Log on to the calendar as you do normally. You can then view another person's agenda or a resource/room schedule by choosing the Agenda icon on the toolbar or by going to the menu and choosing File , Open Agenda , An Agenda . Both of these methods will take you to the Open Agenda dialog box. To open an agenda, in the Open Agenda for field type in the name of the person whose agenda you wish to view or click on the search (magnifying glass) icon to perform a search. For more information on searching see the Directory Search section below. To open an agenda for a resource/room follow the same steps, but when you get to the Open Agenda for field, you'll need to type res: resource name . You'll replace "resource name" with the resource you wish to view, for example res:Training Recording Studio . Once you've opened an agenda, the amount of detail you see depends upon how that user has set up their access rights. While viewing the agenda you can set up a meeting or add a note or day event to that person's calendar.

The directory search tool can help you to search for people or resources you wish to add to events or for which you wish to view information. The directory search icon can be found in many locations, such as in the Attendees tab area of a new meeting, note, or day event, when opening agendas or tasks, and also in the initial login screen. You can also get to the search function by selecting Directory , Search Directory from the menu. When you select the search icon, the Directory Search window will open. Note that there are tabs for People , Resources , and Groups . To search for a person, select the People tab and type in the Surname (last name) or Given Name (first name) you wish to search for. You could also ask for a list of all names from a given department by leaving the name fields blank but typing in a department's node id in the Org Unit 1 field.

To search for a room or resource, click on the Resources tab. Type the name of the resource if you know it. If you don't know which rooms or resources are available on-line or if you can't remember their names, you can leave the Resource Name and Resource Number fields blank and simply click on the Search button. If the Local Resources Only field is selected you'll see a list of rooms/resources available only to your department that you can select from. To view a list of all resources on the entire system, turn off the Local Resources Only option, leave all fields blank, and then perform a search.

Using the Calendar really gets fun when you wish to view 3, 10, or more people's schedules all at one time. To do this, go to the menu, select File , Open Agenda , and then A Group Agenda . In the dialog box which appears, type in the names of the schedules you wish to view in the Add field. Continue typing and adding the remaining names, or use the search icon (magnifying glass) to find a name or resource, or use the group icon (three people shoulder to shoulder) to add an entire group of people to the list at one time.

If you choose the group icon you will open the Select A Group window. Note that there are four options under Groups Displayed . When Public is turned on, you will view all groups that are available to everyone on the UNC Calendar system. These are setup by the Calendar system administrators. Members Only groups are available only to members of a group while, Private groups are groups that you set up for your use only. The next section "Setting up Groups" will tell you how to go about setting up your own Private or Members Only groups. The final option All will display all groups to which you have access. Once you've finished selecting the group(s), choose OK.

Once you've added the people, resources, and/or groups you wish to view, click OK to open the Group Agenda . The Group Agenda shows a Day View for each person or resource. Note that the first column is a Combined view which shows when these people/resources are available (red blocks indicate unavailable times, white space show available times). To schedule a meeting for the group of people you are viewing, use your mouse to select a time slot in the Combined column and then select the New Mtg icon on the toolbar.

Are there groups of people that you meet with on a frequent basis? To make scheduling easier for you, Calendar provides you with an option to maintain lists of people with whom you may wish to schedule events frequently. To set up such a list, select the Directory menu and then select Manage Groups . To create a brand new group, select New . In the Group Name field, type in a name for your group. For Group Type , choose between setting up a Private or Members Only group. If you choose Private, this list will be available only for your use. If you choose Members Only, any member of that group will see this group listed and can use this list in the future to set up meetings for members of the group. Finally, in the Members field, add members to your group using the search icon to help locate members and the checkmark icon to add them to the list. Your name will not be automatically added to the group list so if you wish to be included, be sure to add yourself. Later, if you wish to change the membership of your list, you can return to this same window, select the group you wish to modify and then choose Edit to add new members or change a group type. To remove a group altogether, choose Delete from the Manage Groups dialog box.

Now that we know how to schedule a group meeting while viewing a group agenda, let's select the New Meeting icon from the toolbar and explore how to work more effectively through the additional options in the New Meeting window. Note that you can add multiple people, resources, or groups to the Name field with the Add , search , and group icons.

There are four levels of access for Calendar entries: Normal , Confidential , Personal , and Public . You will not find a definition for these levels in the on-line Calendar help because the definitions are set in large by interpretations applied by individuals and/or their departments. Here are some generalized suggestions for ways in which you might use these access levels:

• Norma l – use for run of the mill daily meetings, events and/or notes. Items that you might want a supervisor, co-workers or peers to know about.

• Confidential – work or personal events that you wouldn't want others to access.

• Personal – perhaps use this level for information that isn't work related such as social events, doctors appointments, etc.

• Public – these are events that are set up by Calendar system administrators that you cannot block from the viewing public. Examples of public events would be holidays and information about the School-wide calendar (e.g. first and last day of classes, exams).

Default access levels for meetings, tasks, day events, and notes can be set by selecting Options , Entry Defaults from the menu.

To modify access levels for an individual meeting, note, or day event entry, select the Options tab from any of those entry windows and select the desired access level from the Access Level field. To change the access level for a Task, open the task, select the General tab, and look for the Access Level field on the bottom, right-hand side of the window.

It's important here to determine what viewing rights you want to set as default (rights for the world) versus rights that you might want to give to individuals that you work with. It's also important to decide how you will define the various access levels described above before you can determine your strategy for providing users viewing rights. Let's first look at the default rights you might set. Select Options , Access Rights from the menu and then select the Viewing tab. In the list box at the bottom of the screen, you should see a listing for Default: Any unlisted person . Use your mouse to select the default and then use the various options at the top of the window to decide what information you want the general Calendar user to view. To provide different rights to individuals that you work with, select a name from the list of users with special Access Rights shown in the list box. Or, if the name is not already in the list, add it using the edit box. The following are options that you can apply:

View Entries - this allows viewing of time, title, location, and other information.

View Times Only - this means exactly what it says. People will only be allowed to see the blocks of time when you are engaged in an activity and they can view your notes and day events.

Full Viewing Rights – this provides the right to view all meetings, notes and day events.

No Viewing Rights – people with these rights can only view Public meetings plus notes and day events.

Same As Default – user rights are the same as you set for the Default user. You might select this option if you do not want to give the person any special Access Rights on this tab of the Access Rights window, but you want to allow varying rights on another tab.

In the Access Rights window, select the Viewing Tasks tab. Similar to the viewing options above, you can determine what tasks users can see. The options in this tabbed section look very similar to those on the Viewing tab–you can allow various users rights to view Normal Tasks , Confidential Tasks , and Personal Tasks . Remember that you'll want to set rights for the general public (Default: any unlisted user) and then establish individual rights for those you work with.

In the Access Rights window, select the Scheduling tab. The options in this tab will allow you to determine who can or cannot invite you to events. Note that when the Default user is highlighted, there is one checkbox in the dialog box: Can invite me to events . It is suggested that you turn on this option for the Default and if need be, add individuals that you do not want to allow to invite you to events. Note that when you do add a name to the list box, an additional option appears : Same as Default . To block this person from inviting you to meetings turn off both Same as Default and Can invite me to events .

A designate is someone who is allowed to modify or create entries in your name. You can allow a designate to view and/or modify meetings, notes, day events entries and tasks. To establish designate rights open the Access Rights window and select the Designate tab. The Default user is set to have no designate rights. In order to provide rights to an individual, you will have to add their name to the listbox and then turn on the appropriate rights. The following describes the options you can choose:

Full Designate Rights – the individual can view and modify any entry.

No Designate Rights – user has no designate rights.

Same as Default – rights will be the same as default. You would use this option if you didn't want someone to have designate rights but did want to assign different rights in another of the tabbed Access Rights areas.

Modify – the designate has the right to create or edit entries.

View/Reply – the designate can see your entries and reply to invitations in your name.

View Times only – designate can view time of your meetings only (not notes or day events).

Once designate rights have been granted to someone, they can use the following means to work with your calendar:

• To view or modify meetings, day events, and/or notes: from the menu select File , Open Agenda, An Agenda as Designate .

• To view or modify tasks: from the menu select File , Open Tasks , As Designate .

The Task Display allows you to maintain a list of all your tasks or "to-do" items and will display the status of those tasks – whether they are active, complete, incomplete, or overdue. It will also allow you to prioritize your tasks and indicate how much of the task has been completed. To open the Task Display, select the Open Tasks icon on the toolbar.

To add a new task to your list, type the name of the task in the New field and press Enter . To edit any of the tasks in your list, select the task and then double-click. That will open the Edit Task window where you can make changes to the Due date and time, priority, percent completed, or access levels, as well as turn on reminders (in the Reminders tab) or add attachments or comments in the Details tab. Select View from the menu and you'll see that you have the option to Sort your tasks (by description, due date, start date, priority, or completion level) and filter your views so you can see either Incomplete Tasks , Completed Tasks , Active Tasks , or All Tasks .

Have trouble remembering to go to meetings? Or to make the important phone call or finish the important task? Reminders can help save your day and you can set reminders for any type of agenda entry. To set a reminder for a meeting, day event, note or task, select the Reminder tab of the appropriate entry window. Select On and you can then choose between Pop-Up Window or Display Upcoming for (this will place something similar to a note in your calendar). Use the remaining two fields to indicate when you would like to be reminded. Note that you can do this in units of minutes, hours, days, weeks, months, and even years.

You can attach a file to a meeting or a task. To do so, select the Details tab to find the Attachment button. There are a couple of limitations: you can only attach one file per event and you cannot use attachments in off-line mode. Also note that it is fairly hard for people that you've included in an event to notice that there is an attachment included. If you include an attachment to an event, we suggest that you send an email to indicate that they need to get the attachment (or sending the attachment via email might be even better). To access the attachment, simply open the meeting or task, locate the attachment, and double-click to launch the file in its appropriate application. If you get the message "There is no application associated with this file. Would you like to create one? " choose Yes and you can then Browse for the appropriate application that this document was created in.

To view these preferences from menu choose Edit , Preferences , Off-line . Select the Location tab. In the Directory Name field, be sure to indicate what directory you would like your calendar downloaded to. If you're downloading to a laptop or downloading to a desktop machine for backup purposes, we suggest that you download to C:\Program Files\Netscape\Communicator\Calendar\Offline . Otherwise, you may wish to save to a floppy disk. Note : the Offline directory isn't a pre-existing directory. Be sure that the option to Create directory if none exists is turned on so that the new directory can be created for you. Select the Download tab. It is here that you can indicate the period of time that you'd like the downloaded file to include. You can also choose to download your calendar automatically when exiting CorporateTime Calendar.The People/Resources tab allows you to indicate other calendars that you would like to download. You might download other agendas so that you can set up meetings while you're out of the office. When you download other agendas, you will only be able to view the entries for which you have viewing rights. Once you go back on-line these meetings will be uploaded into the affected calendars.

The Group tab allows you to choose which groups will be downloaded in your off-line agenda. It doesn't actually download the agendas of people included in the group, but it does download their names and other group attributes so that you can schedule meetings using the group functions. (To actually download other agendas, use the People/Resources tab.) If you don't want to include any groups, select No Groups . Choosing All Groups downloads all public groups, members only groups that you belong to, and private groups that you own. To download only certain groups choose Select Groups .

When there are discrepancies between the off-line and host agenda (on-line version), the options in the Reconciliation tab help Calendar make decisions about how they are handled. To play it safe, we recommend that you select the options shown in the graphic to the left; rather than allow for any automatic updates, turn on reconciliation dialog boxes and check for conflicts on upload. In addition, we'd recommend that you turn on the option Redownload Host Agenda after upload . This will ensure that your off-line and on-line agendas are identical after each upload.

To begin working in off-line mode, follow these steps:

1) Go to the menu and select File , Download to Local File . After the download is complete exit from Calendar.

2) To work in off-line mode, start up Calendar and type in your normal User Name and Password . For Server Name , choose Off-line from the drop-down list. Feel free to make any changes you wish to your agenda.