The group calendar in iNotes Web Access

The group calendar in iNotes Web Access

Document number: 16141

Note: Lotus iNotes (Webmail) is currently in beta testing mode only and is not available to the general PeopleSoft population. The pilot is currently closed and is not being expanded to include additional users. Look for communications via OneVoice regarding iNotes (Webmail) in the future.

A group calendar is a collection of free time schedules for the people included in the group calendar. It is convenient to use a group calendar in iNotes Web Access as it may be used to quickly see if people in a selected group are free or busy at a specific time which makes scheduling meetings easier.

Creating a group calendar.

Viewing group calendars.

Group calendars created in the iNotes Web Access client can be viewed through the Lotus Notes client and those created in the Lotus Notes client can be viewed in iNotes.

To create a new group calendar in iNotes:

Place the mouse over the Calendar button on the main toolbar and select Group Calendar from the drop down list.
Click the New action button and select New Group Calendar from the drop down list.
Type the name of the group calendar in the Group Name: window.
Type the names of the people or group names to be included in the group calendar or click the Members link to open the PeopleSoft Directory so the names can be selected from there. Selecting from the address book will ensure accuracy of the spelling of the names.
Click the Save & Close button when all names or groups have been added.

The group calendar has been created and the free time schedules of the members can be viewed.

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To view a group calendar:

Place the mouse over the Calendar button on the main toolbar.
Select Group Calendar from the drop down list.
Double click on the group calendar that should be opened.

The buttons along the group calendars toolbar allow the view to be modified:

Refresh: Any changes to a person's calendar that occurred while the group calendar was open will be updated when the Refresh button is clicked.
View: A group calendar will open in the one day view by default.
- The view can be changed by placing the mouse over the View button and selecting the view desired from the drop down list.
- Each person's busy time schedule will be shown based on the view selected.
- Click the section triangle to the left of a person's name listed in the group calendar to list all appointments for the view selected.
Expand/Collapse: Place the mouse over the Expand/Collapse button and select the option desired from the drop down list.
- Expand All: Each person's schedule listed in the group calendar will be expanded so that all calendar entries (unless private) will be shown.

Collapse All: Any person's schedule listed in the group calendar that is currently expanded will be collapsed so only the busy time shows, but not the specific entries.

Types of Entries:
A color coded key is shown at the bottom of the group calendar to show which type of calendar entry shows as busy time for any of the people listed in the group calendar.

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