10. Using the Nexus Calendar
Navigate between different dates by using the mini-calendar on the left of your screen. Appointments will be marked in the calendar against the relevant time slot. To view full information about a calendar entry, or to edit it, 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.
To add an appointment, click on the
New Appointment button in the
navigation bar above the calendar. When the new appointment window opens, add the
necessary information. Click on
Save and Close to add the appointment to
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.
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.
This activates the attendees fields: Required, Optional, and Resources. You can add
people to the Required and Optional fields in the same way as when sending an email
message - choose them from the list of recent recipients on the left of your screen, or
Optional buttons to choose
people from the Global Address Book. 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 a list of suggested times, and information about how many attendees are available. These start from the day you have selected for the meeting, and go forward for a week. However, within a given day, the suggested times are listed in reverse order. If an attendee has a conflicting appointment, this will be noted next to the suggested time. You can choose a new time by clicking on it
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. You can check what responses have been received by opening the meeting/event in your calendar. At the top of the screen you will see a banner telling you how many attendees have accepted, how many declined, and how many tentatively accepted.
To add or edit recurrence options, open the event by clicking on it in your calendar, and click the recurrence icon as shown in Figure 32, Meeting Recurrence.
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 34, Receive
Meeting Request). In this case, you can click the link
conflicting appointments to see more details.
At the top of the message are buttons allowing you to Accept, Tentatively Accept, or
Decline the request. Before you click one of these, decide whether you want to
Send the response now,
Edit the response before sending,
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 clicking on it, and you can send a new response.