- Shows a grid with a small box for each day of the current month. A list of appointments is given for each day, but times are not displayed. Click the small arrow at the top right of a box, to see more details of the appointments on that day.
- Shows a column for each day of the current week from Sunday to Saturday (this can be changed in Calendar Options). Time of day goes down the screen and appointments are positioned against the appropriate time slots.
- Work Week
- By default, this is the same as Week. If preferred, you can choose which week days form part of your working week, by going to Calendar Options and unchecking the days which are not work days (normally Saturday and Sunday). By reducing the number of days shown, you can leave more space on your screen for work days.
- As Week view, but showing only one day. When you select an event, further details are shown in the preview pane.
If you already have a calendar in Outlook 2003/2007 or Entourage 2008, you can upload it to Nexus so that you can access it via OWA. To do the upload, you will need to set up Outlook or Entourage to connect to your Nexus account. Please see Calendars for details.
To add an appointment, double-click on the calendar in the position where you want the new appointment to appear. For example, if you are viewing by month, double-click on the day on which the appointment begins.
The level of detail you want to add to the appointment will depend on the specific circumstances. If the appointment is merely to act as a reminder to yourself, you will probably just want to put a suitable subject, and perhaps a location. In the example above, the main text has been filled in with a schedule for the day. You can use this free text area for any notes or comments, and can even attach files. This is most useful when the appointment or meeting is to be shared with others.
By default, OWA will remind you 15 minutes before each appointment by popping up a reminder window. However, you may wish to be reminded earlier or later. You can set the reminder time for your appointment to be one of a range of intervals between 0 minutes and two weeks before the scheduled start time.
You can also choose whether to mark the duration of the new appointment as Free, Busy, Tentative, or Out of Office in your calendar. Other people can use this information to help them to schedule meetings with you.
To invite people to the meeting or event, open the event screen by double-clicking on
it in your calendar (or create a new event). Go to the
Assistant tab and click the
Select Attendees button.
You can search for people in the global address book by typing in part of their name
<Enter>. Then select the person you want to invite, and click
Optional to add them. You can also
select people from your contacts, or type in email addresses directly. Separate multiple
entries using semi-colons. You might also want to add a shared resource such as a
meeting room or a piece of equipment, if these have been set up in Nexus. In this case,
add them to the
Resources section. You do not need to add yourself, as
the meeting organiser is automatically included.
You will now see your selected attendees listed on the left of the screen, and in the centre is a line for each one showing their free and busy times. Where no information is available, e.g. for people who are not Nexus users, this is shown with a grey stripy bar. You can now click anywhere along the time-line to set the beginning of your meeting, or choose from the suggestions on the right.
You can also choose whether or not your attendees are automatically prompted to send a
response, by checking or unchecking the box labelled
Request a response to this
invitation, on the
Responses from your invitees will appear in your inbox, unless the attendee chooses not
to send a response. In either case, you can check what responses have been entered by
opening the event and going to the
To add or edit recurrence options, open the event by double clicking on it in your calendar, and click the recurrence icon as shown in Figure 51, Meeting Recurrence.
At the top of the message are buttons allowing you to Accept, Tentatively Accept, or
Decline the request. OWA will inform you if the meeting time conflicts with (or is
adjacent to) another appointment in your Nexus calendar, as in the example above (Figure 53, Receive Meeting Request). In this case, you can click the link
conflicting appointments to see more details.
Whichever response you choose (Accept, Tentative, or Decline), when you click the
appropriate button you will be offered three options:
Edit the response before
Send the response now, or
Do not send a
response. If you choose to send the response now, OWA will send an automated
response which appears in the organiser's inbox, telling them whether you can attend. If
you choose to edit the response, an email message will be created which you can add your
own text to. Finally, if you choose not to send a response, the meeting organiser will
still be able to tell whether you have accepted or not, by looking at the Tracking tab
of the meeting in their calendar. However, they will not get a message in their inbox
informing them of your decision.
When you respond, the meeting request message will be automatically moved to your deleted items folder. If you accept (even tentatively) the meeting request, the event will be saved in your calendar. If you want to change your response later, open the event by double clicking on it, and you can send a new response.