Working with Appointments
There are various options to use the GroupWise calendar. Apart from the main calendar it is also possible to create and use additional sub-calendars. These can thus be sorted according to topics or be partially shared.
Apart from mails and contacts, the calendar function has become an integral part of many people's lives.
Keeping a simple calendar is not enough for many. They might already use sub-calendars as to cover various topics. Within GroupWise appointments can be adjusted with others (Calendar Management) but may also be viewed if they have been shared with others. Often even this is not enough as people need an option to add appointments that can be shared and add other people's appointments.
Basics of Shared Appointment Management
The general idea is "to each his own". However, sometimes it is important to agree on common rules. This is especially true if people wish to jointly work on project calendars or have to coordinate appointments with others.
- New appointments should be added immediately.
- Avoid any "offline" calendars if possible.
Advantages and Disadvantages
- Appointments are always available (calendar in client, via web browser, with mobile devices, etc.)
- Appointment coordination does not have to be handled via external tools and is also possible outside the JourFixes
- Surprises such as vacation time or absences of staff members can be minimized
- Personal appointments can be suppressed so that only the period of time is blocked
- Requires the user to change his habits -> appointments must be recorded.
Generally speaking there are two types of appointments:
- Posted Appointment
Such a posted appointment is a piece of information directly entered in the calendar. They can only be entered in one's own calendar. There is no search for acceptance or refusal.
Such a meeting is ideal if one does not only wish to take down an appointment for oneself but if it should be sent out to several persons at a time.
In order to create an appointment, go to File > New > Appointment or use the keyboard shortcuts <Ctrl><Shift><Alt>.
The appointment window is designed similarly to the e-mail window. However it also features additions to enter the place and time of an appointment. Once the information is completed, you can either Send or Post your appointment in the calendar.
Every appointment has to be accepted or declined by the recipient. Until this is the case, you can find the appointments in your mailbox as well as in your calendar. Here, however, the appointment is marked in italics. Once the appointment has been accepted, they are shown in regular writing and are removed from the mail box. The announcement always shows the appointment's subject line including the location given in brackets. In case more detailed information is required on an appointment, the appointment has to be opened by double clicking on it.
Hint: It is also possible to view the appointment using the Quickviewer. To do so, you only have to click the appointment.