About calendars
Types of calendars
Opening calendars
Calendar views
Calendar navigation
Calendar reminders
Calendar events
Calendar tasks
Updating calendar permissions
About calendars
Your personal FirstClass calendar is like a personal diary. It records calendar events and tasks.
Unlike your personal diary, you can permit other people to view and update your FirstClass calendar. This allows everyone to schedule meetings at mutually convenient times.
FirstClass calendars work much like conferences; your administrator may create public calendars and give you access to them.
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Types of calendars
FirstClass supports the following types of calendars:
• personal calendar
This is your own calendar. You can limit other users' access to your personal calendar by updating your calendar permissions.
• group calendar
A public calendar that lets a specific group of people coordinate their time and tasks.
• resource calendar
A public calendar that represents a specific resource, such as a projector. A resource calendar is updated when users book the resource as part of creating a calendar event.
• location calendar
A public calendar that represents a specific resource, such as a meeting room. Location calendars are updated just like resource calendars.
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Opening calendars
To open your personal calendar, click Calendar.
To open another user's calendar:
1 Select the user in the Directory or Who's Online list.
2 Click Open User Calendar. 
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Calendar views
You can look at a calendar using the same List view as you use for conferences. While in this view, you can do the same things you do with messages. To show this view, click View by List.
In addition, there are the following specialized calendar views:
• month (shows the least detail) - click View by Month
• week - click View by Week
• day (shows the most detail) - click View by Day.
In all the specialized calendar views, there is a Today list that shows events that take place today, and tasks that start today or are still ongoing.
Customizing calendar views
You can customize your month and week calendar views in the following ways:
• display week numbers (month view)
• change the day on which the week starts (month and week views).
To customize your calendar views, make the changes you want to your calendaring preferences.
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Calendar navigation
The arrows at either end of the dates at the top of the calendar let you scroll backward and forward through calendar pages.
To go to the page containing a specific date, choose the appropriate values from the date fields, then click Go. You can also go to the current month, week, or day by clicking the link beside these fields.
To go from the month view to the week view for a specific week, click the arrow beside that week.
To go from the week view to the day view for a specific day, click the date.
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Calendar reminders
When you create calendar events or tasks, you can tell FirstClass to generate reminders. Reminders are sent to your Mailbox as messages at the times you specify.
Forwarding calendar reminders to pagers
FirstClass can notify you of calendar reminders through your pager, if you have an email-enabled paging system.
To forward calendar reminders to your pager, update your paging preferences. Choose Yes or Urgent Only at "Calendar items".
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Calendar events
Adding calendar events
To add an event to a calendar:
1 Open the calendar.
2 Click New Event.
Shortcut
To create an event that starts on a particular day, click the New Event icon beside the date.
3 Update the basic event information.
4 Update the Scheduling section to invite participants, book resources, and check that there are no conflicts.
You can reschedule the event here if there are conflicts.
5 Update the Repeat section, if you want to make the event show up repeatedly on the calendar.
If you make the event repeat, this icon is displayed beside the event:
[Image:File3.png]
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6 Update the Reminders section, if you want to generate reminders.
If you add reminders to the event, this icon is displayed beside the event:
[Image:File1.png]
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7 Attach a file or add content just as you would for a message, if necessary.
If a participant has a personal calendar, this event is added to that calendar. If a participant does not have a personal calendar, this form is sent to the participant's Mailbox as a message.
Viewing calendar events
As is the case for messages, a calendar event is flagged as unread until you open it. Opening an event lets you view all its details.
Updating calendar events
To change details about an event, open it and make your changes.
If you change the start date, the event will move to the new date on the calendar. The event is also moved and reflagged on participants' calendars.
If you delete a participant, the event is removed from that participant's calendar.
Deleting calendar events
If you delete an event, the event is removed from all participants' calendars.
Deleting one occurrence of a repeating event deletes all occurrences.
Responding to calendar events
If you are invited to an event, the event is added to your personal calendar. If you see Accept and Decline buttons on the event form, click the appropriate button:
• Accept accepts the invitation*
• Accept with Reply accepts the invitation and creates a reply to the event sender
This allows you to ask the sender questions or to make comments.
• Decline declines the invitation*
• Decline with Reply declines the invitation and creates a reply to the event sender.
* If the person who invited you is not on your local server (and therefore cannot view the history of the event to check whether you accepted or declined), a message is generated for that person.
The person who invited you will see an icon beside your name in the Scheduling section. This icon indicates whether you have accepted or declined.
Sending event invitations over the Internet
If you invite someone who has an Internet address (an address that contains @) to participate in your event, the recipient will receive a message with a vCalendar attachment. This attachment can be imported into the recipient's own calendaring application.
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Calendar tasks
Adding calendar tasks
To add a task to a calendar:
1 Open the calendar.
2 Click New Task or the New Task icon in the Today list.
3 Update the basic task information.
4 Update the Reminders section, if you want to generate reminders for a task with a due date.
If you add a reminder to the task, this icon is displayed beside the task:
[Image:File0.png]
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5 Attach a file or add content just as you would for a message, if necessary.
Viewing calendar tasks
Overdue tasks are shown in red. Completed tasks have a line through them.
To see task details, open the task.
Updating calendar tasks
To change details about a task, open it and make your changes.
If you change the start date, the task will move to the appropriate date on the calendar.
Changing calendar task status
To change the status of a task, choose the appropriate status at "Task state" on the task form.
If you choose Completed, change the "Completed on" date to the appropriate date.
Shortcut
If you do not already have the task open, you can change the task status to Completed by clicking the task icon. This fills in the "Completed on" date with today's date. Clicking this icon again changes the status back to Not Completed.
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Updating calendar permissions
You can update the permissions of your personal calendar or any public calendar for which you have this authority. Permissions affect things like item expiry periods and who has access to calendars.
To update calendar permissions:
1 Open the calendar.
2 Click Permissions.
3 Update the Calendar Permissions form.
Reminder
You can access detailed information about calendar permissions by clicking About this Form with the Calendar Permissions form open. If you require more information on how to set up your calendar permissions, contact your administrator.
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