16. Calendars

To view your Nexus calendar, click the Calendar button in the Navigation Pane on the left of the screen.

The calendar on monthly view. A small box for each day shows any appointments for
            that day.
Figure 46. Calendar view
You can choose to view the calendar at four different levels of detail:
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.
Whichever view you are using, you can navigate between different months/weeks/days by using the mini-calendar at the top of the Navigation Pane on the left of your screen. To view full information about a calendar entry, or to edit it, double click on its title.

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.

16.1. Adding an appointment to your calendar

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.

Shows the main screen for creating an appointment, with subject and location,
              date etc.
Figure 47. Create Appointment

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.

16.2. Choosing Attendees and Scheduling

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 Scheduling Assistant tab and click the Select Attendees button.

The add attendees screen allows you to choose people and add them to your
Figure 48. Add attendees

You can search for people in the global address book by typing in part of their name and pressing <Enter>. Then select the person you want to invite, and click Required or 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.

Once you have finished adding attendees, click OK to continue.

Shows free and busy time for each attendee and suggested times for the
Figure 49. Schedule a meeting

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 Appointment tab.

Once you have finished, click Send at the top of the screen to send the invitations.

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 Tracking tab.

Shows the tracking screen which lists the attendees and their
Figure 50. Response Tracking

You will see a list of participants and their responses.

If you need to make any changes to the meeting, you can do so and then click Send Update to inform the other attendees.

16.3. Creating a recurring event

If you have an event that occurs regularly, you can add the whole series at once, by using the recurrence options.

Shows the location of the recurrence button, in the toolbar at the top of a
              calendar entry
Figure 51. Meeting Recurrence

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.

Options screen allows you to set the frequency of recurrence
Figure 52. Choose Recurrence Options

Use the buttons to select from a range of frequencies, and to set the date of the first occurrence, and if desired, the end date. Click OK when finished.

16.4. Responding to a meeting request

When you receive a meeting request, it appears in your inbox just like an email message.

Shows a received request. In this case it conflicts with another
Figure 53. Receive Meeting Request

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 View the conflicting appointments to see more details.

Shows that an appointment titled "Grants Conference" is scheduled between 9:00
              and 13:00 and conflicts with the new request
Figure 54. View Conflicting Appointments

Whichever response you choose (Accept, Tentative, or Decline), when you click the appropriate button you will be offered three options: Edit the response before sending, 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.

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