When you click the Calendar folder, a default view of your GroupWise Calendar appears on the right side of the main GroupWise screen, as shown in Figure 6.1.
Figure 6.1. The GroupWise Calendar helps you manage your appointments, tasks, and notes.
New to GroupWise 7 is the Multiple Calendar feature. This feature lets you create multiple calendars that you can then display in one summary view.
The Categories feature lets you group and organize the various GroupWise message types in categories of your choosing. For example, you might create categories called Work, Personal, and Family. Depending on your current activity, you might want only messages that fall into a particular category to appear. The category selector is located in the status bar at the top right of the GroupWise Calendar display.
Below the status bar is another row that contains several calendar control buttons. The date selector displays the current date. The button next to the date selector displays a pop-up display of the current month. The button with the sun icon returns your calendar display to the current day (today). Using the number buttons, you can quickly advance your Calendar view by one day, seven days, one month, or one year.
By default, five numbered buttons appear at the top-right corner of the calendar display. These buttons allow you to quickly display your favorite view of your calendar information. If you place your mouse pointer over each button, you will see a pop-up explanation that indicates Day, Week, Month, Year, or Multiuser view. (Multiuser view allows you to view calendars of other GroupWise users who have granted you "proxy" access. Proxy access is explained in Chapter 8, "Advanced Features.")
To the right of the view buttons are five more buttons that are not active in the default Calendar view. These buttons are used in other Calendar views to display item types that are not displayed in different views. For example, in the Week view, tasks are not displayed by default. You can click the check box to open a display of your tasks.
All your calendar itemsboth personal and groupappear in your calendar. This chapter discusses personal items only. Chapter 7 discusses group items.
You can change the function of the view buttons by right-clicking any of the buttons and choosing Properties. You can edit the buttons, change the order in which they appear, add new ones, or delete the buttons you don't use in the Calendar folder.
Working with Multiple Calendars
In previous versions of GroupWise, you placed all of your calendar items on one calendar. You could not create a separate calendar for other purposes or projects. GroupWise 7 now allows you to create additional calendars and easily manage items between various calendars you may have created. To create an additional calendar, right-click on your calendar and select New Calendar. You will see a new calendar appear beneath the master calendar, where you can provide a name for it. This new calendar is treated totally independent of the system calendar.
When dealing with multiple calendars, you can view each calendar independently of each other or combine the contents from each calendar into one master view. This view is accessible from the topmost calendar. The check marks next to each calendar define whether or not this calendar's items will display in the Master Calendar view. This allows you to see all appointments across multiple calendars in one interface. You can also color code each calendar's appointments so that you can visually identify what appointments are on each calendar when viewing the master calendar. Clicking on the square next to the calendar pops up a color window, allowing you to quickly change the color that represents a calendar. To move appointments between calendars, simply drag and drop them onto the calendar where you want them. They will preserve their date and time information and be moved to the desired calendar. Figure 6.2 displays two new calendars named Team and Personal. The system calendar is highlighted, and each calendar is checked so you can see their appointments from the master calendar.
Figure 6.2. Multiple GroupWise calendars can be created and color coded.
To manage each calendar, right-click on it and select Properties. From this interface, you can change the color, define whether the calendar contents are displayed in the Mail calendar, adjust display settings, and even share the calendar with other users. The capability to share calendars is new with GroupWise 7, and it allows you to collaborate better in team environments. For example, you can create a team calendar and share it with all teammates. Each user would then see the team calendar. Figure 6.3 displays the properties of a calendar, allowing you to modify its settings.
Figure 6.3. Properties of a GroupWise calendar.
The Day view (shown previously in Figure 6.1) displays your appointments, reminder notes, and tasks in separate panes in the items area, along with multiple months (two to four months usually, depending on your computer's resolution and the size of the GroupWise window). The subject line of each calendar item also appears. To see the details of an item in the Day view, simply double-click the heading bar button (Appointments, Reminder Notes, or Tasks) for the item.
If you have enabled the QuickViewer, the message contents of each calendar item will appear in the QuickViewer pane at the bottom of the screen.
Notice that the current (approximate) time is displayed in the Appointments field with a small clock icon and a dashed line.
You can quickly adjust the duration of a posted appointment by clicking and dragging the appointment border.
The Week view displays your calendar items for several consecutive days, as shown in Figure 6.4.
Figure 6.4. The Week view displays your appointments for several consecutive days.
You can add or subtract days from the view by clicking the plus (+) or minus () sign in the top-right corner of the display. (The maximum number of days/weeks you can see depends on your computer's resolution and the size of the GroupWise window.) You can also navigate forward in the calendar by clicking the right arrows to move ahead or the left arrows to move back. You can also click the Appointments, Reminder Notes, or Tasks buttons in the upper right to determine whether these items are displayed.
Leave your mouse pointer over a calendar item to see a quick view of the details of the item, or you can double-click the item to open the full appointment.
The Month view displays your calendar items for the entire month, as shown in Figure 6.5. You can use the arrows at the top of the display to change the month. You can use the Appointments, Reminder Notes, and Tasks buttons to change what information is displayed in the Month view.
Figure 6.5. The Month view allows you to see an entire month's appointments in a single window.
Right-click any day to create a new calendar item quickly. You can also double-click any day to see a larger display for that date.
To quickly insert a posted item in any of the calendar item panels, simply click and begin typing the subject.
The Year view shows an entire year's worth of items, as shown in Figure 6.6. Note that days in boldface are days for which you have calendar items set. You can use the arrows next to the year to change the year being displayed.
Figure 6.6. The Year view allows you to see your entire year calendar at a glance.
Double-click any day in the Year view to see details about that day.
The Multiuser view is used to view more than one person's calendar information at a time. We cover the Multiuser calendar in Chapter 7.
Changing Dates and Views
From any of these views, if you want to see the calendar items for a different day, click the calendar icon in the upper left of the Calendar view and go to the date you want to see. You can also choose View, Go to Date from the drop-down menu.
To return to the current day's calendar items quickly, click the Go to Today button (the one with the sun on it) or choose View, Go to Today from the drop-down menu.
In addition to the Calendar folder views previously discussed, you can choose from 15 different views of the calendar, which are available from the Window, Calendar drop-down menu. These views open the calendar in its own window, separate from the main GroupWise view. These views are listed in Table 6.2. Experiment with them until you find the one that best suits your work style.
Figure 6.7. The Project Planner view is 1 of 15 optional Calendar views available from the drop-down menu.
You can add any of the alternate Calendar views to the Calendar folder buttons at the top right of the Calendar view by right-clicking any of the buttons, choosing Properties, selecting New, picking your view from the drop-down list, giving the view a name, and then clicking OK.
To open a Calendar view, click Window, Calendar and then select the view from the list.
After you have found a view that you like, you can set it as the default by choosing Tools, Options, Environment, Views. (Setting default options and customizing the Toolbar are explained in Chapter 10, "Remote Access.")
The task list is separate from the Checklist folder. Tasks are really an older feature of GroupWise that still exists. The Checklist folder is more comprehensive and functional than the former Task List folder. However, the Calendar view still includes a task list that you can create and use to help manage daily tasks. When you create a task, if it is not checked off as complete, the GroupWise system will automatically move that task to the next day so that you can keep track of tasks and they are not forgotten. You can move a task to the Checklist folder by simply clicking and dragging it from the Calendar view to the Checklist folder.
Any type of GroupWise message can be placed into the Checklist folder. When a message is placed in the Checklist folder, it has a new task-focused tab when you open it. The Checklist tab in the message allows you to prioritize the item and assign it a due date.
The Checklist folder is very useful for storing email messages you have received that require a follow-up action. The Checklist folder was explained in more detail in Chapter 5, "Message Management."