Calendar

Overview
Calendar summary
Creating/adding items
Editing items
Deleting items
Adding an attachment to a Calendar item
Viewing the details of a calendar item
Adding or deleting calendar fields
Changing your calendar's view
Printing your calendar
Merging calendars from different sites
Default permissions for the Calendar tool

Additional materials

Open a pdf document containing step-by-step instructions with screen shots.

Overview

What it does

The Calendar tool allows subject coordinators or site organizers to post items in a calendar format. The calendar has day, week, month, year, and flat list views. Many instructors use Calendar to post readings for each class on the day they are due to be read. Research, group, and department projects often use Calendar to post group deadlines.

Key concepts

Activity list: To see a list of all events, next to "View", click List of Events.

Things to consider

A Calendar overview appears on the Home tool for individual worksites. For more information, see Calendar summary .
Any Calendar item can have multiple attachments.
You can print an Adobe PDF file of any view of a Calendar by clicking Printable Version while in the desired view. This will open a PDF file in a new browser window. (back to top)

Calendar summary

A summarized version of the Calendar tool appears on the Home page of individual worksites. Site participants can see a summary of upcoming scheduled events. Days that contain events are highlighted.

Navigation

Use the left and right arrows to change months or weeks. Click Today to return to the current day.
Click a day to see a summary of events for that day.
Click the title of an event to see a summary of that event.
Click Full details... to go to the Calendar tool and view complete details for the event.

Options

Click Options to set your preferences, including:

Calendar display: Next to "View", use the drop-down list to select either Calendar by Week or Calendar by Month .
Event priority: Under "Priority events", define event priorities and priority colours. Highlight an event type and click Move up or Move down to set the priority to high, medium, or low.
Colours: Enter hexadecimal values or click the Colour Palette icon to select colours to represent high, medium, and low priority events.

To save your changes, click Update. To cancel, click Cancel. (back to top)

Creating/adding items

While viewing your calendar, click Add.
Enter the required information for title, date, and start time. Additionally, you can specify a duration and end time.
Under "Message", use the WYSIWYG editor to create and format the body of your calendar item.
To display the event to all members of the site, tick Display to site. To display the event only to members of a certain group, tick Display to selected groups, and then use the boxes to choose which groups or sections can view the calendar item.

Note: If you don't see the Display to selected groups option, it means there are no groups or sections associated with your site.

If your event will take place more than once, you can set the frequency by clicking Frequency. Then follow these steps:

Next to "Event Frequency", use the drop-down list to select daily, weekly, monthly, or yearly.
Next to "Every:", use the drop-down list to select a value between 1 and 31.
Under "Ends:", use the radio buttons to select when you want your event to stop recurring.
Click Save Frequency.

Note: If you do not choose a frequency, your activity will occur once.
Next to "Event Type", use the drop-down list to choose an appropriate classification for your event.
Next to "Event Location", type a location for your event into the text box.
Under "Attachments", you can attach a file from your local computer or from Resources, or specify the URL for a file on the web. For instructions, see Options for adding attachments under My Workspace.
To save your event and post it to the calendar, click Save Event. To cancel, click Cancel. (back to top)

Editing items

Find the item on your calendar and then click its title.
Click Revise.
In the resulting form, make your desired changes.
When you are finished editing the item, click Save Event. (back to top)

Deleting items

Find the item on your calendar and then click its title.
Click Delete. On the confirmation page, click Delete to remove the item, or Cancel to cancel the action. (back to top)

Adding an attachment to a Calendar item

Note: To complete the procedures in this section, you must be assigned a role having the necessary permissions. To determine your role, see Participant roles in Permissions, Roles & Sites. For a basic understanding of roles and permissions, see Permissions, Roles & Sites: Overview.

To add an attachment to an item in Calendar, follow these steps:

In the menubar, click Calendar.
To add a new item, see Creating/adding, editing, or deleting Calendar items. For an existing item, click the item's name, and then click Revise.
Under "Attachments", you can attach a file from your local computer or from Resources, or specify the URL for a file on the web. For instructions, see Options for adding attachments under My Workspace.
Make any updates to your Calendar item, and then click Post.

Note: Staff have a responsibility to familiarise themselves with guidelines on appropriate copyright compliance relating to the use of resources attached to Calendar entries. See http://www.csu.edu.au/copyright/information/interact-staff-guide.pdf for more information.

An extensive set of resources relating to copyright issues for staff and students can be found at http://www.csu.edu.au/copyright/

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Viewing the details of a calendar item

To view the details of an item in Calendar, follow these steps:

If you aren't already viewing your calendar, in the menubar, click Calendar.
To see an item's details, click its title.
To return to the calendar, click Back to Calendar (do not use your browser's back button).

Note: If you have concurrently scheduled items, it may be difficult to view the items' titles. To see more details for a particular day, from the "View" drop-down list, change your calendar's view to Calendar by Day. (back to top)

Adding or deleting calendar fields

Using the Calendar tool, you can add custom fields for your calendar. For example, you might want a field for specifying an event's organizer. Please note that any fields you add will appear in the details for all of your calendar's items. To add or delete a custom calendar field, follow the appropriate steps below:

Adding fields

While viewing your calendar, click Field
Next to "Field Name:", type a name for your custom field, and then click Create Field
Click Save Field Changes

Removing fields

While viewing your schedule, click Fields
From the list of custom fields, in the "Remove?" column, tick the box next to any fields that you wish to remove, and then click Save Field Changes. When prompted to confirm if you wish to remove the field, click Save Field Changes to continue. (back to top)

Changing your calendar's view

You can view your calendar by day, week, month, or year. To change your view, use the "View" drop-down list to select Calendar by Day, Calendar by Week, Calendar by Month, or Calendar by Year. To view all of your scheduled activities in a list, click List of Events.

When viewed by day or week, the calendar will display a time range of 10 hours. To adjust the range so that it displays hours that are earlier or later in the day, click the links at the top (earlier) or bottom (later) of the calendar.

When viewing your activities in list form (by clicking List of Events), you can change which activities are displayed using the "Show" drop-down list. Choose either All activities (default), Activities for today, Activities for this week , Activities for this month, or Activities for this year. Additionally, to set a custom date range, select Custom date range, use the "Start" and "End" fields to set the appropriate range, and then click Filter Events. (back to top)

Printing your calendar

To create an Adobe PDF file of your calendar that you may use to print, follow these steps:

In the menubar of the subject or project site whose calendar you wish to print, click Calendar
From the "View" drop-down list, select the desired view for the calendar to be printed (e.g., Calendar by Day, Calendar by Week, Calendar by Month, or List of Events ). You cannot print the Calendar by Year view.
Click Printable Version. This will open a new window with the calendar as a PDF document. From this window, choose whichever printing method your browser offers to print the calendar (e.g., a printer icon).

Note: If you have no weekend calendar entries and you select the Calendar by Week view, the week printed will be Monday to Friday. (back to top)

Merging calendars from different sites

Note: Merged calendar items will only be visible for site participants who are active in both sites.

To merge calendars from two or more subject or project sites, follow these steps:

In the subject or project site into which you would like to merge calendars, click Calendar in the menubar
Click Merge
Under "Show Calendar", tick the box(es) next to the calendar(s) you would like to merge with the calendar of the site you currently have open. Click Save. (back to top)

Default permissions for the Calendar tool

The default Subject site permission settings for the Calendar tool are as shown below. These can only be altered by a site member who has appropriate permissions.