An InfoHelp How To...? Guide
Web-based calendaring allows anyone with a computer and Internet access to communicate and track meetings from anywhere in the world to any JCU Webcal user.
JCU Webcal provides you with many functions, including the following:
- An online main calendar that you can view in different modes (Daily, Weekly vertical, Weekly horizontal, Monthly, and List) and lets you see all your scheduled events as well as the events for any calendars you share or to which you are subscribed.
- A thumbnail calendar that shows you the selected month and from which you can quickly jump to a view of a particular day or week.
- A Schedule checker that lets you preview the free/busy times of people you want to invite to events or meetings.
- The ability to create categories for different events and filters to help search for particular events.
The following guide will cover the basics of how to create, view and confirm a Calendar Event or Meeting, for instructions on how to use the more advanced features of JCU Webcal go here.
this guide in Word
Overview | Getting Started | SynQ | Advanced Features | FAQ
Adding Events or Meetings | View Existing Events or Meetings | Responding to Unconfirmed Meetings
Adding Events or Meetings
Webcal allows you to quickly post a reference for an event, or add detailed event or meeting information with customized reminders.
To add an event or meeting, follow these steps.
- In the navigation pane, click the Calendar tab.
Your calendar displays in the view (Day, Week, Horizontal Week, Month, List) that was last displayed.
- Click
New and then Event in the toolbar or double-click in an open space. The Add/Edit Event window opens with the Description tab displayed. The default date displayed is either the current date or the last date that you viewed in your calendar.
- Use the
Description tab as follows:
- Title: A name for the event; this name is used in the Event Information window and also as the Subject for Reply to Owner event emails.
- Start and End date and time for the event: Enter the Year, Month, Day, or click the Date icon
to open the thumbnail calendar and navigate to the date you want. Enter the Hour and Minutes, or click the Clock icon 
to open a time bar and navigate to the time you want; as you scroll through the time bar, the hour column is to the left, the minutes column is to the right, and the time is indicated at top. Note: You can change the Time Mode in Options. - Priority: You can mark your event with a priority, Highest, High, Normal (default), Low, or Lowest. Your event emails display the priority icon selected.
- All day: Whether or not the event is an all-day event; select the checkbox for Yes, leave it deselected (default) for No.
- Show as busy: Whether the event displays as Busy for you in a Free/Busy lookup. De-select the checkbox if you want to be able to schedule other events in the same time slot and not get Conflict warnings.
- Private: The event displays only in your calendar and not in other calendars even if Read or Subscribe to permissions are set.
- Description: Enter a description of your event/meeting; an excerpt of the description shows in the calendar display.
- Email reminder: From the shortcut menu, choose a time when you want to receive a reminder for the event.
- Mobile reminder: Currently the mobile reminder feature of Mirapoint Calendar does not work.
- Attachments: Add a file attachment, such as an agenda, to your meeting email notifications by clicking Browse to navigate to the attachment and clicking Open to add it. The file name of the attachment displays beneath the File text box. Click the Delete icon
to remove it. - Categories and More>>: Select an event category from the drop-down list. To characterise the event with more than one category, click More>> and select additional categories for the event.
- Use the
Schedules tab as follows:
- User: Add people to your meeting by entering the name or nickname of a Webcal user or a contact in your contacts list and clicking Add. Find a user to add by clicking the blue User link to open the Find Users window. Note: Attendees invited in this way must have Request Meetings permissions selected (this permission is selected by default). Remove attendees from the Users list box by clicking the Delete icon . Invite external attendees-people not entered on your Webcal system-by entering their full email address.
- Choose a Resource: Use the drop-down list to select resources set up by your system administrator. A Free/Busy lookup is performed.
- Location: Add locations or resources not set up by your administrator.
- Click the
Conflicts menu icon 
and then Check Conflicts or Suggest Times. If you clicked Check Conflicts, people who have scheduled events that conflict with your proposed time are highlighted in red in the Users column. If you clicked Suggest Times, the event's time block moves to a time period later in the free/busy grid where there are no scheduling conflicts.
- User: Add people to your meeting by entering the name or nickname of a Webcal user or a contact in your contacts list and clicking Add. Find a user to add by clicking the blue User link to open the Find Users window. Note: Attendees invited in this way must have Request Meetings permissions selected (this permission is selected by default). Remove attendees from the Users list box by clicking the Delete icon
- Use the
Repeat options tab as follows; choose one from the first six options:
- Do not repeat (default): The event is a one time only event; does not repeat.
- Repeat every day: The event repeats every day at the time specified on the Description tab.
- Repeat every (select one) week (default) OR 2 weeks, 3 weeks, or 4 weeks AND select a day of the week Sun (Sunday), Mon (Monday), Tue (Tuesday), Wed (Wednesday), Thu (Thursday), Fri (Friday), Sat (Saturday). You may select more than one day of the week: The event repeats as specified at the time specified in Event time.
- Repeat on the (select one) first (default) OR second, third, fourth, or last AND choose a day of the week from the shortcut menu AND choose a monthly increment from the drop-down list (default is month): The event repeats as specified at the time specified in Event time.
- Repeat every montI:The event repeats every month as specified in Event time.
- Repeat every year: The event repeats every year as specified in Event time.
Choose one of the last two options to specify an end time for the repeating event; either:
- Repeat until: The event repeats until the entered date. Specify an ending date by entering the date in the text box (the date format depends on your locale). Alternatively, you can click the Calendar icon, display the desired month by clicking the forward and backward arrows or use the scroll bars, and click the desired date. The date displays in the Repeat until box.
- Repeat forever: The event repeats as specified, indefinitely.
- Click Add Event or Cancel. If you clicked Add Event, the event is added to your calendar. A dialog box also displays, asking whether you want to send email notifications to your attendees. (Click OK if you want the emails sent, or click Cancel if not.) If you clicked Cancel, the add or edit event operation is terminated. You are returned to the Calendar page.
Viewing Existing Events and Meetings
To view events in your calendar, right-click the event title and choose Open from the menu. (or simply double-click the event title.) If you are invited to an event, or if you have subscribed to another's calendar, those events display in your calendar as view-only (you cannot edit them). Purple 
are your meetings, green 
are subscribed-to meetings. The command menu for a view-only event is slightly different than the one for an event owner, and different again for repeating events than for non-repeating events.
Open allows you to see the settings for that instance of the event, List instances allows you to see the projected repeating dates, and Open whole series allows you to see the settings for the event, including the repeat options.
Responding to Unconfirmed Meetings
Calendar provides an easy way to view meetings scheduled by others to which you have not responded.
To access all of your unconfirmed meetings and make responses, follow these steps from the Calendar tab.
- In the calendar navigation pane tree view, click Unconfirmed Meetings, and click the List icon
in the toolbar. Your main calendar displays in the view (today, month, and so on) that was last viewed. Meetings scheduled by others to which you have not responded are shown.
- Right-click the title of an event to display an option menu. In the option menu, click Reply to owner, Accept, or Decline. If you clicked Reply to owner, a Compose window opens with the event owner's email address in the To text box and the event title as the Subject. If you clicked Accept or Decline, a User Prompt dialog box opens with a space for you to enter a Reason. In the dialog box, enter text and click
OK or 
Cancel; OK sends the Accept or Decline with the reason entered (or none if left blank), Cancel dismisses the window; no Accept or Decline mail is sent. Once you accept or decline a meeting request, the meeting no longer appears in your Unconfirmed Meetings calendar.
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