Viewing Calendars

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Viewing Calendars

This page explains how an intranet user can view Company Calendar.

INDEX ITEMS
Overview

How to access Calendars
How to view Calendars

Viewing Events

Specific Items

Filtering Calendars
Filtering Event Groups
Filtering Meeting Room Bookings
Setting up iCal feeds

Accessing Your Calendar

Each area within the intranet maintains its own set of calendars. For example, Home maintains a 'Departmental Meetings' calendar whilst the Marketing department maintains two calendars; 'Online Campaigns' and 'Television Campaigns'.

Accessing Calendars
To access a calendar, go to the intranet location where it is displayed. Below, are some examples of how you might get to your calendar, depending on how your intranet has been structured:

From the layout:
A calendar can be placed on the left, right or central area of the intranet. In the below example, the calendar displays differently depending on where it is placed in the layout. Here you can see events that are being held on the day/week. To see all events for this calendar, select Full Calendar in the bottom right. Instructions on viewing the Full Calendar are provided below.

From a navigation item:
A direct link to a specific calendar in the Horizontal or Vertical navigation.

A direct link to a specific calendar in the Horizontal or Vertical navigation.

From the Clever Tools list:
A link to the company calendars landing page for the subsite.

Viewing the Calendar Basic Calendar Details
At the calendar, there is a title, e.g. US Public Holidays and a description of the types of events maintained here, e.g. all public holidays across the United States of America.

Time zones, event dates and event times
On the right of the header, the time zone for this calendar is displayed. In this example, the calendar is set to Local Time. This means that any events you see here will be displayed in your time (be it country, state, province, city - whichever applies).

Viewing a List/Day/Week/Month
Directly below the Time Zone, notice you have the option to view this calendar as; List, Day, Week or Month. If you make a selection, this preference will be remembered for the next time you view this calendar (within the current browsing session).

Date Selector: Navigating to other days/weeks/months
To the left, notice the small calendar icon between two arrows This is the Date Selector. Use these arrows to navigate to other days/weeks/months in this calendar. Or select the icon to quickly navigate to a specific date. At any time you can return to today by selecting the icon.

Filter Calendars
At the bottom of the calendar, the Filter Calendars section lists all calendars available to view here. By selecting or deselecting the check boxes, you can view or hide events from other calendars onto the current one. In the above example, note that the 'Conferences' calendar has been selected to display and the event 'National Conference' is visible from the current calendar (ie. Available to Overlay set in the Administration).

Filter Event Groups
Event Groups is a dynamic list of event types across all the calendars you are viewing. By selecting an event group (or multiple groups) from Filter Event Groups you can display specific items from a particular Event Group. You can clear your selection using Clear Filter. The Filter Event Groups list will change dynamically as you move through the calendar.

Filter Rooms
From a calendar, you can see any meeting room bookings for the dates you are viewing. By selecting or deselecting the check boxes, you can view or hide room bookings from the Meeting Room Booking tool.

Using the iCal Calendar Feed
Rolling over the calendar name in the Filter Calendars list will display an arrow icon. Use the Copy Calendar Feed URL to create an iCal feed for this calendar, which will display events in Outlook or Google Calendar. Note: iCal is a standard calendar format allowing the one-way import/export of calendar information and is a read-only view. If you have security to edit events, this must be done within the intranet.

Setting up an iCal calendar

Outlook 2007
Copy the URL to your clipboard and paste into a browser window. An Outlook box will open requesting you to open the file in Outlook. The calendar will then be added to your Outlook calendar.

Google Calendar
Sign into your Google account, go to Other Calendars and select Add by URL. Then, copy and paste the iCal URL into the Address field and click Add.

Apple iCal
From your Apple iCal, go to Subscriptions and Subscribe to a new iCal. Paste the iCal URL into the Calendar URL field.

Viewing Calendar Events

Select an event to view more information about it or about its event series. Either:

Click on the calendar event to view the main details, or,

Double click on the event to display all details, including any information about a recurring series or series exceptions

The following details are stored on an event:

Title
Calendar
Event Groups
Date Recurrence (if relevant)
Description

Back to Company Calendar

Back to Apps

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