2007 Calendar Tool

The 2007 Calendar tool lets you mark important dates and build collaborative schedules with other members of a workspace.

What do you want to do?

Add or delete appointments

View appointments

Navigate in the Calendar

Create links to specific appointments

Change the Calendar display

Export and import appointments

Print appointments

Change Calendar permissions

Add or delete appointments

To add an appointment:

  1. On the Home tab, click New Appointment.

  2. Enter an appointment subject.

  3. Enter or select the start and end dates and times for the appointment. If the appointment is an all-day event, click All Day Event.

    Details

    Enter the date using MM/DD/YY format or click the Calendar icon and select a date.

    Enter the start and end time, or click the arrows to select start and end times.

    The Calendar automatically makes time zone adjustments as follows: The Calendar assumes that the appointment will be held in the time zone that corresponds to the Date and Time properties currently set for your computer. For members whose computers are set for different time zones, the appointment time automatically adjusts to reflect their time zone.

    For example, if you are in Atlanta and schedule an appointment for 8:00 am, a member in Paris will see this appointment as scheduled for 2:00 pm (depending on regional time zone settings).

  4. Optionally, enter details about the appointment.

  5. Click OK.

Tip: You can create appointments with pre-selected dates or times. Drag across the range of dates or times you want and then click New Appointment.

To delete a selected Calendar appointment, press the DELETE key.

Top of Page

View appointments

The Calendar displays as much of each appointment as will fit within a date cell. You see more or less of each appointment depending on which view you're using. For example, the Day view usually allows you to see all information about an appointment, while the Month view only allows you to see a few words.

In any view, you can point at an appointment to display a text window that displays its full date and details.

Appointment information pop-up window

Top of Page

Navigate in the Calendar

You can navigate in the Calendar as follows:

  • To go to the previous or next day, week, or month in the Day, Week, or Month views, respectively, click the Previous/Next buttons in the Calendar's title bar.

  • To go to the previous or next appointment in any Calendar view, click the Home tab, then click Previous or Next in the Navigate pane.

  • To go to the previous or next unread appointment in any Calendar view, click the Home tab, and then click Previous Unread or Next Unread in the Track pane.

  • To go to the current day according to your computer's system clock, click the Home tab, and then click Today in the Navigate pane.

  • To go to a specific date in a selected view, click the Home tab, click Select Date in the Navigate pane, enter a date and view option in the Go To Date dialog box, and click OK.

Top of Page

Create links to specific appointments

  1. Click the appointment you want to create a link to.

  2. On the Home tab, click Copy as Link.

  3. Select the target tool.

  4. Click the location where you want to place the link.

    You must place the link in a rich text location, such as the body of a Discussion entry, a Chat entry, or Notepad entry.

  5. Right-click and then click Paste.

Top of Page

Change the Calendar display

To change the Calendar display, click the View tab, and then click a display option in the Calendar View pane.

The following table describes the characteristics of each view.

View

Characteristics

Day

A detailed view of the selected day's appointments including details (if any).

All-day appointments and appointments spanning multiple days display at the top.

Appointments spanning one or more days

1. An appointment spanning more than one day

2. An appointment for this day only

Appointments for the selected day are displayed below in their appropriate time range.

Week

A summary view for the appointments of a standard calendar week.

With more room available than for the Month view, you can usually see the full title of each appointment. You can also see both the Start and End times of appointments.

As with the Month view, if a single date includes more appointments than will fit in the box, a More button appears.

Pop-up window showing all appointments.

Month

A summary view for the appointments of a standard calendar month.

This view is useful for long-range scheduling where you need to see appointments that run for several days. However, it's difficult to see details of an appointment without opening it for editing.

If a single date includes more appointments than will fit in the box, a More button appears.

Point at the button to display a window that shows the appointments.

Business Week

The same view as "Week," except that the display allows more space for the business work days.

Business Month

The same view as "Month," except that the display allows more space in each week for business work days.

Top of Page

Export and import appointments

You can export Calendar appointments for importing into another Calendar tool.

Exporting Calendar appointments

You can export a specific appointment or all appointments. All exported Calendar data is saved as an .xml file (for example, Calendar.xml).

To export a specific appointment:

  1. Click the appointment.

  2. On the Workspace tab, click Export Selected Appointment.

  3. Specify a directory location in the Export Record(s) to File... dialog box and click Save.

To export all records:

  1. On the Workspace tab, click Export All Appointments in the Data pane.

  2. Specify a directory location in the Export Record(s) to File... dialog box and click Save.

Importing Calendar appointments

  1. Select the Calendar tool in which you want to import the data.

  2. On the Workspace tab, click Import.

  3. In the Import File dialog box, select the exported calendar .xml file and click Open.

Top of Page

Print appointments

You can print Calendar appointments or views.

  1. If you want to print a specific appointment, select the appointment.

  2. If you want to print a Calendar view, select the view you want to print.

  3. On the File tab, click the Print tab, and then click Print.

Top of Page

Change Calendar permissions

To see the permissions currently assigned to member roles:

  1. Click the Workspace tab, click Properties, and then click the Permissions tab.

  2. Select the role for which you want to see assigned permissions from the dropdown list.

All members except for Guests have permission to add new appointments, and add or delete their own appointments. Managers have all available permissions.

Top of Page

Share Facebook Facebook Twitter Twitter Email Email

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!

×