UICal on the Web: Creating Events and Meetings

All the instructions on this page assume that you are logged into UICalendar on the Web.

1. In the Daily or Weekly Planner Mode view, click on the (+) in the start time for the meeting. Monthly View or any of the List Mode Views, click on the New Meeting icon on the Toolbar . (A clock reading 3 o'clock with a yellow plus to the bottom left.)
2. The New Meeting page will open.
3. Fill in the Title, Location, Date, Time, and Duration.
4. Select an Importance and Access if you want.
5. Type any notes you want about the meeting in the Details link/tab.
   
   
6. If you want a reminder when it's time for the event, click the Notification link/tab.
7. The E-mail notification is of the formation of the meeting. If this is a meeting that only you are attending, you won't need that. What you will need regardless is a reminder when the meeting is coming up. That's Reminder options. Check Enable e-mail reminder and then select the time interval that you want emailed to be reminded.
   
   
8. Click Create.
9. UICal will assume that you want to attend the event, so will display the event in dark green on your Agenda and it will have a dark green check. If you decide at a later date that you can't attend, select the Your reply I will not attend. (See Accepting or Declining Meetings in UICal on the Web: Basics for more information.)

1. But if this is lunch with Judy, Ada should invite Judy. Click on the name of the meeting to open the meeting.
2. Click the People & Resources link/tab.
3. Your name will be in the box with a check beside it, indicating that you will attend.
4. Type a unique part of the name of a person you want to invite in the box beside the Find button, then click Find. (If it matches too many people, just highlight the correct person and click Add Selected.)
   
   
   
   
5. The people you add will have a ? beside their names because they haven't confirmed yet. The item will be placed on their UICal calendar. And you can go back to Notification to send email to them.
6. Note that in this new version of the Web client, 10g, you can also add people who don't have UICalendar accounts as attendees if they are in your UICal Address Book and they have email addresses. You cannot open or edit the UICal Address Book with the Web client; you need to use a native client or Outlook to do that.
   1. What Ada has done is typed Hopper in the User Information box and clicked Find.
   2. UICal found her Address Book contact Mary Grace Hopper -- you can tell by the envelope beside her name.
   3. She clicks on Mary Grace's name to select it and clicks Add selected.
      
      
      
7. To add a the room for the meeting as a Resource: Select Resources from the Search for dropdown list at the top. If you are looking for a room in a building, select the Resource name row; type the building initials in the Resource name box, and click Find available (yes, that is a link). All the registered rooms in that building that are available at that time will be listed in the box to the lower right. Click to select the one you want and click Add selected.
   
   
8. After you have the added the room, highlight it and click Add as Location and it will be put in the Location field.
   
   
9. Note that both Judith Grobe Sachs and the room have a ? in front. That's because they were just added and haven't confirmed the meeting yet.
   
   
10. Click Check Conflicts. In this case, there are none, so click Update. (Or Create, if you are just creating the meeting.)
11. The meeting will appear in their agendas for them to approve or disapprove or ask for a different time.

1. Set up your meeting, adding all the attendees and resources. Using the Scheduler requires that you have at lease View times only permission to all the addend' schedules.
2. In the New Meeting People & Resources tab, click Scheduler. (It is also the group of people icon that's the first, and sometimes only icon, in the third group of icons on the left side of the Toolbar.)
3. The Scheduler window opens, with each addend's schedule compared side-by-side, with their busy times marked out. (If the entries are viewable, you can click on them to view them.) This allows you to visually select a time all the attendees have free.
   
4. Then set the Date and Time at the top to the new date and time, if necessary, and click Pick this date & time.

1. Create a Meeting (or Day Event or Daily Note) as described above on the first date of the recurring event. In the Web client, you can only make a *new* Meeting or whatever Repeating; you can't add recurrence by editing an already existing meeting or whatever.
2. Click the Repeating link/tab; the Repeating box opens.
3. Let's say it's a 10 week group of meetings at 4:00PM on Thursday,
   1. Select Weekly from the Repeat dropdown list, leave the 1 in the week(s) box, and click to select Thu.
   2. In Start and end dates, the Start: date should already be displayed. Click For, type 10, and select week(s).
   3. If you've entered Holidays and you want them included, click Include Holidays.
4. Click List Dates. Check the dates listed.
   
   
5. Click the People & Resources link/tab, and click Check conflicts. For Repeating meetings, it will just lists the people with a conflict or it will say "No conflicts have been found." It doesn't say when the conflict is or suggest times to avoid the conflict.
   
6. After any conflicts are resolved, click Create. Not that Scheduler or Suggest Date & Time are not options for Repeating events.
7. UICal will assume that you want to attend each event, so it will display them all in dark green on your Agenda in Daily View. In Weekly and Monthly View, it will display a dark green checkmark beside the meeting icon (a clock face saying three o'clock).
8. If you decide at a later date that you can't attend a specific instance, click on the name of the instance in Daily view or on the meeting icon for the instance in Weekly or Monthly View and select I will not attend from the Your reply drop down menu on the General tab/link and then click Update. (See Accepting or Declining Meetings in UICal on the Web: Basics for more information.)

To change any field(s) on a Repeating Event after it is defined:

1. Open an instance of the Repeating Event.
2. Make the changes you need in the definition of the instance.
3. Click the Repeating tab. On the Repeating tab, you can select which changes you want to apply to either all instances or future instances of the repeating event. (You can also add additional dates one at a time.)
4. Click Update.

You can also use the Repeating tab to delete instances of the Repeating Event: Highlight the instances that you want to delete in the Repeating date list box, and click Delete.

If the recurring item you're adding is a birthday, which doesn't have a time associated with it, it should be a Day Event -- the New Day Event icon is a pointed flag waving, two icons over to the right of the New Meeting icon on the Toolbar -- rather than a Meeting. Make sure you check Include Saturdays, Sundays, and Holidays in the Repeating link/tab before you click Create. If you don't, UICal on the Web will not generate items for the occurrences that fall on the weekend.

Note that new in this version, you can add repeating to meetings that are already created and saved.

1. To create a task, click the New Task icon, a clipboard with a check on it and a plus sign to the bottom right (to the right of the New Meeting icon).
2. Or, click the View Tasks icon, a clipboard with a check on it that's to the left of the New Meeting icon. Type the name of the task in the Title box and select the priority from the dropdown list. Then click the New Task icon at the beginning of the line. Then click the name of the task you just entered.
   
3. Fill it out as you would a meeting. Click Create, Update, Cancel, or Delete (to delete the task).
4. When using UICal on the Web, tasks are displayed in the Tasks pane to the right of the Agenda in Daily view, as shown below. (Or you can open Task View, fourth icon in the Toolbar, which looks like a clipboard with a check on it.)
   
   
5. Each listed task has a box before it.
   • An incomplete task that is not yet overdue has an empty box with a black outline.
   • An overdue task that is not completed has an empty box with a red outline.
   • A completed task has a blue check in its box.
6. Double-click on a task's title to edit it. As you progress with the task, click on the up (or down) arrows in the Edit Task window beside beside the percent Completed:; when it reaches 100%, the Completion date: will automatically be filled in.
7. Click Update or Cancel to close the Edit Task window.

There aren't any tools in UICal on the Web for searching Agendas; use the Oracle Calendar native clients or Outlook connector to do that.

So long as you have permission to do so, UICal on the Web allows you to open other UICal user's Agendas.

The simplest way is for them to send you the URL for their Global Agenda, by clicking the E-mail Agenda to a friend link at the top right of any UICal on the Web View.

1. Otherwise, click the last icon on the left side of the Toolbar, a calendar page with a person standing to the left and slightly before it, and the View Agendas page opens.
2. Type the person's, resource, or event's name in the Find box, select the correct type of search from the Search for dropdown list, and click Find.
3. Highlight the name of the person you're looking for in the first box, and click Add to Favorites, or if you are a delegate for the calendar, click Add to favorites with designate rights. If you don't have designate rights, it will tell you so. After you've added all the people you might want to see the Agendas of, click OK.
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4. Then, when you go back to viewing your Agenda, you will have a new dropdown menu on your Toolbar, something like this:
   
5. Select an person or resource from your Favorite's list and UICal will open that Agenda, with whatever level of permissions you have for that agenda. Ada can use this to approve Ada's and my use of room 176 BGRC for our meeting.
6. Select your agenda from the top of the Favorite's list to go back to your agenda.

1. You will want to click the Printable Page link before you print from UICal on the Web, and if you're printing Weekly or Monthly Views, you're also going to want to print in Landscape rather than Portrait.
2. In any case, be sure to use File Print Preview before you actually print it, just to make sure that everything will print OK. Click Close to close the print preview.
3. Click Print to print your Agenda.