University of Northern Iowa

Administration and Finance Technology Services
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Oracle Calendar

The following document contains recommendations and tips for the use of Oracle Calendar within the division of Administration and Finance. Each implementation of Oracle Calendar will vary according to departmental and individual needs. Consequently, the items below are intended to serve as recommendations, not requirements.

Change Password
Archiving Meetings
Receiving Notification of New, Modified or Deleted Entries
Sending Notification of New, Modified or Deleted Entries
Configure your Agenda View
Setting Agenda Reminders
Off-line and Agenda Download Options
Color Schemes
Access Rights - Security
Deleting Entries
Access Oracle Calendar with any Web Browser

Receiving Notification of New, Modified or Deleted Entries

1. Click Tools > Options. Select Scheduling > Receive Notification. Choose from the following options:

  • Allow others to notify you of new Entries by e-mail : Your name will be included by default in the list of attendees when a user sends out an e-mail message for an entry.
  • Show pop-up window when you have new Entries : Pop-up windows will appear on startup notifying you of new entries.
  • Check for new Entries every __ minutes : Your Agenda will be refreshed at the time interval that you specify.
  • NOTE : You can select more than one option.

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    Sending Notification of New, Modified or Deleted Entries



    1. Click Tools > Options. Select Scheduling > Send Notification. You can choose to send an e-mail to entry invitees when:

  • You create an entry You edit an entry
  • You delete an entry
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    Configure your Agenda View

    1. Click Tools > Options Select Agenda Enter the desired start and end times and the Interval

    2. Check the boxes of what you want to display.

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    Setting Agenda Reminders

    1. Click Tools > Options Select Entry Defaults > Meetings Under default reminders check "Remind Me" and enter length of time before meeting.

  • Reminders can be set for tasks, day events, and daily notes by following the same process.
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    Off-line and Agenda Download Options



    1. Click Tools > Options Select Off-line > PathEnter the path of where the calendar will download on your C drive

    2. Click the Download option and select which entries to download and whether to be prompted before downloading.

    Click the Reconciliation option and specify how you would like your Agenda to reconcile conflicting entries. By ensuring that the online and offline Agendas are identical you can prevent loss of appointments due to overwriting of agenda items.

  • In the section labeled "scheduling conflicts", select "Check for conflicts on upload".
  • *Note: The files created (xtmlocal.dat and xtmlocal.ndx) are overwritten each time that you choose to work off-line or download your agenda.

    Color Schemes:

    1. Click Tools > Options Select Agenda > Colors

  • Color Scheme can be applied to your Agenda according to importance level, attendance status and ownership.
  • Only one color scheme can be active.
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    Access Rights - Security

    Access rights determine how much information other users can view in your Agenda. Granting a user designate rights allows that person to view, modify or reply to your entries on your behalf. The need for access to a calendar will vary by department and individual. However, to fully realize the benefits of electronic calendars, it is recommended at a minimum the "default" user configuration be set to "view times only".

    1. Click Tools > Access Rights to open the Access Rights dialog box. Click the Designate tab.

    2. Enter the appropriate user's name and click the Checkmark button.
    3. Select an access level for each type of entry.

    NOTE : The Full designate rights and No designate rights check boxes must be cleared if you want to set a user's access rights by type of entry.

  • Modify : The designate can create, view, edit and reply to entries in your name.
  • View/Reply : The designate can view and reply to entries in your name.
  • View times only : The designate can only view the times of your meetings. The designate will not see daily notes or day events, as they do not occupy specific blocks of time.
  • You can also choose from the following options:

  • Full designate rights : The designate can view and modify all entries in your Agenda.
  • No designate rights : The user cannot modify any entries in your Agenda.
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    Deleting Entries

    As you may be aware, if the originator of a meeting deletes that agenda entry, it is also removed from the calendars of all other participants. Consequently, archives in printed or electron

    ic form are not guaranteed accuracy. At this time, there are only two know methods to ensure that items are not removed without consent:

  • Disallow others the ability to invite you to meetings. With noted exceptions, it is recommended that this not be done as it will limit the effectiveness of the application.
  • Appointments can be copied and pasted, resulting in duplicate appointments. If the original is deleted by the originator, the copy will then remain for your records. Using this method also requires that any attached documents be saved to your computer and reattached to the duplicate appointment.
  • Until other archiving options are discovered or archive functionality is included in future releases of the product, printing or downloading agenda items on a daily basis is the best method by which to approach a measure of accuracy.

    Access Oracle Calendar with any Web Browser

    Other than using the Oracle Calendar software on your computer to access your calendar, you can also view and edit your calendar with any web browser. This is useful for any one needs to check their calendar from a place other than their office.

    To view your calendar information without Oracle Calendar software on your computer, go to http://calendar.uni.edu. You will see a screen similar to the one shown here. Enter the same user name and password you use with the Oracle Calendar application and click "Sign in".

    Once logged in correctly you will be taken to a page that looks similar to the Oracle Calendar appplication. Use the web page as you would your calendar software.

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