ARCHIVED: About My IU Calendar

• Overview
• Events
• Viewing privileges
• Meetings
• Other options

Overview

My IU Calendar is your personal calendar in which you can add events, set event reminders, and import events from external calendars.

Events

View an event

The default view shows the current month's events. To see all events for a particular day, click that day's date. You can also view your calendar by week. To choose the desired view, click the month, week, or day button at the top right.

Add an event

To add an event to your calendar:

1. Click the + (plus sign) button at the top right.
2. Complete the event information form.
   Note:

   The "Event Name:" field is required.
3. Complete the date and time, and provide a location and description if desired.
4. Select the level of visibility: Public (users you allow to view your calendar can view all details of this event), Private (users you allow to view your calendar can view only the start and end time of this event), or Confidential (no user can view any information about this event).
   Note:

   If you do not grant other users viewing access to your calendar, no one can view your events whether they are public, private, or confidential. To set view access for your calendar, see Viewing privileges, below.

   To create an event that occurs multiple times, click Recurrence. Select Daily, Weekly, Monthly, or Yearly. Under "Details", specify when and how often the event will occur, and under "Ending", specify when (if ever) occurrences of the event should end.

   To set reminders about the event, click Remind. To receive the reminder as an email message, from the "Method" drop-down menu, select Email or Alternate Email, and then click save.

   Note:

   In order to receive reminders at an alternate email address, you must register a secondary email address. To do so, click options, and then My Preferences ; in the "Secondary Email Address:" field, enter your email address. Click save.

   To invite other guests to this event or meeting, click Invite. Click add guests, and then search for users you wish to invite.

5. When you're finished, click save.

Import an event

You can import events to your calendar from your Microsoft Outlook calendar. To import an event from Outlook, open the desired event in Outlook. Save this event to your hard disk by selecting File, and then Save As . Give the event a filename, and then, under Save as type , choose iCalendar Format. In your calendar, under options, click import event. Click Browse to find and select the exported file you saved to your hard disk. Click import event.

Export events

To export an event from My Calendar to your Outlook calendar, in My Calendar, click the title of the event you would like to export. In the lower right corner, click Export Event .

This will prompt you to either save or open the file. Select Save File and specify a location for storing this event as a file on your hard disk. The file will now open in the standard iCalendar format. If you want to save it to your Outlook calendar, click Save and Close in the upper left corner.

Edit or delete an event

To edit or delete an event, select it and click either Edit or Delete at the bottom of the event.

Delete all events on your calendar

To remove all events created in or imported to your calendar, click the options icon in the top right, and then Delete All Events . Click Delete to confirm the deletion (this may take a few minutes).

Viewing privileges

• To allow other users to view your calendar, click options and then My Preferences. From the drop-down menu next to Viewing Privileges, select No one can view my calendar (only you can view your own calendar), Only my friends can view my calendar (only the user(s) you add to your "My Friends" list can view your calendar), or Anyone can view my calendar (any user with a valid IU account can view your calendar).
• To add a friend to the list of those who can view your calendar, click add a friend. In the "Enter Network ID of friend:" field, enter the IU username of the user you wish to be able to view your calendar, and click Add Friend. If you don't know the username, click search for user.
• To remove a friend from the list of those who can view your calendar, under "My Friends:", click edit friends. Next to the username of the friend you wish to remove, click remove.

Meetings

To schedule a meeting with other users, after using the add event feature to add information about the meeting, click Invite.

Click add guest to invite a user. To view all 24 hours in the day, check 24 hour grid.

To advance or reverse the calendar by one day, click the right or left "Autopick" arrows next to the date. Advance or reverse the calendar to the time when all guests can attend the meeting.

To finish, click Save. An email invitation will be sent to each guest.

Meeting options

The following options are available only to the host:

• Cancel meeting: Cancels the meeting and sends cancellation email messages to all guests who have accepted, tentatively accepted, or not replied. Cancelling also deletes the meeting from the host's calendar.
• Remove guests: Opens a page listing all meeting guests. Select the guest(s) you wish to cancel this meeting for and click send cancellation. This will send an email cancellation to the selected guests who have accepted, tentatively accepted, or not replied.

The following options are available to the host and all meeting guests:

• Add Guests: This option opens a page where you can search for the IU usernames of guest(s) you wish to add to this meeting.
• Group Message: Opens a page where you can select guests in the meeting to email based on their current meeting status. To copy yourself, check the copy yourself option before sending the email.

Invites

Open an event that is a meeting. Click the invites tab. The status can be one of the following:

• Acceptance: Guest will attend
• Tentative: Guest may attend
• Decline: Guest will not attend
• No reply: Guest has not taken any action on this meeting

Pending meetings

These three types of pending meetings require you to take action:

• New: A new meeting sent to you by another user
• Updated meeting: A meeting changed by the host
• Cancelled: A meeting cancelled by the host

To open the meeting invitation, click view.

To change your status for a meeting, click accept, tentative, or decline. Clicking either accept or tentative will save this event to My Calendar. Clicking decline will remove the meeting from your calendar.

Other options

• Time Zone: To set your time zone, in the upper right corner, click options and then My Preferences . Under "Time Zone:", from the drop-down menu, select your time zone. Click Save.