Using the Multi-User Calendar

The Multi-User Calendar allows you to see a combined schedule for users and resources in a

graphical day, week, month, year, or multi-user column view (the Multi-User Columns view is a day view that displays the schedule for each user in his or her own column). You can easily select and deselect users and resources so that their appointments are displayed or not displayed in the

combined view. Use a Multi-User Calendar to find out what users’ schedules are or to find out which of your company’s conference rooms is free at a specific time.

In versions of GroupWise prior to GroupWise 2012, the Multi-User Calendar allows you to see only the Multi-User Columns view (the view that displays the day schedule for each user in his or her own column). Likewise, if you create a Multi-User Calendar in a previous version of GroupWise and then upgrade to GroupWise 2012, you are able to see the Multi-User Calendar only in the Day view. You must create a new Multi-User Calendar in order to see the calendar in multiple views.

IMPORTANT: You must have the appropriate Proxy rights for each user or resource in order to include them in a Multi-User Calendar. (See Section 10, “Mailbox/Calendar Access for Proxy Users,”

on page 267.) For example, if you do not have Read rights for appointments, you cannot see another person’s schedule in the Multi-User Calendar.

 Section 4.11.1, “Setting Up a Calendar to View Multiple Users or Resources,” on page 167

 Section 4.11.2, “Setting Up Additional Calendars to View Multiple Users and Resources,” on

 Section 4.11.3, “Configuring Which Users Are Displayed in the Multi-User Calendar,” on page 168

 Section 4.11.4, “Creating an Appointment for Users in the Multi-User Calendar,” on page 169

 Section 4.11.5, “Creating a Multi-User Columns Calendar View,” on page 170

4.11.1 Setting Up a Calendar to View Multiple Users or Resources

To set up a Multi-User Calendar where you can simultaneously view the calendars of multiple users and resources:

1 Click Calendar in the Nav Bar, then click the Multi-User Columns view button on the Calendar toolbar.

If this is the first time you have used the User Columns view on this calendar, the Multi-User List dialog box is displayed.

2 (Optional) If this is not the first time you have used the Multi-User Columns view on this calendar and you want to modify which user calendars are being displayed, click the drop-down arrow next to Multi-User Columns, then click Add or Remove Users.

3 In the Multi-User List dialog box, in the Choose Users section, specify users in the User Name field, then in the User List section select the check boxes by the names of the users whose calendars you want to view, then click OK.

4 View users’ schedules in a day, week, month, year, or multi-user column view by clicking the appropriate view in the Calendar toolbar.

For example, you can click the Week view option in the Calendar toolbar to see users’ schedules in a week view.

If calendar items are not appearing for a particular user, ensure that the check box is selected next to the user’s name in the Folder List.

5 (Conditional) Assign colors to users or resources by clicking on the presence icon next to their name in the Folder List.

Because appointments for users and resources are combined into a single column in the Month, Week, or Day views, assigning colors to each user or resource is essential to differentiating appointments in those views.

You can modify the Multi-User List associated with this Multi-User Calendar, as described in

“Modifying the Multi-User List” on page 169. You can also create additional Multi-User Calendars, as described in Section 4.11.2, “Setting Up Additional Calendars to View Multiple Users and Resources,” on page 168.

4.11.2 Setting Up Additional Calendars to View Multiple Users and Resources

After you have set up an initial Multi-User Calendar as described in Section 4.11.1, “Setting Up a Calendar to View Multiple Users or Resources,” on page 167, you might want to set up additional Multi-User Calendars.

1 In the Folder List, select the calendar that you want to set up as a Multi-User Calendar.

2 Select Multi-User Columns in the Calendar toolbar.

3 Modify the Multi-User List for this calendar as described in “Modifying the Multi-User List” on page 169.

4.11.3 Configuring Which Users Are Displayed in the Multi-User Calendar

When you created the Multi-User Calendar as described in Section 4.11.1, “Setting Up a Calendar to View Multiple Users or Resources,” on page 167 you specified which users and resources to include in the calendar.

After the initial creation of the Multi-User Calendar, you can add or remove users and resources from being displayed in the calendar by modifying the Multi-User List, or you can simply hide users and resources from being displayed in the calendar by selecting or deselecting the user or resource in the Folder List.

 “Modifying the Multi-User List” on page 169

 “Selecting or Deselecting Users and Resources” on page 169