OIT: CorporateTime Basics Windows

Creating a new Meeting and Inviting others to it

Meetings are entries that take up a specific block of time in your Agenda. You can invite other users and resources to your Meetings, and set them to repeat at an interval you specify.

Creating a New Meeting
Adding a Person, Resource or pre-set Group of People to your Meeting
Checking for Conflicts
Attaching a File to be sent with your Meeting Proposa l
Setting the Importance and Access levels of your Meeting
Setting a Reminder on your Meeting
Create Additional Instances of a Meeting
Sending an email to your attendees

1. Create a New Meeting

To create a new meeting, ensure you are in the Agenda window and:

click on the New Meeting button on the toolbar
choose Edit > New > Meeting from the menu
press [F2] on the keyboard

Another way to create a meeting is to click on the time slot you wish your meeting to begin at and drag your mouse pointer to the time you wish your meeting to end, hi-lighting the time slot for your intended meeting. Double-click on this hi-lighted area to bring up the New Meeting dialogue box.

Enter a Title and a Location for your meeting, you should type in a location name even if you are going to invite the room as a resource as this makes it quick and easy for the meeting attendees to see the details of the meeting.

Select the Date, Start and End Time of your meeting, the duration will adjust accordingly.

Your own name is automatically listed as the meeting proposer and in the meeting attendee box. You can now click OK and the meeting will be created and the time will be blocked out in your Agenda, or you can add others to your meeting so that will block out time in their Agenda's too (see further instructions below).

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2. Adding a Person, Resource or pre-set Group of People to your Meeting

It is possible to invite people to your meeting so that your meeting entry will appear in their Agendas. This can be done is any of the following ways:

Type a persons name into the Add text box shown in the figure above and click on the green tick . If the name you typed is found in the Oracle Calendar database the person will be listed in the list of Attendees.
Click on the People Button to select a people that belong to a Group.
Click on the Magnifying Glass to open the Directory Search dialogue box:

Choose to search for People, Resources or Groups by selecting the appropriate tab.

Type in the details of a person/resource/group you wish to find and click on the Search button. Anything matching your search criteria will be listed on the left-hand column of the bottom section of the dialogue box. If you click on search without entering any details all registered people/resources/groups will be listed.

From this list select the person/resource/group that you wish to add to your meeting and click on the Add button to move that item to the right hand column. Clicking on the Add all button will copy all the search result on to the right hand column.

To remove an item from the right hand column, hi-light it and click on the Remove button.

When you have all the people/resources/groups that you want to invite to your meeting listed in the right hand column click on OK to add them to your meeting.

If you need to invite someone to your meeting who is not registered in the Oracle Calendar database it is possible to send him or her an email giving them the details of the meeting. This should be done after you have decided all of the settings for your meeting.

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3. Checking for Conflicts

When you invite a Person or Resource to your meeting Oracle Calendar will automatically check for to see if that person or resource has already been booked for something else in that time slot.

If a conflict is found the Details of Conflict dialog appears:

The Details of Conflict dialogue box lists any people or resources who are already committed have already filled that time slot in their agenda. You can then decide whether you want to reschedule the Meeting.

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4. Attaching a File to be sent with your Meeting Proposal

Go to the Details tab on the New Meeting window:

Click Attach button in the Attachment section.

In Select File to Attach dialogue box, select the file that you wish to attach to the Meeting and click Open. Once the file has been attached to the Meeting, you will see its icon in the Attachment section Details tab.

If you wish to detach a file once it has been attached, click Remove.

Please note - It is only possible to attach one file per meeting, you can overcome this problem by zipping a few files into one file, you can use WinZip (Start > Programs > Winzip).

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5. Setting the Importance and Access levels of your Meeting

The Details tab also allows you to set the Importance and Access levels of your meeting.

You can select an Importance level for your Meeting from the drop down menu.

You can also choose an Access level for your meeting.

There are 4 possible Access Levels:

Please note that the Access Level you choose does not mean anything until you have defined your Access Rights

Public - All Oracle Calendar users can see entries set as Public

Normal, Private and Confidential do not mean anything until you define Access Rights for your Oracle Calendar account

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6. Setting a Reminder on your Meeting

Go to the Reminders tab on the New Meeting window:

Choose which type of Reminder you would like to receive, when you would like to receive it and in which format.

No Reminder
Display Up and Coming - the Reminders will appear in the Notes Pane of your Day or Week View. The Upcoming Reminder will appear in the Agenda on each day before the Event occurs, beginning on the date for which you first set it.
Remind me - select the unit and measurement of time specifying when you would like to receive your Reminder. You must then select the type(s) of Reminder that you would like to receive. There are three types of Reminders that you can select here: Pop-up or E-mail. You can select to receive more than one of these three types of Reminders

If you would like to have the same reminder settings to appear on all of your meetings by default go to Tools > Options > Entry Defaults > Meetings to change the default settings.

Please note: This will only produce a pop-up reminder for you, the other attendees of the meeting will have to set their own reminder settings for the meeting.

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7. Create Additional Instances of a Meeting

It is possible to create several instances of one meeting without having to add a new meeting every time. For example if you go to a meeting every week you could add it once and then set it to repeat later dates.

The Add Date button at the bottom New Meeting Dialogue box allows you to choose random dates that do not fall in a pattern, i.e. weekly, monthly etc. Click Add Date button and choose the date for the next meeting from the calendar that appears. This date will then be added to the list of meetings.

Click on the Repeating button at the bottom New Meeting Dialogue box.

Set the frequency by choosing an option from the pull-down menu. You can choose to repeat the Meeting Daily, Weekly, Monthly on date(s), Monthly on day(s) or Yearly.

Choose a start date and an end date for your meetings.

The Until option lets you enter the date directly in the date box.
The For option lets you set a unit and interval of time (e.g. four weeks).

In the Result area, select whether to include Saturdays, Sundays and/or holidays in the recurrence pattern.

When you are happy with your settings click on OK. The dates and times of all the meetings arranged will appear at the bottom of the New Meeting dialogue box as shown below.

Once you are happy with all of the settings in your new meeting click on OK, the meeting will now appear in your agenda and will be sent to those you invited for them to respond to you whether they will attend.

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8. Sending an email to your attendees

If you need to invite someone to your meeting who is not registered in the Oracle Calendar database it is possible to send him or her an email giving them the details of the meeting.

If you have not added any other users to your meeting but you wish to send an e-mail to someone who is not on the UMBC Oracle Calendar system, create your meeting then save and close it. Re-open the meeting and go to Tools > Send Mail.

If you have more attendees than just yourself listed in the list of attendees section of the New Meeting dialogue box, when you click OK to finalise your meeting and update your, and the other people you have invited, agendas you will see the following message:

If you click on Yes the Mail Message dialogue window will appear:

The people who will be emailed about the meeting you have proposed will be listed in the distribution list section. The people you have already added to your meeting will already be listed in this box.

If you would like to email the details of the meeting to someone who is not on the Oracle Calendar system type their email address into the Other edit box at the top of the Mail Message dialogue box and click on the green tick . Their email address will then be added to the distribution list:

Individuals who are not on the Oracle Calendar system are shown in the Distribution list section with a Non-Calendar User (white) icon next to their names. Individuals who are on the Oracle Calendar system are listed with a Calendar User (red) icon next to their names.

The Message to send area contains information about the Meeting that will appear in the body of the e-mail that is sent. You can add more information to the message or modify it completely.

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