Creating Events
Editing Events
Deleting Events
Creating Tasks
Sharing Your Calendar

To use the Calendar, go to https://mail.ualr.edu in your web browser and log in.  You will be in the mail window.  In the upper left area are four tabs marked Mail, Calendar, Address Book, and Options. Click on the "Calendar" tab. From here you can see and create events (or, appointments), invite others to your events, and set reminders and notifications. After clicking on the Calendar tab, you will be in the Calendar window as shown below.  This guide will help you through the basic functions of the Calendar. 

You can view your Calendar by Day, Week, Month, or Year by clicking on the appropriate tab below the Mail, Calendar, Address Book and Options tabs.
There are also tabs for creating Events, Invitations, and Tasks.
Just below these tabs are icons for New Event, New Task, Check Availability, Search for Calendar, Printable, and Import/Export. 

There are three ways to create a new event in the calendar  (See the arrows in this Screenshot):

In the first two methods, the New Event window is displayed where you can enter the Title and other Event Details by filling in the boxes and using the drop-down menus (below).  The "Add Event" bar does not do so, but you can edit the event and add them later if you wish.

Select the frequency of recurrence of the event from the drop-down list for: Does not recur, daily, monthly, weekly, and yearly.  When you select a recurrence pattern, Options for recurrence Pattern and End date appear.  
Pattern. Depending on the frequency of recurrence of the event, the pattern options are displayed for selection.
End. Depending on the frequency of recurrence of the event, the End options are displayed for selection.
The following screenshot is based on a weekly recurrence.  Monthly and yearly recurrences offer different options.

Type the invitee's email address, or calendar id, then click Add. You may also add invitees from your Address Book.  If you want others to be able to read and search for details of your public events using the URL, you must grant Read permission to all users.  Likewise, you must have "Invite" permission for anyone that you wish to invite from the calendar.  Permissions will be discussed below.

Allows you to Send an Email reminder of events. Select the check box, to send email reminders.
Email Address. Enter one or more email addresses, separated by a comma, to which reminders should be sent.
Send Reminder. Specify when the reminder should be sent. Select when the reminder should be sent in minutes, hours, or days relative to the scheduled day of the event or specify the absolute date and time when the reminder should be sent.

Reminder Message (see above screenshot). Enter a message for the reminder email.
You can also set automatic reminders for all events in the Options tab.
The email address and the reminder time details specified in the Options - Calendar window are by default displayed in the Reminder section. You may change these settings in the New Events window. For this event, the settings you make here will override the reminder settings made in the Options tab.
 

Click Save (bottom right) to save the new event details and exit the New Event window.
Click Save and Add Another to save the new event details, refresh the window and create another event.
Click Cancel to exit the New Event window without saving the event details.

Click the event Title (seen as a hyperlink in your calendar) that you want to edit, or click the Edit link in the Events list (see the screenshot under "Deleting Events" below).
The View Event window displays the event details.

Click Edit (at bottom left), to edit the event. The Edit Event window is displayed.

The Edit Event window displays the Event Details, Recurrence Pattern, Invitees Details, and Reminder Messages. Edit the required details.

Click Save to save the changes and exit the Edit Event window.

Note:  When you save an edited event, the invitees will once again have to send their acceptance status in response to your invitation to indicate whether they have accepted or declined the invitation

Or

Click Cancel to exit the Edit Event window without saving the edited details.

You can delete an event from the main calendar page, from the the list of events displayed in the Events page or from the Edit Events window.

To Delete Events from the main Calendar page, click the red "x" by the event title (see screenshot at right). 

To Delete Events from the Edit or View Events window, select  Delete at the bottom left of the page to delete the event (see screenshot above).

To Delete Events from the Events page, select the Events tab just below the Options tab.
Select the checkboxes for the events to be deleted from the list and click Delete (see screenshot below)

From the Day, Week, Month, Year, Events, Invitations, and Tasks page, click the New Task link or icon.


The New Task window is displayed (see screenshot below).
In the New Task window enter the:

Click Cancel to exit the New Task window without saving the new task details.

Enter the Task Title.
Select a calendar in which the task should appear from the drop-down list that displays a list of your calendars.
 
Note:  You can create a task in a subscribed calendar only if you are a co-owner of that calendar or if you have “write” permissions to that calendar.

Choose the month, date, and year or use the Miniature Calendar to select the Start Date.
Select the No Due Date check box if the task does not have to be completed within a specified date and can be kept in the Task list indefinitely.

or

Choose the month, date, and year when the task is due. Items past the due dates are listed under Overdue Tasks in the Day, Week, Month and Year view.

Note:  No Due Date check box and the month, date, and year fields are disabled once the No Due Date check box is selected.

Select the No Time checkbox if the task does not have to be completed within a time frame.
or select the time for submitting the task in hours and minutes.

Note:  This field is disabled once the No Time checkbox is selected.
 

 Choose a Type, from the drop-down list, under which the task is classified.

The options available are: All, Appointment,Anniversary, Birthday, Breakfast, Business, Call, Class, Conference Call, Dinner, Holiday, Interview, Lunch, Meeting, Personal, Seminar, Training, Travel, Vacation, and Other.

Tasks can be created in one of the three priority settings. Choose a priority between Low, Normal, or High from the drop-down list.

Choose the work in progress status from the drop-down list. The available values are: 100% (completed), 75%, 50%, 25%, 0%(not started).

Choose Public Task, Private Task, or Show Time and Date Only from the drop-down list to setup how the tasks should appear to others viewing your shared calendar.

Private. Select Private to schedule tasks on your calendars or on calendars where you are a co-owner. Private tasks can only be seen by you and the co-owners of your calendar.

Public. Select Public to schedule tasks on your calendar that anyone with Read permission to your calendar can see.

Show Time and Date Only. Select Show Time and Date Only, to schedule tasks on your calendar that anyone with Read permission to your calendar can see as “Busy.”

Enter the Location.
Enter a short description of the task in the Notes text field.

Scroll down in the New Task window or select the Recurrence link at the top to go to the recurrence pattern.

Choose the Frequency of recurrence of a task from the drop-down list (see screenshot below).
The available options are: Does not recur, Daily, Monthly, Weekly, and Yearly.

Choose the Pattern from the drop-down list. The pattern options displayed in the drop-down list depends on the Frequency of recurrence selected.

Choose the End date from the Options displayed. The End options displayed depends on the Frequency of recurrence selected.

Click Save at the bottom of the New Task window to save the task details and exit.

You can grant the following permissions when sharing your calendar with others.  To share your calendar:

 Below "General Operation" is the "Share This Calendar" area (see the screenshot above).  Use this section to specify how you want to allow others to view or work with this calendar.

You can select the following sharing options:

There may be certain permissions that you do not want to share with all calendar users. For example, you might not want to give permission to all calendar users to delete and modify events in your calendar, but you might want to give that permission to one or more individuals.

If you want to give individual users additional permissions, scroll down in the Edit Calendar window to "Share Calendar with Specific Users" and the Permissions List (see screenshot below):

1. Enter the user ID.
2. Click Add.
3. Set the Permissions you want to give this person.

To search for individuals

Click the Owners link in the Edit Calendar window (see screenshot above), to add users to make them co-owners of this calendar.
Co-owners have the same rights to your calendar that you have.

To add contacts to the Owners ListOptions

1.  Select the contact name from the Address Book or if known, enter the user ID of the contact.
2.  Click Add. The user ID is displayed in the Owners List.

To remove a name from the Owners List select the user ID and click the Remove.

Click the Time Zones link, to go to the section on Time Zone (see previous screenshot).  Here you can specify, if you want this calendar to have its own time zone.

Select the appropriate time zone, from the list displayed.

The number you see on the right indicates the offset in hours from GMT.

Note:  Once you have set the permissions for all users in Share This Calendar, you can give individual users additional permissions.

Again, Click Save at the bottom of the window to save your new settings and exit.

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