# Calendar Tasks

These instructions assume that you are using a mouse. Most tasks can also be done without a mouse. See Keyboard Shortcuts for the Desktop for more information.

## Basic Calendar Skills

1. - ToSpecifyACalendarViewTA

   - ToDisplaySpecificDateTA

## Scheduling an Appointment

1. - ToScheduleApptTA

   - ToSetOptionsTA

   - ToChangeApptTA

   - ToDeleteApptTA

## Scheduling a To Do Item

1. - ToSetUpToDoTA

   - ToChangeToDoTA

   - ToDeleteApptTA

## Viewing Your Appointment and To Do List

1. - ToSelectApptListTA

   - ToSelectToDoListTA

## Printing Calendars, Appointment, or To Do Lists

1. - ToPrintCurrentViewTA

   - ToPrintApptListTA

## Finding an Appointment

1. - ToFindApptTA

## Browsing Calendars on a Network

1. - ToAddUsersCalendarTA

   - ToDisplayAnotherUsersCalendarTA

   - ToCompareMultipleUsersCalendarsTA

## Scheduling a Group Appointment

1. - ToSetUpGroupApptTA

   - ToDetermineAccessToOtherCalendarsTA

   - ToMailRemindersToGroupTA

## Customizing Your Calendar

1. - ToSetApptEditorDefaultsTA

   - ToSetInitialCalendarTA

   - ToSetTimesDayWeekViewsTA

   - ToSetDefaultCalendarViewTA

   - ToGrantAccessToOtherUsersTA

   - ToDenyAccessToOtherUsersTA

   - ToCustomizePrinterSettingsTA

   - ToCustomizeDateFormatTA

   - ToChangeDefaultTimeZoneTA

## Creating an Appointment File for Scheduling or Mailing

1. - ToDragDropApptTA

## To Specify a Calendar View

&newline;∅

Click to display Day view. Day view includes a three-month mini-calendar containing day and month buttons for navigation.

Click to display Week view. Week view includes a grid for the entire week showing shaded areas where appointments are scheduled.

Click to display Month view.

Click to display Year view.

&newline;∅

## See Also

1. - ToDisplaySpecificDateTA

   - ToScheduleApptTA

   - ToPrintCurrentViewTA

## To Display a Specific Date or Time Period

1. Choose Go to Date from the View menu.

2. Type the date you want to view in the format MM/DD/YY.

3. Click Go To.

For information on how to change the date format, see Date Format Dialog Box and ToCustomizeDateFormatTA.

&newline;∅&newline;

## To Display Today

1. - Click the navigation button displaying Today or today's date.

   Calendar changes the current view to show today in the format you were viewing. For example, if you are viewing by month, choosing today's date displays the Month view containing today.

## To Display the Previous View

1. - Click the navigation arrow pointing left.

   Previous view is the day, week, month, or year before the one you are viewing. For example, if you are viewing by week, the previous view shows the previous week.

## To Display the Next View

1. - Click the navigation arrow pointing right.

   Next view is the view after the one you are viewing. For example, if you are viewing by week, the next view shows the next week.

## See Also

1. - ToSpecifyACalendarViewTA

   - CalendarGotoDateDialog

   - ToCustomizeDateFormatTA

   - CalendarOptionsDateDialog

## To Schedule a Basic Appointment

Use the Appointment Editor to insert, change, or delete appointments on your calendar.

1. Display the Calendar view containing the day for which you want to schedule an appointment.

2. Double-click that day.

   &newline;∅&newline;

   The Appointment Editor is displayed.

3. Choose the Start and End times.

   &newline;∅&newline;

   The default appointment duration is one hour. If your appointment is longer or shorter, click in the End field to edit the End time.

4. Type a description of the appointment in the What field.

   For example, you may want to enter the appointment's location and purpose.

   If you want to add optional settings to an appointment, see ToSetOptionsTA.

5. Click Insert.

   The appointment is added to your calendar.

6. Click Cancel to close the Appointment Editor.

## See Also

1. - ToSetOptionsTA

   - ToSetApptEditorDefaultsTA

   - ToSpecifyACalendarViewTA

   - ToChangeApptTA

   - ToDeleteApptTA

   - ToSetUpGroupApptTA

   - CalendarOptionsCategoryDialog

## To Set Appointment Options

1. Schedule an appointment.

   Follow the steps in ToScheduleApptTA.

2. Click the More button in the Appointment Editor to display additional appointment options.

   &newline;∅&newline;

   &newline;∅

3. Select the desired appointment in the Appointment Editor list.

4. Select Beep, Flash, Popup, or Mail for the type of reminder you want.

5. Edit the reminder intervals or the calendar-name@hostname if necessary.

6. Optional: To repeat the appointment more than once, choose an option from the Occurs menu, and then choose an option from the For menu.

   If you don't see the interval you want on the Occurs menu, choose Repeat Every and type the desired interval in days, weeks, or months.

7. Choose an option from the Privacy menu.

8. Click Change.

9. Click Cancel to close the Appointment Editor.

## See Also

1. - ToScheduleApptTA

   - ToSetApptEditorDefaultsTA

   - ToSpecifyACalendarViewTA

   - ToChangeApptTA

   - ToDeleteApptTA

   - CalendarOptionsCategoryDialog

## To Change an Appointment

1. Click the Appointment Editor icon.

2. Select the appointment in the appointment list.

3. Edit the appointment date, start or end time, description, reminders, frequency, or privacy.

4. Click Change.

5. Click Cancel to close the Appointment Editor.

Be careful if you are inserting multiple appointments, one after another, that you click Clear between insertions. This will reset options that you may not want to carry over from one appointment to the next.

## See Also

1. - ToScheduleApptTA

   - ToSetOptionsTA

   - ToDeleteApptTA

   - CalendarApptEditorDialog

## To Insert a To Do Item

Use the To Do Editor to insert, update, or delete To Do items in your calendar.

1. Click the To Do Editor icon in the upper left corner of the main Calendar view window.

   &newline;∅&newline;

   The To Do Editor is displayed.

   &newline;∅&newline;

   &newline;∅&newline;

2. Type or edit the due date for the To Do item in the Due Date field.

3. Type a description of the To Do item in the What field.

4. Click Insert.

5. Click Cancel to close the To Do Editor.

## See Also

1. - ToChangeToDoTA

   - ToDeleteApptTA

   - CalendarToDoEditorDialog

   - ToScheduleApptTA

## To Change a To Do Item

1. Display the Calendar view containing the day for which you want to change a To Do item.

2. Select that day.

3. Click the To Do Editor icon in the tool bar to open the To Do Editor.

4. Select the To Do item in the To Do List.

5. Edit the due date or the description of the To Do item.

6. Select Completed to change the status of the To Do item, if applicable.

7. Click Change.

8. Click Cancel to close the To Do Editor.

## See Also

1. - ToSetUpToDoTA

   - ToDeleteApptTA

   - CalendarToDoEditorDialog

## To Delete an Appointment or To Do Item

1. Click the Appointment or To Do Editor icon.

2. Select the appointment or To Do item in the appropriate list.

3. Click Delete.

4. Click Cancel to close the editor.

## See Also

1. - ToScheduleApptTA

   - ToChangeApptTA

   - ToSetUpToDoTA

   - ToChangeToDoTA

   - CalendarApptEditorDialog

   - CalendarToDoEditorDialog

## To View an Appointment List

The appointment list displays all your appointments for the day, week, month, or year.

1. Display the view of the calendar that you want the appointment list to show.

2. Choose Appointment List from the View menu.

   Appointments are listed chronologically and show date, time, and description.

## See Also

1. - ToScheduleApptTA

   - ToSelectToDoListTA

   - ToPrintApptListTA

   - CalendarApptEditorDialog

## To View a To Do List

The To Do List displays all your To Do items for the day, week, month, or year.

1. Display the view of the calendar that you want the To Do list to show.

2. Choose To Do List from the View menu.

   To Do items are listed chronologically and show check box, due date, and description.

## See Also

1. - ToSetUpToDoTA

   - ToSelectApptListTA

   - ToPrintApptListTA

   - CalendarToDoEditorDialog

## To Find an Appointment in Your Calendar

1. Choose Find from the View menu.

2. In the Find field, type some text that can become a keyword for the search; for example, `Dentist` or `Conference`.

   The Find field is not case-sensitive.

   By default, Calendar searches the past and future six months in your calendar. If you want to change the search range, select Search all or edit the dates in the Search from fields.

3. Click Find.

   The appointments with matching text are displayed in the Find window.

4. Select the desired appointment in the list.

5. Click Show Appointment to display the entire appointment.

6. Click Cancel to close the Find dialog box.

## To Add or Delete Calendars in the Browse List

## To add a calendar to the Browse list:

1. 1. Choose Menu Editor from the Browse menu.

   2. Type the calendar-name@hostname in the User Name field.

   3. Click Add Name.

   4. To erase your changes and leave the dialog box displayed, click Reset.

   5. To save your changes and close the dialog box, click OK.

   6. To save your changes and leave the dialog box displayed, click Apply.

   7. To erase your changes and close the dialog box, click Cancel.

      Saving changes adds the calendar to the Browse menu in the menu bar.

## To delete a calendar from the Browse list:

1. 1. Select a calendar name in the Browse list.

   2. Click Remove Name.

   3. To erase your changes and leave the dialog box displayed, click Reset.

   4. To save your changes and close the dialog box, click OK.

   5. To save your changes and leave the dialog box displayed, click Apply.

   6. To erase your changes and close the dialog box, click Cancel.

      Saving changes deletes the calendar from the Browse menu in the menu bar.

## See Also

1. - ToDisplayAnotherUsersCalendarTA

   - ToCompareMultipleUsersCalendarsTA

   - ToSetUpGroupApptTA

   - CalendarMenuEditorDialog

   - CalendarGroupApptEditorDialog

## To Display Another User's Calendar

1. Choose Show Other Calendar from the Browse menu.

2. In the User Name field, type calendar-name@hostname for the calendar you want to view.

3. Click Show.

   The calendar you are viewing changes to display the new calendar.

   The Show Other Calendar dialog box displays a message with the name of the calendar displayed. If you typed the calendar name incorrectly, an error message is displayed.

## See Also

1. - ToAddUsersCalendarTA

   - ToCompareMultipleUsersCalendarsTA

## To Compare Multiple Calendars

1. Choose Compare Calendars from the Browse menu.

   The Compare Calendars dialog box is displayed. The first time you open this dialog box, only your calendar is displayed in the grid.

   To add other calendars to the Browse list, see ToAddUsersCalendarTA.

2. Select entries in the Browse list.

   The Compare Calendars grid changes to add the new calendar, overlaying all displayed calendars. The lightest areas on the grid indicate free times; the darkest areas are busy times.

   Use this grid to identify times available for a group appointment.

## To change the time interval displayed in the grid:

1. - Choose an option from the Compare Calendars Go To menu

     Or

   - Type the date you want to view in the Go To field

## See Also

1. - ToAddUsersCalendarTA

   - ToDisplayAnotherUsersCalendarTA

## To Schedule a Group Appointment

If you want to set up a regular appointment, see ToScheduleApptTA.

1. Choose Compare Calendars from the Browse menu.

2. Select one or more entries in the Browse list.

3. Click in the grid on a time block for which you want to set up a group appointment. Unshaded blocks represent potentially available times.

   The time block is highlighted.

   A busy character (asterisk) is displayed next to a calendar names in the Browse list if the proposed appointment would conflict.

4. Click Schedule to open the Group Appointment Editor.

   The Group Appointment Editor is displayed with the fields for date, time, and mail automatically filled out.

5. Type (or edit) the group appointment start time in the Start field.

6. Type (or edit) the group appointment end time in the End field.

7. Type the appointment description, such as its location or purpose, in the What field.

8. Optional: Click More to choose the repeat interval and duration for the group appointment.

9. Click Insert to add the group appointment to the selected calendars.

   If you don't have insert access on all the calendars, you may want to send mail to notify others in the group about the group appointment. See ToMailRemindersToGroupTA.

10. Click Cancel to close the Group Appointment Editor.

## See Also

1. - ToScheduleApptTA

   - ToMailRemindersToGroupTA

   - ToGrantAccessToOtherUsersTA

   - CalendarCompareCalsDialog

   - CalendarGroupApptEditorDialog

## To Mail Reminders to the Group

Once you've set up a group appointment (date, start and end times, description, repeat interval), you may want to mail the group a reminder. To send mail:

1. Click Mail in the Group Appointment Editor.

   Calendar displays a Compose window containing an appointment attachment. The appointment attachment is pre-addressed to the selected users and automatically filled out with the date and appointment start and end times.

2. Click Deliver in the Compose window.

   Calendar mails the reminder to the selected users.

   Recipients of a mail message with a calendar-formatted reminder can drag the message from the Mailer header window and drop it on their calendars to automatically schedule the pre-formatted appointment.

## See Also

1. - ToSetUpGroupApptTA

   - ToDetermineAccessToOtherCalendarsTA

   - CalendarGroupApptEditorDialog

   - CalendarCompareCalsDialog

## To Determine Whether You Have Access to Other Calendars

1. Choose Compare Calendars from the Browse menu.

2. Select the entries in the Browse list that you want to check for access.

3. Click Schedule to open the Group Appointment Editor.

4. Look at the Calendar Access list.

   The Calendar Access list displays the calendars that you selected in the Compare Calendars dialog box.

   A "Y" in the Access column means you have insert access to the selected calendar. An "N" means you don't.

To add appointments or To Do items to other calendars, ask the owners to grant you insert access.

## See Also

1. - ToGrantAccessToOtherUsersTA

   - ToDenyAccessToOtherUsersTA

   - CalendarGroupApptEditorDialog

   - CalendarCompareCalsDialog

   - CalendarOptionsAccessDialog

## To Grant Access to Your Calendar

1. Choose Options from the File menu.

2. Choose Access List and Permissions from the Category menu.

   The Access List and Permissions dialog box is displayed.

   &newline;∅

   Depending on the version of Calendar you have, you'll see one of the following Access List and Permissions dialog boxes. Use the procedure that matches the version you have.

   &newline;∅

   &newline;∅

3. In the User Name field, type calendar-name@hostname for the calendar to which you want to grant access.

   The default permission is for browse access only.

4. Select Browse, Insert, or Delete permissions.

5. Click Add Name to add the calendar to the Access list with the permissions you've chosen.

6. To erase your changes and leave the dialog box displayed, click Reset.

7. To save your changes and close the dialog box, click OK.

8. To save your changes and leave the dialog box displayed, click Apply.

9. To erase your changes and close the dialog box, click Cancel.

   Saving changes grants the selected access to the specified calendar.

Or:

1. Choose Options from the File menu.

2. Choose Access List and Permissions from the Category menu.

   The Access List and Permissions dialog box is displayed.

   &newline;∅&newline;

   &newline;∅

3. In the User Name field, type calendar-name@hostname for the calendar to which you want to grant access.

   The default permission is for view access to public appointments only.

4. Select View, Insert, or Change permissions.

   Permissions control whether others can perform specific operations on your calendar. You can choose more than one permission.

5. Select Public, Semiprivate, or Private access rights.

   Access rights control the specific types of appointments others can see.

6. Click Add to add the calendar to the Access list with the permissions and access rights you've chosen.

7. To erase your changes and leave the dialog box displayed, click Reset.

8. To save your changes and close the dialog box, click OK.

9. To save your changes and leave the dialog box displayed, click Apply.

10. To erase your changes and close the dialog box, click Cancel.

    Saving changes grants the selected access and permissions to the specified calendar.

## See Also

1. - ToDetermineAccessToOtherCalendarsTA

   - ToDenyAccessToOtherUsersTA

   - CalendarOptionsCategoryDialog

   - CalendarOptionsAccessDialog

## To Deny Access to Your Calendar

1. Choose Options from the File menu.

2. Choose Access List and Permissions from the Category menu.

3. Select the entry for which you want to deny access in the Access list.

4. Click Remove Name (or Delete) to remove the user from the Access list.

5. To erase your changes and leave the dialog box displayed, click Reset.

6. To save your changes and close the dialog box, click OK.

7. To save your changes and leave the dialog box displayed, click Apply.

8. To erase your changes and close the dialog box, click Cancel.

   Saving changes removes access for the specified calendar.

## See Also

1. - ToDetermineAccessToOtherCalendarsTA

   - ToGrantAccessToOtherUsersTA

   - CalendarOptionsCategoryDialog

   - CalendarOptionsAccessDialog

## To Print Current Day, Week, Month, or Year Views

1. Display the Calendar view you want to print.

2. Choose Print Current View from the File menu.

Calendar prints the view using the default print options. To change the print options, see ToCustomizePrinterSettingsTA.

## See Also

1. - ToPrintApptListTA

   - ToCustomizePrinterSettingsTA

## To Print an Appointment or To Do List

1. Display the Calendar view containing the day for which you want to print an appointment or To Do list.

2. Select that day.

3. Choose Print... from the File menu.

   The Print dialog box is displayed.

4. Choose Appointment List or To Do List from the Report Type menu.

5. Click Print.

Calendar prints the appointment or To Do list using the default print options. To change the print options, see ToCustomizePrinterSettingsTA.

## See Also

1. - ToPrintCurrentViewTA

   - ToCustomizePrinterSettingsTA

## To Print with Specific Options

1. Choose Print... from the File menu.

   The Print dialog box appears.

   - To select a different printer, type the new printer name in the Printer Name field.

   - To output multiple copies, type the number of copies in the Copies field.

   - To print to a file, click the Print to File checkbox and type the path and filename for the file.

2. Choose the view or list you want to print from the Report Type menu. You can choose from `Day View`, `Week View`, `Month View`, `Year View`, `Appointment List`, or `To Do List`.

   If necessary, set the correct time range by changing the From and To fields.

3. To set additional options, click the More... button. The Calendar Options dialog box appears so you can set additional print options for headers and footers, margins, and the privacy level for printed appointments. See CalendarOptionsPrinterDialog.

   When finished with the Printer Settings, click OK to establish your choices as the new defaults and return to the Print dialog box. When you print with default options, your new settings will be used. Apply sets the new defaults, but remains in this dialog box. Reset restores the options to their previous settings. Cancel cancels any changes since the last Apply and returns you to the Print dialog box.

4. To set printer-specific options, click the Setup... button on the Print dialog box. The Print Setup window appears. From this window, you can examine printer information and define both Printer and Job options. See Print Setup Window for more information.

   When finished with the Print Setup window, click OK to set your changes and return to the Print dialog box.

5. To send the selected view or list to the printer from the Print dialog box, click Print.

6. Click Close to close the Print dialog box.

## See Also

1. - ToPrintCurrentViewTA

   - ToPrintApptListTA

## To Set the Appointment Editor Defaults

1. Choose Options from the File menu.

   The Calendar Options dialog box is displayed.

2. Choose Editor Defaults from the Category menu.

3. Optional: Change the default appointment duration in the Duration field.

4. Optional: Change the default appointment start time by choosing from the Start menu.

5. Select Beep, Flash, Popup, or Mail reminders. &newline;∅

   Beep

6. Causes your system to emit an electronic beep

Flash

- Causes your calendar to flash

Popup

- Displays a reminder dialog box

Mail

- Sends electronic mail

- Edit the default time intervals if necessary.

  The time interval fields are active for each reminder you select. They specify the time before an appointment that the reminder will be activated.

- Choose a privacy option from the Privacy menu. &newline;∅

  Others See Time Only

- The default. Displays only the time of an appointment so others can see you're busy.

Others See Time and Text

- Displays the time and text of an appointment in your calendar.

Show Nothing

- Displays nothing about an appointment in your calendar for maximum privacy.

- Click Apply to apply the new defaults to all future appointments.

- Click Cancel to close the Calendar Options dialog box.

## See Also

1. - CalendarOptionsCategoryDialog

   - ToScheduleApptTA

## To Set the Initial Calendar Displayed

You can set Calendar to display a calendar other than your own when you first start it.

1. Choose Options from the File menu.

   The Calendar Options dialog box is displayed.

2. Choose Display Settings from the Category menu.

3. Double-click in the Initial Calendar View field to select the contents and type calendar-name@hostname for the calendar you want to view each time you start Calendar.

4. Click Apply.

5. Click Cancel.

## See Also

1. - ToScheduleApptTA

   - ToSetDefaultCalendarViewTA

   - CalendarOptionsCategoryDialog

## To Set the Time Boundaries on Day and Week Views

In day and week views, you can set the earliest and latest hours you want displayed in your calendar.

1. Choose Options from the File menu.

   The Options dialog box is displayed.

2. Choose Display Settings from the Category menu.

3. Move the slider in the Begin and End controls to adjust the earliest and latest hours you want displayed on your calendar.

4. Select 12 Hour or 24 Hour time display.

5. Click Apply.

6. Click Cancel.

## See Also

1. - ToSetInitialCalendarTA

   - ToSetDefaultCalendarViewTA

   - CalendarOptionsCategoryDialog

## To Set the Default Calendar View

The calendar view is the day, week, month, or year displayed in the main Calendar window.

Calendar displays the default Calendar view each time you start it. The initial default view is by month. To set the default to the view you use most often:

1. Choose Options from the File menu.

   The Options dialog box is displayed.

2. Choose Display Settings from the Category menu.

3. Select Day, Week, Month, or Year as the Default View.

4. Click Apply.

5. Click Cancel.

## See Also

1. - ToSetInitialCalendarTA

   - ToSetTimesDayWeekViewsTA

   - ToDisplaySpecificDateTA

   - ToScheduleApptTA

   - CalendarOptionsCategoryDialog

## To Customize the Date Format

The default date format in Calendar is MM/DD/YY. Use the Date Format dialog box to change the order of date components or the separator.

1. Choose Options from the File menu.

2. Choose Date Format from the Category menu.

3. Select the desired date order option.

4. Select the desired date separator.

5. To erase your changes and leave the dialog box displayed, click Reset.

6. To save your changes and close the dialog box, click OK.

7. To save your changes and leave the dialog box displayed, click Apply.

8. To erase your changes and close the dialog box, click Cancel.

## See Also

1. - ToScheduleApptTA

   - ToDisplaySpecificDateTA

   - CalendarOptionsCategoryDialog

   - CalendarOptionsDateDialog

   - CalendarGotoDateDialog

## To Change the Default Time Zone

1. Choose Time Zone from the View menu.

   The Time Zone dialog box is displayed.

2. Select the Custom Time setting.

3. In the Hours field, edit the number of hours before or after Greenwich Mean Time that you want your calendar set to.

   For example, to synchronize your calendar for Pacific Standard Time, choose GMT+8 hours. For Finland, choose GMT-2 hours. For Japan, choose GMT-9 hours. You may have to adjust by one hour for daylight, or summer time.

4. To revert to your own time zone, select My Time.

5. Click OK to apply changes and close the dialog box.

## See Also

1. - CalendarOptionsCategoryDialog

   - CalendarOptionsDateDialog

   - CalendarTimeZoneDialog

   - ToChangeDefaultTimeZoneTA

## To Drag and Drop an Appointment on Your Calendar

1. Create an appointment using the standalone Appointment Editor.

   1. At a command line, type `dtcm_editor` filename

      The standalone Appointment Editor is displayed.

   2. Type a date in the Date field.

      Remember to use the date format set in the Date Format dialog box.

   3. Choose the Start and End times for the appointment.

   4. Type a description of the appointment in the What field.

   5. Choose a frequency for the appointment from the Occurs menu.

   6. Click Save to write the appointment contents to the file you specified at the command line.

2. Open File Manager and navigate to the folder where the appointment file is stored.

3. Drag the file icon and drop it on Calendar.

   Calendar automatically schedules the appointment on your calendar.

   You could also drag the file icon to Mailer and mail the formatted appointment to others.

## See Also

1. - CalendarStandaloneApptEditorWindow