Oracle Calendar
Frequently Asked Questions (F.A.Q.)
This FAQ is regularly updated based on your questions, comments, and recommendations. Please e-mail ITSTraining@psu.edu to add any questions or tips and tricks that you would like to share with others.
Check out Capital College's on-line FAQ for additonal tips and tricks.
- How can I schedule a meeting on the Weekend?
- Can meetings entries be color coded?
- How can I view a meeting I refused?
- How can you create Repeating Meetings/Events?
- How do you get rid of Repeating Meetings?
- No one can view my calendar?
- How can I set private meetings or appointments?
- How can you do a full text search?
- How can I change my meeting default to be one hour?
- How do you send an e-mail automatically when you schedule a meeting?
- How can I view multiple people's calendars?
- When using the Group View feature, I sometimes get the error, " Unable to invite-You do not have the right to invite the following people and/or resources." What does this mean?
- What is a resource?
- How do I view a resource (i.e. ETS Calendar) in CorporateTime?
1. How can I schedule a meeting on the Weekend?
Agenda Preferences | Display (Agenda View | Options | Agenda | Display)
You can decide how you would like to display the hours in your Agenda. Pick the day on which you would like to start the Week View and decide whether to include Saturday and Sunday. If you toggle between displaying or hiding Saturdays or Sundays, you must close your Agenda view and reopen it for the changes to take effect.
2. Can meeting entries be color-coded?
Agenda Preferences | Display (Agenda View | Options | Agenda)
Choose a color-coding scheme for your Meetings in this dialog box or by choosing View menu | Meeting Colors. You can color code your meetings by Importance Level, Attendance Status, or Ownership.
3. How can I view a meeting I refused?
Agenda Preferences | Display (Agenda View | Options | Agenda)
Selecting an option in the To be displayed / printed section will display the refused Meetings, the unconfirmed Meetings, or both in your Agenda. Changes take effect immediately. If you cannot see certain Entries in your Agenda: Select "Unconfirmed Meetings" or "Refused Meetings" from the To be displayed / printed section.
4. How can you create Repeating Meetings/Events?
Creating or editing a Meeting | General (Agenda View | Edit | New | Meeting)
Creating or editing a Meeting | Repeating. Make your Meeting occur on a regular basis using the features in the Repeating section. Set the frequency by choosing an option from the pull-down menu. Choose a start date. Set the end date. The "Until" option lets you enter the date directly in the date box. The "For" option lets you set a unit and interval of time (e.g. four weeks). Click List Dates to generate the instances of the repeating Meeting. Use the "Additional date" section to add instances to the Meeting that do not fall within the pattern of recurrences you chose. Note: If you add additional dates and click List Dates afterwards, your additional dates will be erased. If you have created a list of dates but are unable to create a repeating Meeting: Make sure you clicked List Dates to generate the instances of the repeating Meeting.
5. How do you delete a Repeated Meeting/Event?
You must first select the meeting then Edit | Delete Meeting. You will be prompted to delete one or all occurrences of the meeting. Please note: If you did not schedule the meeting, you cannot delete it.
6. No one can view my calendar?
(Agenda View | Options | Access Rights | Viewing)
Viewing rights determine what Entries are visible to other users when they open your Agenda. To grant viewing rights for Entries: Select a user and give that person viewing rights for Entries of each access level. View Entries: The user can view all Entries. View times only: the user can only view Meeting start and end times and cannot view Day Events or Daily Notes. None: The user has no viewing rights.
7. How can I set Private Meetings or Appointments?
Two steps are needed to create a private entry--changing your meeting access level and denying users the access to view your entry.
(Agenda View | Edit | New | Meeting)
To create a Private entry you must change your access level.
Creating or editing a Meeting | Options Choose an access level for the Entry from the pull-down menu. Access levels determine who can view the Entry in your Agenda. Public Entries are viewable by anyone on the system. Select an importance level for the Entry. This is useful if you have chosen to color code your Meetings by importance level. If you wish to make your Meeting tentative, select the check box. This is useful if you have chosen to color code your Meetings by attendance status or ownership; both options display tentative Meetings differently from other Meetings.
Access Rights | Designate (Agenda View | Options | Access Rights)
Access Rights | Viewing Tasks Control what Tasks are visible to other users in your Agenda by setting viewing rights. To grant viewing rights for Tasks: Choose what access level you want each user to view, or set a user's viewing rights to "Same as default." If you grant users the right to view a type of Task (for example, confidential), they will have full viewing rights for all Tasks of that type.
8. How can you do a full text search?
Search Agenda (Agenda View | Edit | Search Agenda)
Search any user's Agenda for a string of words or attendees within a date range you specify. 1. Enter your search parameters. Search criteria: If you are searching using a string of words, enter them in the Search for field. If you are searching for attendees, leave this field blank. In the Add Attendee to search for edit box, type in the attendee's name, or click to search the directory. If you wish to add one or more users from a group, click . The results of your search will contain the entries in which any of the attendees listed in the Search Attendees list edit box are invited. Modify the period in which you want to search by typing in the date, clicking the arrows to the right of the date box to scroll the date up or down or by clicking . Search options: Select the types of entries and the fields you want to search. Search data source: This section displays the name of the person whose agenda will be searched. To select a name for the Agenda of edit box, type the name directly into the box or click to find the person or resource you are looking for. 2. When you have entered all of the necessary options, click Search. 3. View an entry by highlighting it and clicking the Show button or double-clicking the Entry. View the next and previous set of results for the search by using the and buttons, if they are enabled.
9. How can I change my meeting default to be one hour?
Agenda Preferences | Display (Agenda View) | View | Increase/Decrease Time Slot)
If you typically schedule meeting blocks for one hour increments, you can change the default by going to the View menu and selecting Increase Time Slot. When you schedule a meeting, it will be defaulted to 1 hour increments.
10. How do you send an e-mail automatically when you schedule a meeting?
(Agenda View | double-click on a Meeting you own | Reply | Send Mail)
Whenever you create, edit, reply to or delete an Entry, you can send a mail message to the attendees. By default, attendees for the Entry appear on the distribution list, unless they have chosen not to receive e-mail notification of new Entries. To add a user to the list of attendees: Enter the name of the user in the Other: edit box or click to search the directory to find users to add to the list of attendees. Users of this calendar application are indicated by next to their names in the Distribution list: edit box. To add any e-mail user to the list of attendees: Enter the correct e-mail address of the person in the Other: edit box. E-mail users who are not on your calendar network are indicated by next to their names in the Distribution list: edit box. The Message to send: area lists information about the Entry that will appear in the body of the e-mail. You can modify the content of the message by adding more information or You can add more information to the message or modify it completely. If you have included external users in this mail message, send Entry information attached as iCalendar or vCalendar data. Agenda Preferences | Notification Allow others to notify you of new Entries by e-mail: If you select this option, your name will be included by default on the list of attendees when a user sends out a mail message. Show pop-up window when you have new Entries: If you select this option, pop-up windows will notify you when you have a new Entry. Check for new Entries every __ minutes: If you select this option, the Agenda will check for new Entries at the time interval that you specify. Entries you send: If you select any of the options in this section, you will be prompted to send e-mail whenever you create, edit or delete an Entry.
11. How can I view multiple people's calendars?
File | Agenda | Open Group View
In the Open Group View dialogue box, type in the person's name followed by enter or clicking the green check mark or select the group icon (looks like a group of people) to view a predefined group. The Group Agenda allows you to open several users' Day Views side by side (a combined column appears making it easier for you to see if any conflicts exist). The Group Agenda offers an easy way of scheduling an Entry with multiple users easily.
12. When using the Group View feature, I sometimes get the error, "Unable to invite-You do not have the right to invite the following people and/or resources." What does this mean?
Should you receive this message for any individual person or resource, you will not be able to see this person's calendar within a group view. You can however, view this person's calendar individually by going to (File | Agenda | Open) and see this person's calendar in an individual window.
Would you be able to invite this person to a meeting?
Options | Access Rights | Scheduling |
No, you would not be able to invite this person to a meeting unless they modify their Scheduling Access Rights to "Can invite you to Entries." This would enable someone to invite you to a meeting and see your schedule within the group view. We strongly encourage everyone to have the check box beside "Can invite you to Entries" so that CorporateTime is used to its fullest potential.
If you are scheduling a meeting with someone and receive this error message, we encourage you to let the person who you cannot invite to a meeting know that this is happening. Explain to them the importance of having this feature selected. If for any reason the person would not want to modify their access rights, you would be able to view their calendar independent of the group (to look for scheduling conflicts) and add the person onto the e-mail reminder that you send out so that they can include their meeting on their own calendar. Although this is a good work around, if you reschedule or modify the meeting in any way, you would have to remember to send a note to this individual.
A resource is a separate calendar (independent of anyone's personal calendar) that is used to share information with multiple users. For example, we have resources for ETS Staff (so everyone can easily look in one central location and know if someone is on vacation, at a conference or out sick), Conference Rooms (5B, 141, 229 Computer Building), Wagner Training Labs, etc. With 5B being the exception, you cannot schedule the resource meaning that you can only view the calendar and then contact the appropriate person to reserve the lab and/or meeting room or send a note to the contact person to add your information to calendar.
14. How do I view a resource (i.e. ETS Calendar) in CorporateTime?
There are several ways to view a resource. The below examples show you how to find the ETS Calendar:
- Directory | Search Directory | Resources (type ETS Calendar in search field or select search if you do not know the name of the resource).
- File | Agenda | Open Agenda | Magnifying Glass | Directory (type ETS Calendar in search field or select search if you do not know the name of the resource).
- File| Agenda | Open Agenda | Type "res:ETS Calendar" without the quotes
Please note that you will not be able to see the ETS Calendar in a Group View because its access rights have been set so that you cannot invite this resource to a meeting. Please see question #12 for more information.
Comments and Suggestions are always welcome.
ITSTraining@psu.edu | ITS Training Services
Last modified: August 29, 2002