How To Use the Group Calendar in your Webmail
The Advanced Webmail provides a Group Calendar for use by your group. Note that this is different from simply sharing your calendar with other people. All accounts in your domain will automatically have access to the Group Calendar for your group, but access permission for any particular account can be different, so some accounts may only have viewing access while other accounts may have full control to add, edit, and delete calendar events as well as just view them.
When you create a calendar event, you can also set up a reminder notice, which will then be sent by email automatically to all attendees at the time you specify.
If you have an event that repeats on a regular basis, you can also use the "recurring" function so that you only have to define a calendar item once and then specify how many times and the frequency it should occur, and your event will be automatically repeated for you in the calendar.
When working with the Calendar, don't click on your browser's "Back" button because this will take you completely out of Calendar View.
If Group Calendar functionality is turned on for your domain, then below your regular menu items in the vertical menu on the left you will see a folder called "Group". When you expand the folder, there's a subfolder with the name of your domain (for example, "activeriver.com"). When you expland this subfolder, you'll see the Calendar that is the Calendar for your group. (See Figure 1.)
To view the Group Calendar, just single-click either the calendar icon or the text "Calendar" next to the icon, and the Group Calendar will be displayed in the browser window.
Important: Note that there is a Calendar icon in your regular menu items, and also a Calendar button in the column of buttons at the bottom of the menu. If you click on either of these it is your personal calendar that is displayed, and NOT the Group Calendar.
In the browser window, we'll be referring to five different sections (see Figure 2):
- Vertical menu on the left.
- "Banner" strip at the top (that says "Calendar").
- Toolbar, just below the banner.
- Main view, in the middle, below the toolbar.
- Miniature calendar, on the right, below the toolbar.
On the right side of the window you'll see a miniature calendar of the current month and the following two months, displayed vertically. Notice that in the miniature calendar, the current day is always shown with a box around it, while the selected week is shown with a dashed line bordering the top and bottom which corresponds to the week showing in the main part of the display (if you're in "Week View" mode).
When the Group Calendar is first displayed, the default view is the "Week View," and the current day is highlighted in light yellow. Calendar events for the week will be displayed, showing the time set for the event and the first several characters of the event subject. Notice also that the specific week being displayed is identified on the right side of the banner (for example, "5/14/2006 - 5/20/2006"). Notice also that on the toolbar there are three little calendar buttons, with a "1", a "7", and a "31". The "7" button refers to "Week View", and you'll see that it is the currently selected button. (The other view modes are described below.)
To select a different day, just single-click on that day. (See Figure 3.) (Note: If you double-click on a day, a new window will pop up for you to define a new calendar event, so don't double-click unless this is what you want to do. Setting up a new calendar event is described in detail below.)
If you want to select a different week, single-click either the left arrow (for the previous week) or the right arrow (for the following week) that are on either side of the week identification that's shown toward the upper right. (See Figure 4.) Again note that in the miniature calendar on the right, the week you have changed to is highlighted with a dashed border.
Another way to select a different week is by using the miniature calendar. Just single-click on the red double-arrow to the left of the week you want to select. (See Figure 5.)
To switch the viewing mode to "Month View", single-click on the "31" button on the toolbar. This will display the entire selected month in the main view. (See Figure 6.) Note that the date range shown on the right side of the banner now corresponds to the entire month. As in week view mode, if you click on the left arrow or right arrow in the banner, this will change to the previous month or following month respectively.
Another way to select a different different month is by using the miniature calendar. Just single-click on the month name itself of the months you want to display in the main view. (See Figure 7.) A third way to navigate to different months is to single-click on the left arrow (previous) or right arrow (following) that are at the top corners of the miniature calendar.
To switch the viewing mode to "Day View", single-click on the "1" button on the toolbar. This will display a single day in the main view. (See Figure 8.) Note that the date on the right side of the banner now shows a single day, which is the day shown in the main view, and this day is also shown with a dashed border around it on the miniature calendar (while the current day, selected or not, always has a solid border around it in the miniature calendar). Clicking on the left or right arrow in the banner changes to the previous day or following day.
Another way to select a different different month is by using the miniature calendar. Just single-click on the day you want displayed in the main view. (See Figure 9.) In Day View mode, as in Week View and Month View, any events on that day are shown. However, in Day View if there is no event on that day, the main view shows a message box with a message telling there are not entries on that day (see Figure 10), and if you single-click on the box this will bring up the window you use to add a calendar event. (But see the next section for a discussion about setting up calendar events.)
Editing Calendar Events
To add an event to the calendar, you can click on the "New" button in the toolbar (see Figure 11), or click on down-arrow button next to the "New" button and then click on "Appointment". But if the day you want to add an event to is displayed in the main view, then a third way to add the event - and the easiest way - is to just double-click on any open area (unscheduled) in the main view. All three of these methods will have the same result, which is that a window will pop up that you use to set up the calendar event, or "appointment" (see Figure 13).
Note that when the "Appointment Configuration" windows pops up, the default date value for "Start time" and "End time" will be the day that was highlighted in the main view. (If you are in "Day View" mode in the main view, and you double-click on a particular time block on that day, the "Start time" will also default to the time you double-clicked.)
To edit an already existing event, navigate to the day that the event is scheduled for (using any of the various methods described in previous sections), then either double-click the entry where you see it in the main view, or right-click on the entry and click the "Edit" option (see Figure 12).