In this module you learn how to perform specific tasks with
Calendar using Microsoft Outlook as the user interface. This includes using
the daily and weekly views, creating a meeting with certain attributes, responding
to meeting requests, and verifying that your calendar data is up-to-date.
With Oracle Calendar, you can keep track of your schedule
wherever you are. Offering all the benefits of Oracle Collaboration Suite and
its unbreakable software infrastructure—in addition to full integration
with Microsoft Outlook—Oracle Calendar provides an end-to-end time management
solution that addresses the group-scheduling needs of any organization.
The Oracle Connector for Outlook service enables users to
employ the Microsoft Outlook interface to access the Oracle Calendar.
When you open Calendar, the default view is
the Day view, which displays one day's worth of entries in graphical format.
From this window, you can see the following components:
Calendar
Toolbar
Your daily
schedule
Taskpad
Your monthly
calendar
Oracle Calendar offers different views to help you display
and manage information in your agenda. From any of these views, you can view
entries in your agenda by double-clicking a specific entry.
1.
Begin
by double-clicking on the Microsoft Outlook icon on your desktop.
2.
On
the Oracle Connector for Outlook option, click Connect.
3.
The
overview of the Calendar appears.
4.
You can toggle between
these views by using the Calendar toolbar. These include the Day view
(displays one day), the Work Week view (displays five days, excluding
Saturday and Sunday), and the Week view (displays seven days, including
Saturday and Sunday).
Creating a Meeting with Multiple Attendees
and Resources
There are a number of methods
to creating a meeting and viewing the availability of other attendees that you
would like to have attend the meeting.
To create a meeting with
multiple attendees and resources, perform the following steps.
1.
From
the Calendar toolbar, select Actions -> Plan a Meeting.
2.
You
will see your username listed. Click in the next row down where it says
"Click here to add attendee." Input the attendees name in the
field where it says "Type Attendee Name Here." Hit the Enter
key on your keyboard.
3.
From
the legend, you can see the times that are marked as unavailable with
the other attendees schedule.
4.
To enter another attendee,
enter the name in the next row and click Return. The Calendar will update
the legend with the most up-to-date information from the Calendar server
for that individual's agenda.
5.
Choose the time that
you would like to set the meeting (based on the other attendees availability),
by clicking on the appropriate field in the Meeting start time: field.
6.
To
confirm the meeting with multiple attendees, click on the Make Meeting
button.
7.
All
of the attendees email addresses are automatically populated in the To:
field. Fill in a meeting name in the Subject field.
8.
Click
Send to send the meeting invitation to the invited attendees.
To
create a recurring meeting, perform the following steps:
1.
From
the Calendar toolbar, select Actions -> New Recurring Meeting.
2.
From
the Appointment Recurrence window, you can modify the Appointment time,
Recurrence pattern, and Range of recurrence. This example creates a meeting
that will occur from 8:00 to 8:30 am every Wednesday with no ending date.
Click OK.
3.
Fill
in the email addresses and the subject information to the members that
you would like to include in the weekly meeting. In the email invitation,
it shows the information regarding the recurring meeting details.
To
create a meeting with a Web Conference, perform the following steps:
1.
From
the Calendar toolbar, select Actions -> New Meeting Request.
2.
Select
the “This is an online meeting using” check box on the meeting
form. Then select Oracle Web Conferencing from the drop-down list.
3.
Enter
the appropriate dial-in information in the Dial-in field.
4.
If
you would like invitees to be able to join the Web conference from the
e-mail invitation, select the “Join conference from e-mail invitation”
check box. This is recommended if you are inviting non–Oracle Calendar
users to the Web conference.
5.
Select
one of the options to set the Conference type:
-
Regular: The Web conference is accessible by anyone who has been
invited. You can also select the “List on public Web page” check
box if you want this Web conference to be listed on the Oracle Web Conferencing
page.
- Restricted: The Web conference is accessible by only those users
who have been invited and have an Oracle Web Conferencing account.
6.
If
you would like to set a password for this conference, click More. The
Conference Settings dialog box opens. Enter a password and click OK. The
password is included in the Web conference e-mail invitation. If you set
a password, invitees are prompted for the password before they can join
the Web conference.
7.
Complete
the meeting request as you would for a standard meeting. After the system
generates a Web conference ID, that ID is added to the meeting entry.
When
another user invites you to a meeting, the meeting appears in your calendar
agenda so you can view the details and post your response. To respond to multiple
meeting requests, perform the following steps:
1.
From
your daily view, you can see the list of meetings that are scheduled for
today's date.
2.
Right-click
either on the specific meeting that you would like to respond to or anywhere
in the daily agenda view. From the pull-down menu, you can select an option
(Accept, Tentative, or Decline) for the one meeting only, or you
can select Respond To All -> (Accept, Tentative, or Decline) for all
of your meetings. For this example, Accept was chosen.
3.
A
blue border appears around the meetings that have been accepted.
Checking Cross-Client Consistency of Calendar
Data (Real-Time)
To
verify that you are viewing the most up-to-date information from the Calendar
server, perform the following:
1.
From
the main Microsoft Outlook page, select Tools -> Synchronize ->
All Folders to synchronize all of your folders in Outlook with the current
information on the server.
2.
A
window appears displaying the status of the synchronization of each folder.
3.
From
the Plan a Meeting window, click on Options -> Update Free/Busy to
ensure that you are looking at the most up-to-date information for each
attendees calendar.
Place
the cursor on this icon to hide all screenshots.
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