What about my calendars? Do I still have one? Can I share one?
One of the reasons we are really excited about this switch is the Calendar features. Not only do you have your own personal calendar, but sharing is easier than ever. You can also set up clients to use your Calendar as well.
The "Outlook & Clients" page and the "Mobile Phones" page touches base on syncing with various email clients. Some of those instructions include syncing Contacts and Calendar as well. However, some clients you have to explicitly setup to work with a Calendar. To learn how to setup these types of clients that work with iCal, use one of the following tutorials in the tabs below. Also below is helpful tips and information on sharing.
Click anywhere in any day or time slot to pop up the easy appointment creation box. This box lets you enter
the least bit of information needed to create an appointment. Click and drag when in the hourly view to make
the appointment longer or shorter in time than the default one hour increment.
Click the event you just created or click the "Edit Event Details" in the popup to have more control over
the event. This allows you to edit the location, exact times and length of the appointment, auto repeating,
description, and more. One of the nice features is setting the event to be public or private. Public means
anybody can see the details of the event, private means you will appear busy during that time if anybody
looks at your calendar, but they cannot see what the event is or what you are doing during that time. Adding
a guest to the appointment will send the person an email and place it on their calendar automatically, they
can then accept or decline the appointment.
To check out another person's calendar click the little down arrow to the right of "Other Calendars" in the
left navigation and choose "Add a friend's calendar" to be able to search users.
Then in the box that appears enter the users email address. A notice will let you know that you will only be
able to see what that user deems as public or private, and depends on their other calendar privacy settings.
After adding a colleagues calendar their name shows up under "Other calendars" in the left navigation and
you can turn viewing of their calendar on and off by clicking the name of the calendar. In the screenshot
below you see the default calendar under "My Calendars" is displays as well as the colleague's calendar
under "Other calendars" and the two appointments that are displaying for the current week in view are color
coded according to the colors given to those calendars. The colors are customizable by clicking the square
to the left of the calendar name.
To create new calendars of your own, for instance if you want a public AND private calendar (e.g. one you
share with colleagues and another you use for your personal appointments) click the wrench icon in the top
right or choose "Settings" in one of the drop down menus by the calendar headings.
In this screen you can "unsubscribe" from colleagues calendars or other calendars you have added or someone
else has added you to. If you want to add someone else to your calendar (which will automatically subscribe
them as if they added you using the steps above) simply click the "Edit Settings" button below "Sharing"
that shows to the right of your default calendar. You may have multiple calendars here if you've created new
Adding a person is simple, I just enter their name or email and the form will pop up with suggestions. I can
enter their email address manually or select one of the suggestions that comes up to autofill the box. The
"Permission Settings" will determine what that person is allowed to do.
By default calendars are not shared with anyone unless explicitly set by the user. There are several different
levels of sharing. Making a calendar Public means anybody regardless of affiliation or
whether they have an account at SUNY Plattsburgh can view your calendar. This is useful for a public events
calendar, but is not recommended for your default day to day calendar. You can check or uncheck the box for sharing with
SUNY Plattsburgh to make your calendar either public to everyone in the University who views it or
private so nobody at SUNY Plattsburgh can view that particular calendar. You can also change the
permission type via the drop down menu and select "see only free/busy" which means specific event details will be
hidden, but you will show as being busy during that time.
Creating a new calendar to be used for sharing, general department use, or anything else is very easy. On
the main settings page you were previously at click "Create new calendar" and fill in the details. You can
add people that are allowed to see it or edit it as a last step, and before that you can check whether it is
open to everyone within SUNY Plattsburgh or if you just want it open to those you are adding below. That's
all there is to it, happy calendaring!