Table of Contents
Steltor CorporateTime Calendar (hereafter referred to as Calendar) allows you to maintain a personal schedule of your activities. In addition to helping you keep your schedule organized, Calendar allows you to keep up with lists of tasks that you need to accomplish, create notes or memos to keep you on track, and also keep up with special events and holidays. One of Calendar's nicest features is that it provides you with the ability to schedule meetings with other co-workers and folks with whom you need to collaborate. It does much of the hard work for you by checking for conflicts, finding mutually acceptable meeting times for all involved parties, and then sending out email correspondence about the meeting.
As previously mentioned, part of the beauty of Calendar is being able to share your calendar and to schedule meetings with others. To do this, you will need an account on the campus Calendar server. Usually accounts are set up for an entire department rather than for individual users.
Start CorporateTime from your desktop or Start Menu. The Sign-In window will appear.
At the sign-in window, type your full name in the User Name field. If your name is not recognized by the server, try typing your last name only and click on the Search (magnifying glass) icon.
In the Password field, type your password. The initial password for everyone is unc (lowercase). While the User Name field is not case sensitive, the Password field is case sensitive. You should change this password after you log in the first time (see below).
If you're logging into Steltor's version of Calendar for the first time, click the Other button and select New from the Connection Manager to setup your connection. Type calendar.unc.edu for the Server Name and click on the Lookup button. Then select your node name from the Node drop-down list and give this connection a Connection Name before clicking OK. Close the Connection Manager window and select your connection from the Connect To drop-down list.
If you're logging into CS&T's version of Calendar type the Server Name . The server name starts with the name of the Calendar server calendar.unc.edu , followed by a comma and your node id . For example, if you work in ATN, you would type the following: calendar.unc.edu, atn .
If this is the first time you've used Calendar, it is very important that you change your password. You should also change your password periodically to ensure the security of your schedule. To do this, go to the Options menu and choose Sign-in (or choose Change Password in CS&T ) . Type your Old Password and your New Password then select OK . You will be prompted to re-enter your new password to verify the change.
Before you add too many events and tasks to your calendar, make sure that your access rights and other preferences are set appropriately. Refer to the Appendix for information on changing your preferences. Please note that if your access rights are set up as recommended in this Appendix, other Calendar users will only be able to view timeslots scheduled and not the details of your scheduled events.
When you open Calendar the first time, it will open in the Day View which contains a schedule for today's Agenda Events in the main window, space for your Tasks (to-do list) on the right-hand side of the screen, and space to list Day Events and Notes at the bottom of the screen.
Agenda Events are events such as meetings that have a specific time and possibly attendees. Tasks are entries with specific start dates and due dates that will help you keep up with your ongoing projects. A Day Event is an entry for a day that has no specific time attached to it. A Note is a "reminder" entry for a specific date.
Day View displays 1 day at a time, Task List, Day Events, and Notes
Week View displays 5-7 days at a time, Day Events and Notes
Month View displays an entire month at a time, Day Events and Notes
From the Day or Week View, you may see one or more of the following icons:
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The round checkmark means that you accepted the entry. |
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The round "X" indicates that you refused the entry. |
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The round question mark appears if you have not specified whether or not you will attend the event. |
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The pencil appears if there are comments (with Meetings or Tasks). To view the comments, open the entry and click on the Details tab. |
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The group icon is displayed when other users or resources are invited. |
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The bell indicates that a reminder has been set for the entry. |
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The paperclip denotes a file is attached. Open the entry and click on the Details tab to open the attachment. |
In addition to Holidays, Day Events, and Daily Note icons (mentioned in the In-Tray section of this handout), the Month View displays other icons, such as:
| The more icon (displayed in CS&T as an arrow) means that there are more entries than what is displayed. You can use the down arrow on your keyboard to display additional entries, resize the window until all entries are visible, or click on the more icon to return to the Day View. | |
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This "X" indicates that you have refused the entry (if agenda preferences are set to display declined meetings). This icon is also displayed in the In-Tray. |
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The grid icon resets the monthly agenda grid to its default setting, which is useful if you have resized the window. |
The buttons in the Date Control Bar , located directly under the Calendar Toolbar, assist you in moving around in the three views as follows:
| Day View | Week View | Month View | |
 
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Back/forward 1 week | Back/forward 4 weeks | Back/forward 6 months |
 
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Back/forward 1 day | Back/forward 1 week | Back/forward 1 month |
| Today | Current day | Current week | Current month |
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Select a specific date |
There are three pre-defined color schemes to choose from for viewing your Agenda Events:
Attendance Status indicates if and how a meeting invitee has responded to a meeting/event.
Importance Level indicates the assigned level of importance for the meeting/event.
Entry Ownership default) shows meetings that you set up versus those to which you're invited.
Choose between these color schemes by selecting View from the menu and then Meeting Colors .
You can add entries from any of the Calendar views, but note that Day and Week Views display time segments, making it very easy for you to start plugging in meetings and other information.
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Creating a meeting entry in your calendar is as easy as clicking on the New Meeting icon on the toolbar. Then fill out the pertinent information in the New Meeting window that appears. Generally if this entry is simply to remind you of a meeting that you are to attend, you'll want to fill in the Title , Location , Date , and Start and End Time fields. Then click on the Create button at the lower left section of the window and the information will be scheduled in your Calendar. |
There are shortcuts that you can use to make this process even quicker. On your calendar, go to the day you wish to enter a meeting, use your mouse and drag over the time duration that the event will cover (i.e. from 9:00 through 10:30 a.m.) and then double-click. That will open the New Meeting window with the Date , Start and End Time fields already filled in correctly. An even "shorter" cut is to select the day of the meeting, use the mouse to drag and select the time duration, and then start typing the meeting title right on the calendar screen.
If your meeting plans are not yet definite and final, select the Tentative checkbox located on the Options tab. Meetings marked as tentative are displayed in a different color but are still considered entries and will cause scheduling conflicts unless the invitee marks the entry as not attending.
To look for people, groups, and resources to invite to your event, click on the search (magnifying glass) icon to display the Directory Search window. From the Directory Search window, click on the People tab. Type the Surname for a list of all the people whose last name meets that criteria. You may also type a department's node ID in the Org Unit 1 field to list all the names from a given department (if the Surname and other fields are left blank) or fill out one or more of these fields to narrow your search. These search fields are not case sensitive.
The lower, left-hand box of the Directory Search window will list each name it finds based on the criteria you've entered; you may have to wait a few seconds after clicking the Search button. Select the name(s) you wish to add to your attendees list and press the Add button, or to add every name found, press the Add All button and your invitees will be displayed in the lower, right-hand box. You may also select a person's name and click on the Information button to display data such as the user's office mailing address or telephone number. Once you have added all the users you wish to from the Directory Search window, click OK to return to the New Meeting window and finish setting up your meeting.
There are two functions on the General tab that can help you find times when there is a high probability that people are available for meetings – Suggest Date/Time and Check Conflicts . Let's say that you've entered a time and date that you wish to hold your event, added your attendees and rooms, and now you want to make sure that those people and the room are really available. Select Check Conflicts . If everyone is available at that date and time, you'll receive the following message – No conflicts have been found . If, however, someone does have a conflict, a dialog box will appear that will give you more detailed information about the conflicts.
Instead of pre-selecting a time and/or date, you might also use the Suggest Date/Time button to help you pick an appropriate meeting time. You can indicate the date range in which you'd like to schedule the meeting, the number of hours duration you'd like the meeting to be, the range of hours you'd like searched, and the number of suggestions that you'd like returned. Press the List Suggestions button and Calendar will compare all the schedules and return a list of available times for you to select from. Choose the date and time you desire, press OK .
Additionally, there may be meetings or events that you need to enter for the same time every week, or every two weeks, or even on the 2nd Wednesday of each month. Calendar handles these types of entries beautifully. From the New (or Update) window, type information about the first occurrence of the event and then select the Repeating tab. You are then presented with fields that allow you to indicate the Start and End Dates (by date or in terms of numbers of weeks, months, or years), and the Frequency of the event (daily, weekly, monthly on date, monthly on days, or yearly). Be sure to click on the List Dates button before choosing OK or you will schedule this event for only one date.
When someone else creates and includes you in an event (meeting, event or note), the entry will show up in your In-Tray as well as in your calendar. To respond, double-click on the event from either the In-Tray or the calendar to view information about the meeting. You can choose from the following options found on the Reply tab: I will attend , I will not attend , and I will confirm later . In addition, with any of the first two options, you can also indicate that you prefer another time. Finally, you can choose to send an email reply to the invitees from this window by clicking on the Mail Msg button or right click on the entry and choose Send Mail .
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As stated earlier, the In-Tray is the first screen you view when Calendar is opened and is used to manage entries. If you're using the latest version of Calendar, you can turn off the In-Tray on start-up by selecting Options , In-Tray from the menu and selecting Do not open In-Tray from the On Startup tab. Use the Refresh All option from the View menu periodically, if you have chosen not to open your In-Tray at startup to view new entries. If the In-Tray is closed, you can open it by clicking on the In-Tray icon on the toolbar or by selecting File , Open In-Tray from the menu. Here you'll see a folder with your name on it, which contains four folders titled New Entries , Entries You've Accepted , Entries You've Sent Out , and Entries You've Refused . Simply click on the folders to open or close them. When open, each folder's contents, if any, will be displayed. Identifying each entry listed, will be one of the following icons: |
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Daily Note: Also displayed in the Daily, Weekly and Month Views |
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Day Event: Also displayed in the Daily, Weekly and Month Views |
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Holiday: Typically entered by the calendar administrator, holidays are also displayed in the Daily, Weekly and Month Views. If you are authorized to manage Holiday entries, choose Manage Holidays from the Directory menu. |
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Meeting |
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Recurring (Repeating) Entry |
Click on an entry's icon to view a drop-down list of invitees and resources. Double click on the entry's title or your name to view summary information (location, time, etc.) or to change your reply regarding the entry. If this is an event that you proposed, you can edit the entry.
You may also see one of the following icons while viewing entries from your In-Tray:
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The checkmark beside a user's name indicates that the user is attending. |
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The "X" beside a user's name indicates that the user will not be attending. |
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The blue question mark means that the user hasn't responded to the invitation. |
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This icon indicates that the user will attend, but prefers a different time. |
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This icon indicates that the user will not attend and prefers a different time. |
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You can maintain a to-do list to help you keep up with all your projects. To add a Task to your list, click on the New Task icon on the Calendar toolbar. In the New Task window you can provide information about the task Due Date and Time , Start Date and Time , percent of task completed, and Priority level. By selecting the Reminders tab, you can turn on reminders to help keep you on track with your project. You can attach a file or add comments to a task by selecting the Details tab. |
Unlike meetings and tasks, Notes and Day Events have no specific time of day associated with them. Both Notes and Day Events show up at the bottom of the Day View and Week View agenda pages.
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Notes are generally reminders or memos. To create a note, click on the New Note icon on the Calendar toolbar. Then enter Title and Date information in the New Note window. |
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Day Events are events that will occur on a specified date, but can occur at any time during that day. To create a day event, click on the New Event icon on the toolbar. Then enter Title and Date information in the New Event window. |
When you're away from the office, there are several options for using Calendar, such as printing, downloading your calendar to your computer to work off-line, or accessing it from another networked computer or at home through an Internet Service Provider. If you don't have access to Calendar but do have access to a browser, go to http://webcal.unc.edu/calendar/login to work with your calendar using CorporateTime for the Web. Choose the node you are logging into from the Server drop-down list and login with your User Name and Password.
IMPORTANT NOTE: The settings shown in the screen shots throughout this Appendix are the recommended settings for UNC campus Calendar users. Be sure to look over the settings carefully since many of these options are not set during installation.
To view and make changes to your preferences select Options from the menu. Then select one of the following.
Agenda: Display
Agenda: Notification
In-Tray
Scheduling
Entry Defaults: Meetings
Entry Defaults: Tasks
NOTE: Entry Defaults for Day Events and Daily Notes are not displayed here. On both tabs, Access Level is set to Normal and Default Reminders are set to Off .
Off-Line: Location
Off-line: Download
Off-line: Reconciliation
NOTE: Off-line People/Resources and Groups tabs are not shown here. The default agenda to download in the People/Resources tab is the current user. The default setting in the Groups tab is that No Groups are included in download.
General
