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Calendars Tab Topics

You can create and manage calendars, and you can subscribe to other people’s calendars. Click a link for instructions on the topic you need help with.

For instructions on how to perform the following calendaring tasks, click the links:

Editing an Existing Calendar

You can only edit your default calendar or calendars you have created.

  1. Click the Calendars tab.

    2. You see the Calendars list an alphabetical list of your calendars and the calendars you subscribe to. The Edit link appears only next to the calendars you can edit. Other calendars have a View link instead.

  2. In the Calendars list, click the Edit link next to the name of the calendar you want to edit.

    3. The Edit Calendar window opens. (If you clicked the name of the calendar, you will get the calendar displayed instead of this window.)

    For information on the Calendar Address at the bottom of the Edit Calendar window, see Sending the Calendar Address Link to Others.

  3. Make the changes you want.

    4. On the Calendar tab, note that you can change the Display Name but not the Calendar name.

    For instructions on setting permissions, see Changing Permissions for a Calendar.

For more explanation of Permissions, see Step 7 in Creating a Calendar, or Controlling Access to Your Calendar in the Concepts Guide.

  1. Click OK.

    2. The Edit Calendar window closes and the calendar’s properties are updated.

Creating a Calendar

  1. Click the Calendars tab.
  2. Click New Cal.

    3. The Edit Calendar window opens.

  3. Enter a name for the new calendar in the Calendar input box.

    4. Each calendar must have a unique name. To ensure unique names, your user ID will be added to the front of the name you enter here.

    A calendar name can’t contain spaces, but can include the following characters:

    Alphabetic (a-z, A-Z) and numeric (0-9) characters

    Special characters: period (.), underscore (_), hyphen or dash (-), apostrophe (‘), percent sign (%), slash (/), or exclamation point (!)

  4. (Optional) Enter a display name for this calendar in the Display Name input box.

    5. This display name can remind you of the purpose of this calendar. For example, if the short name for the calendar is Personal, the display name could be something like Jane’s Personal Calendar.

  5. (Optional) Enter a text description of this calendar.
  6. (Optional) Select the Availability checkbox if you want this calendar to show up when determining your availability for an event.

    7. If you check this box, be sure Availability is checked in the Permissions tab as well, so that others can see your availability. This also allows others to find your calendar in Calendars Search and subscribe to it.

  7. (Optional) Click the Permissions tab if you want to allow other’s to view or work with this calendar.

    8. There are 5 permissions that allow you to share your calendar to varying extents:

    Availability - Allow people to see a free/busy representation of your calendar in the Comparison view. People will not be able to see any of the details of your events and tasks. Allows people to see your calendar in the Calendars Search window and to subscribe to your calendar.

    Invite - Allow people to add events to your calendar by inviting you.

    Read - Allow people to see the details of your public events and tasks. You must combine this with the Availability permission in order for people to view your calendar in the Comparison view.

    Delete - Allow people to delete events and tasks from your calendar.

    Modify - Allow people to modify (edit) events and tasks in your calendar. Also allow people to enter events and tasks directly onto your calendar (not by invitation).

    “Everybody” means all calendar users. There may be certain permissions that you do not want to share with Everybody. For example, you might not want to give permission to all calendar users (Everybody) to Delete and Modify events and tasks in your calendar, but you might want to give that permission to one or more individuals.

    You can’t delete the Everybody entry, but you can remove all permissions from Everybody. A calendar with no Everybody permissions (and no other owners, see Step 9 that follows) is totally private. That is, no one can search for and find this calendar, nor can they subscribe to it, nor can they use it for availability in scheduling events.

    Once you have set the permissions for all users (Everybody), you can give individual users additional permissions. You can’t deny an individual user permissions you give to Everybody.

  8. (Optional) If you want to give individual users additional permissions:
    1. Enter the user ID into the User text input box.
    2. Click Add User.
    3. Set the permissions you want to give this person.

      4. Repeat steps a through c above for each person you wish to give permissions to (up to the limit of 75 individuals).

      You can’t deny an individual user permissions you give to Everybody. For example, if you gave Everybody Read permission, you can’t deny an individual Read permission by adding them and giving them only Availability permission. The Everybody permissions override individual permissions.

      You do not have to add individuals here if they are going to be co-owners (see the next step). They automatically get all permissions.

      You can delete an individual user by selecting the Select checkbox, and then clicking Delete Selected User.

  9. (Optional) Click the Owners tab to add users whom you want to make co-owners of this calendar.

    10. Owners have the same rights to the events and tasks on your calendar that you do. They automatically have all the permissions from the previous tab. You do not have to add them as individual users in the Permissions tab.

    To add an owner:

    1. Enter the user ID of the owner in the Owner input box.
    2. Click the Add Owner button.

      3. If you change your mind, you can delete an owner by selecting the checkbox next to the name and clicking the Delete Owner button.

  10. (Optional) Click the Time Zones tab if you want this calendar to have its own time zone.

    11. If no time zone is specified, this calendar will always be displayed in your default time zone (set in the Options tab). For more instructions on choosing time zones, see Choosing a Time Zone. For more information on time zones, see the Concepts Guide, Working with Time Zones.

    You see the three global areas listed at the top: North/South America, Europe/Africa, Asia/Pacific Rim.

    To set a time zone for this calendar:

    1. Click the global area for the time zone you want.

      2. For example, if you want to set the time zone to Pacific/Honolulu, but the North/South America list is being displayed, click Asia/Pacific Rim to see the list of Pacific time zones.

    2. Click the circle next to the name of the appropriate time zone.

      3. The number you see on the right indicates the offset in hours from GMT.

  11. Click OK when you are ready to create the calendar.

    12. The calendar is created and placed on your Calendars list.

Viewing a Calendar

You can select a different calendar to view in two ways: from the Calendars list on the Calendars tab, or from the Current Calendar list on the View tab.

From the Calendars List (Calendars Tab)

  1. Click the Calendars tab if you are not already there.

    2. You see a list of all of your calendars and the calendars you subscribe to.

  2. Click the name of the calendar you want to view.

    3. The calendar is displayed.

  3. (Optional) Click Subscribe to add a calendar to your list.

    4. If the calendar you wish to view is not currently in your calendars list, you can subscribe to the calendar. For instructions on how to subscribe to a calendar, see Subscribing to a Calendar (Calendars Search).

From the Current Calendars List (View Tab)

You can view any of the calendars you have created or you are subscribed to, or any of the groups you have created, by selecting one from the Current Calendar list on the View tab.

  1. From the View tab, click the Current Calendar pull-down menu.
  2. Click the name of the calendar you want to view.

    3. It is displayed in whatever view you were already in. For example, if the calendar you were viewing was in the Day view, this new calendar will also be in the Day view.

Sending the Calendar Address Link to Others

In the Edit Calendar window near the bottom of the Calendar tab, you see Calendar Address, with a URL link that looks something like this:

http://someserver.com/?calid=yourcalid&security=1

This link is for your convenience, so you can send it to someone outside the calendar system. For example, you can cut and paste the link into an email. When the person receiving the link clicks it, a read-only copy of your calendar displays. They will not be able to create new events or tasks on your calendar. They will, however, be able to change dates forward and backward in time, thus viewing your entire calendar, not just the current date. They will also be able to print your calendar.

If you want the person to be able to read and search for the details of your public events and tasks, you must have Read permission set for Everybody (all users). For instructions on how to set permissions, see Step 7 in Creating a Calendar.

If you have given Everybody only Availability permission, the person who receives this link will see only a free/busy rendition of the calendar, with no event or task details. They must be in the Comparison view to see the free/busy representation.

For calendars that you subscribe to, if you have only Availability permission, you will not see this link. If you have Read permission to the calendars, you will see the link.

Subscribing to a Calendar (Calendars Search)

If you need to refer to other people’s calendars frequently, or perform calendaring tasks in them, you can subscribe to them. Subscribing to a calendar puts it on your Calendars list and gives you instant access to it. You use the Calendars Search tool to subscribe to other people’s calendars. Subscribing to a calendar does not give you any particular permission for it. The calendar’s owner always controls what permissions you have to the calendar.

To subscribe to a calendar:

  1. From the Calendars tab, click Subscribe.

    2. The Calendars Search window opens, allowing you to search for the calendars you wish to subscribe to.

  2. In the text input box, enter the calendar name, calendar ID, or user ID of the owner of the calendar you are searching for.

    3. If you do not know the exact spelling, you can enter a fragment. For example, you could enter “steph” to search for John Stephensen. This search is not case sensitive.

  3. (Optional) To help limit the number of search results you get back, use the pull-down menus to the left of the text input box.

    4. The left-most pull-down menu options are: name or ID, name, primary owner, ID. (“ID” means Calendar ID.)

    The right pull-down menu options are: contains, begins with.

  4. Click Search.

    5. The results are listed. You may see multiple results. The results are presented in a table format. Each calendar ID has a checkbox next to it.

  5. Select one or more calendars you want to add by selecting the checkbox next to each name.
  6. (Optional) Click Apply if you want to keep the Search window open and perform other searches.

    7. Your already-selected calendars appear in a double-columned list of calendar IDs below your search results.

  7. (Optional) If you change your mind, you can remove any of the already selected calendars by selecting the checkbox to deselect the calendar.
  8. Click OK, when you have finished finding calendars.

    9. The Calendars Search window closes and the calendar IDs you selected are added to your list of calendars in the Calendars tab.

Changing Permissions for a Calendar

You can control what others can see and change on your calendar. These settings are known as permissions. For example, you can give Everybody, or certain users permission to see and change information on your calendar.

For more explanation of Permissions, see Step 7 in Creating a Calendar, or Controlling Access to Your Calendar in the Concepts Guide.

To change the permissions for one of your calendars:

  1. From the Calendars tab, click Edit for the calendar whose permissions you want to change.

    2. The Edit Calendar window opens.

  2. Click the Permissions tab.
  3. Select the checkboxes for the permissions you want to set.
  1. (Optional) Add a user to the User list.
    1. Enter the user ID into the User text input box.
    2. Click Add User.
    3. Set the additional permissions you want to give this person, by selecting the appropriate checkboxes.
  2. (Optional) Remove an individual from the permissions list.
    1. Select the Select checkbox next to the user ID you want to remove.

      2. You can’t remove Everybody. You can only remove the permissions you give Everybody.

    2. Click Delete Selected User.
  3. (Optional) Remove a co-owner.

    4. If you have given co-owner permissions to an individual and now you want them to have only some permissions, or none at all, you must remove them from the co-owners list.

    1. Click the Owners tab.
    2. Mark the owner you want to delete by selecting the checkbox next to the user ID.
    3. Click Delete Owner.

      4. If you want this user to have some permissions, you must add the user to the User list in the Permissions tab. Follow the instructions in steps 1 through 5 above.

      For information on adding owners, see Step 9 in Creating a Calendar. For more information on co-owners, see Other Owners, and Owners in the Concepts Guide.

  4. Click OK when you have finished.

Choosing a Time Zone

You can choose a time zone for your calendar under these circumstances: when you create the calendar, and when you edit an existing calendar.If you do not choose a time zone for your new calendar, your default time zone (set in the Options tab) will be used when you view it.

Time Zones for New Calendars

When you are creating a calendar, you can assign a time zone to it:

  1. From the Calendars tab, click the New Cal icon.

    2. The Edit Calendar window opens.

  2. Click the Time Zones tab.

    3. You see the three global areas listed at the top: North/South America, Europe/Africa, Asia/Pacific Rim.

  3. Click the global area for the time zone you want.

    4. For example, if you want to set the time zone to Pacific/Honolulu, but the North/South America list is being displayed, click Asia/Pacific Rim to see the list of Pacific time zones. For a list of time zones by global area, see Standard Time Zones.

  4. Click the circle next to the name of the appropriate time zone for this calendar.
  5. Click OK when you are ready to create the calendar.

Time Zones for Existing Calendars

You can also set the time zone for an existing calendar by editing the calendar.

To choose a time zone for an existing calendar, follow these steps:

  1. From the Calendars tab, click the Edit link corresponding to the appropriate calendar.
  2. Click the Time Zones tab.

    3. You see the three global areas listed at the top: North/South America, Europe/Africa, Asia/Pacific Rim.

  3. Click the global area for the time zone you want.

    4. For example, if you want to set the time zone to Pacific/Honolulu, but the North/South America list is being displayed, click Asia/Pacific Rim to see the list of Pacific time zones. For a list of time zones by global area, see Standard Time Zones.

  4. Click the circle next to the name of the appropriate time zone.
  5. Click OK when you have finished editing the calendar.

Setting Your Default Time Zone

Your default time zone is displayed in the View tab above the miniature month calendar. Calendars with other time zone settings will be adjusted to display in your default time zone by default.

To change your default time zone, follow these steps:

  1. From the Options tab, click Settings.
  2. In the Time Zones section, click your current time zone setting link.

    3. The Change Default Time Zone window opens. You see the three global areas listed as tabs at the top: North/South America, Europe/Africa, Asia/Pacific Rim.

  3. Click the global area for the time zone you want.

    4. For example, if you want to set the time zone to Pacific/Honolulu, but the North/South America list is being displayed, click Asia/Pacific Rim to see the list of Pacific time zones. For a list of time zones by global area, see Standard Time Zones.

  4. Click the circle next to the name of the appropriate time zone.
  5. Click OK to close the Change Default Time Zone window.
  6. Click Save Changes.

Enabling Display of Calendars in Their Time Zones

Even if you choose a time zone for a calendar, it will not be displayed in that time zone unless you enable the Settings option to do it.

To set the option, follow these steps:

  1. From the Options tab, click Settings.
  2. In the Time Zones section, select the checkbox labeled “When displaying a single calendar use its time zone.“
  3. Click Save Changes.

For more information about time zones, see Working with Time Zones.

Removing a Calendar (Unsubscribe)

You can’t delete calendars, but you can remove them from your calendars list. You can remove both subscribed-to calendars and calendars you have created, but you can’t remove your default calendar. Since removed calendars are not deleted from the system, you can search for and subscribe to them again, including the ones you’ve created.

  1. From the Calendars tab, select the checkbox next to the name of one or more calendars.
  2. Click Remove Selected.

    3. The calendar or calendars are removed from your calendars list, thus unsubscribing you. If you want to put a calendar back into your calendars list, you must subscribe to it again. For instructions on how to subscribe, see Subscribing to a Calendar (Calendars Search).

Only a calendar system administrator can delete calendars. Contact your administrator if there are calendars that must be deleted from the system.

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