You must purchase a license and set up an account and then download and install Oracle Calendar on your computer. Queen's Staff and Faculty may purchase a Oracle Calendar account through the Oracle Calendar Administrator. Once you have a user name and password, the Oracle Calendar software for the Windows Operating System is available through Ida.

Oracle Calendar software for the Macintosh Operating Systems is available for download from the Macintosh Software Download page.

Yes, Oracle Calendar can be accessed on the internet through your web browser.

You can if you have been given Designate Rights to open his/her agenda.

You must have the permission of the person to open their agendas as a designate and they must grant designate access rights within Oracle Calendar to you.

To grant designate rights

• Open Oracle Calendar
• From the menu select Tools --> Access Rights
• Select the Designate tab
• Click the magnifying glass to open the directory search window
• Enter the name of the person you want to give designate rights to and click the search button
• If the search returns more than one person select which person you wish to give designate rights to and click the addbutton
• Click ok

To open an agenda as a designate

• Go to File -> Agenda -> Open as Designate.
• Select the person you wish to act as a Designate for
• Click OK



You do not need to be a designate to invite someone else to a meeting which you are booking through your own Oracle Calendar.

To schedule a meeting you need to choose the date and time for the meeting, a list of people to invite, and a room where the meeting will be held.

• Create the meeting:
  • From the Toolbar menu click on the New Meeting Icon or
  • In the Calendar double-click on the proposed day of the meeting
  • Give the meeting a title
  • Set the time and length for the meeting
• Invite People to the meeting:
  • Under People/Resources tab, next to Add:
  • Type in the name of each person you wish to invite and press enter after each entry.
  • The person will be added if he/she is recognized, or a list of potential invitees will pop up and you must select the correct one.
• Invite People to the meeting:
  • Under People/Resources tab, next to Add:
  • Type in the name of each person you wish to invite and press enter after each entry.
  • The person will be added if he/she is recognized, or a list of potential invitees will pop up and you must select the correct one.
• Find a location for a meeting
  • under the People/Resources tab, next to Add enter re: and press the enter key. A list of all the rooms at Queen's will be shown. Note: Resources are coded by department. By entering re:(your deparment code) you will see a list of all the resources controlled by your department (for example, re:its)
  • If you do not have the right to book a room a message will appear telling you so. You will need to contact the department in charge of the resource and ask them if they will book it for you.
  • The resource will automatically be add to the location of the meeting.
  • You can also manually enter a location not in the resource list (for example: my office)
• When this is done, click on Check Conflicts button. If there is a conflict, the person/resource and time of the conflict will be listed.
• to resolve the conflict you will need to change the time, date or resource
• once any conflicts have been resolved click the OK button
• The attendees adgendas will be updated and you will be asked if you wish to send email notification of the meeting .
• By opening the meeting you will be able to check who has confirmed they will attend.

Book the meeting in Corporate Time using the Resources parameter.

Note:You must have booking privileges within a particular department to book a room location.

• Create a meeting
• In the Add line, type in re:(for Resources) then the 3 letter code name for your department.
• A list of all the rooms in the department will come up.
• If you unsure of your departments code leave it blank and press enter. A list of all the resources at Queen's will be shown.
• Select the resouce you wish to use and press enter
• Check for conflicts in case someone else has already booked the room.

If you have a BlackBerry (OS version 4 or greater) or a Palm Treo you can license NotifyLink to use with your Oracle Calendar and Queen's email account.

"Resources" are items such as meeting rooms that users can 'reserve' as part of creating a meeting. Who can 'invite' the resource and/or who can 'see' when the room is available depends on how the access to the resource is initially set up.

In the following discussions, the resource will be assumed to be a room, even though a resource can be any object that might need to be booked (ie laptop, projector). The first decision to be made is how many people are going to control the room bookings.

Singular User Booking Rights
If only one person (designate) is booking the room, then that person will still have to field the phone and e-mail requests for the room. Also, if the meeting subsequently gets moved, the room will not be linked to the meeting and will need to be changed by the room's designate. It starts to sound like the old method of maintaining entries in a book.

Multiple User Booking Rights
If a group of people have booking rights, any changes to the meeting is managed by the person who booked the meeting and room, and changes would be reflected in all attendees' agendas.

• The Designate tab
  
  • If you are the designate of the resource, the first thing you do is log on to resource's account. This means signing on to Oracle Calendar, not with your name but with the resource name PRE-FIXED WITH AN R:
    For example R: ITS Room 12
    The R: indicates that you are logging onto a resource agenda.
    
    Use the magnifying glass search icon if you don't remember the exact spelling. Remember every resource name starts with your departmental code. (eg. ITS Room 635)
    
    Tip: If you enter R: ITS, for example, all the ITS resources will be listed and you can pick the one you want.
    
    Change the resource password by choosing:
    Options -> Change Password
    Set access rights to the resource by choosing:
    Options -> Access Rights
    
    (After these two functions are completed, you will very seldom log on to the resource's account. Instead you will more likely open up the resource's agenda either as a designate or just open it up as a normal agenda.)
    
    Under access rights, set yourself, and any others, as full designates for the resource. Make sure you click through all four tabs, (Designate, Viewing, Viewing Tasks, Scheduling) and set Full Rights, plus Can Invite Me To Events. You must un-check the "Same As Default" in the Scheduling tab before you can check the Can Invite Me To Events box.
    
    Note: If you are allowed to book the resource and do so; it is yours; Oracle Calendar does not allow double bookings. So even though the response from the room still indicates a "?" the room is booked; it does not respond to the request-to-attend.
• The Viewing tab
  • This determines who you want to be able to view the room availability. The default allows users to view the Times Only which does not allow the resource to be booked.
    
    If you do not want just any user seeing when the resource is free, then set it to the Default which is Any unlisted person has No Viewing Rights
    
    Now you have to build the list of users who you want to be able to view when the room is free. For each user on the list you set their viewing rights. You can block a group of users and set the rights for all of them at once. It is worth considering here if you want your users to be able to have Full Viewing Rights as opposed to just Viewing Times Only. It is a trade off. If you allow Full Viewing Rights then users, the ones on the list, will be able to see the details about the booking involving the resource, including who has booked the room.
    
    If Viewing Times Only is the preferred setting, the occasion may arise when the resource is needed for two bookings. Viewing Times Only does not let the potential booker see who already has the room and the owner of the resource would become involved to find this out. To rule in one person's favour for the booking, you would open the resource's agenda-as-designate and refuse one of the meeting requests. This would free up the time on the room's agenda and allow the chosen booking.
    
    You have to decide whether your users will be happy to let other users view details about meetings they create (involving that resource) or not. This only allows viewing details of the room booking, not any personal agendas and this is done by opening the resource's agenda, not a person's.
    
    You must set these access rights for every resource and they can differ.
• The Viewing Tasks tab
  • This allows viewing any tasks that could be assigned to the resource (a rare occurrence).
• The Scheduling tab
  • This determines who can invite the resource to events. By default, no one can, and so the Can Invite Me box needs to be checked.

Once you complete the above for all the users involved you can close down CT and log back on as yourself. The only time you will need to log back on as the resource is to add or remove users from the Access Rights list.

• right click on the holiday and then decline the event.  This will remove it.
• if you want to remove all, go to your In-Tray, click on it.  Click on entries you've accepted.  Highlight all the holidays you don't want to show, right click and decline.