choices how duplicate appointments should be handled and click Next:    

·       Replace duplicates with the items exported

·         Allow duplicates to be created

·         Do not export duplicate items

 

      

7. When prompted, activate the Hot Sync button on your Palm™ Pilot.

      

   8.  Click Finish to export your appointments into your Palm™ Pilot.

 

Note: Intranet appointments are now added to your Palm™ Pilot.

 

 

 

Importing Appointments through a Comma Separated Values (CSV) file

You are able to import your appointments through a Comma Separated Values (CSV) file.  However, before you are able to import appointments into the Calendar application, your appointments must be in a CSV file format saved on your computer system. 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

Note: The CSV file’s appointment information must be sorted by the following headings: Title, Start, End, and Note

   1.  Within the Content Browser, click on the Calendar application that is to be accessed.

        

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: Appointments can be synched in the Day, Week or Month view.

    

2. Click Import/Export.

   

    Note: The Import/Export Wizard dialog appears.

   

3. Click Next.
4. Select Import Data into your IMS and click Next.

        

    5.  Select Comma Separated Values (CSV) file as the location of the stored appointments and click Next.

       

    6.  Click Browse to provide the path to the Comma Separated Values (CSV) file that contains the data you   want to add to your intranet

 

    Note: The Open dialog appears.

 

    Note: Make sure you remember the saved location of your CSV file on your local system.

 

7. Locate the CSV file on your local system and click Open.
8. Click Next.
9. How are your fields delimited?  Select the appropriate options listed until your data appears correct in the preview window.  A Delimiter is used to separate the User information within your CSV file. If the delimiter used is not listed, select the Other option and within the text field, enter the delimiter used.

 

Note: Select either (  ), ( " ), or ( ' ) for your strings of text from the Text Qualifier drop-down menu.

Note: Use the Preview window to make sure your data appears correctly before to proceed.

 

10. Click Next.
11. From the Intra.Net™ fields listed, select from each drop-down menu the corresponding field to your CSV file.

          

  12.  Click Next.

  13.  Click Finish to import your appointments into this particular Calendar application.

 

Note: Your CSV file appointments are now added to the Calendar’s Day, Week and Month view.

 

 

Viewing Calendar Event File Attachments

 

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1. Within the Content Browser, click on the Calendar application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

2. In the Day, Week, or Month View, click on the Event link that has the attached file.  A small paperclip icon next to the event link indicates an attached file.

Note: The Event Manager dialog appears. 

Note: The Attachments section appears at the bottom of the dialog. 

3. Click on the Attachment name to view it.

     

Note: The Attachment appears in a third window.

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