MyFAU

Using MyFAU Calendars

This document covers the basics of using the MyFAU Calendars.

Advanced Features


With the MyFAU calendars, you can manage your schedule from any web browser. When creating events in your calendar, you can

  • notify or invite other members of the FAU community,
  • schedule reminders that you will get before the event, and
  • set up repeat patterns for recurring events, such as staff meetings
  • share your calendar with others
  • publish the calendar on the Web.

When your MyFAU account is initially created, you automatically have a personal calendar and you are the only person who can view it. You can, however, give access to your calendar to other people and also control the amount of access those people can have. For example, you can allow one person full access to your calendar (see what's on it and change items) and allow another person only to read it.

You can also create secondary calendars, perhaps one for personal appointments, and, as with your primary calendar, you can control who, if anyone, has access to it.

To launch the Calendar, click on the Calendar icon in the upper right section of the MyFAU window.

As with other windows in MyFAU, the Calendar window consists of icons and tabs. Icons launch the function a separate window, and tabs display in the current window.

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The Main Calendar Window

The MyFAU calendar window has 4 tabs at the top that give you access to all of its functions.

The View tab is the tab you'll use most often. It, in turn, has 5 icons that let you use your calendar.

New Event
Create a new item/event on your calendar. When you click on this icon opens a new window where you enter a title, date, event start time, event end time and other users you wish to invite to or notify of the event. You can also select the option to repeat this event daily, weekly, biweekly, monthly or yearly.
New Task
Selecting this icon displays a window where you enter the specifics of the new task you are creating. You enter a title, date, time and description of the task. Additional options allow you to repeat the task, mark the task as complete, set a reminder of a task and preview a task.
Jump To
Using this icon allows you to change your calendar view to a specific day, month and year.
Printable
Clicking on this icon will print a text version of your current calendar view.
Search
This icon enables you to search for a specific event or task by text search.
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Viewing your Calendars

When you first open your calendar, the View tab will be displayed. It is the main window you will use for viewing and adding events. The right side of the window has a dropdown box labeled Current Calendar: which will by default display your primary calendar.

What other calendars are there? If you are taking classes at FAU, your course calendar will be in the list of your calendars (even if the instructor of the course doesn't use the calendar function of the course tools). If you have joined any groups in MyFAU, the calendar for those groups will also be in the dropdown box. You can also create additional calendars, and they would likewise be listed in the Current Calendar list. Lastly, you can create calendar sets, which is simply a way of combining the views of several calendars in one view. For example, if you are teaching several classes you might want to keep the calendars separately, but be able to see in one window all the events on those calendars. In that case, you would create a calendar set (described later in this document) and the name of that calendar set would be in the dropdown box.

To view any calendar other than the one currently displayed in the window, click on the name of the calendar in the Current Calendar dropdown box. Click on the name of the calendar you want to view, and that calendar will then be displayed in the window.

By default, the calendar view is an overview of the day and week. The top section of the window lists the day's events and tasks, if any. The bottom half shows the following six days. You can use the Options tab (described later in this document) to customize your view.

While viewing a calendar you can change the view to display just the day, week, month, or year. The comparison view is for comparing separate calendars you have combined into a set.

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Creating Events

In MyFAU, items you schedule on your calendar can be events or tasks. Use Events for items such as meetings, conferences or appointments. Use Tasks for things that need to be done.

When creating events you can

  • notify or invite other members of the FAU community,
  • schedule reminders that you will get before the event, and
  • set up repeat patterns for recurring events, such as staff meetings.

To put a new event on your calendar, you can either

  • click on the New Event icon in the upper left corner immediately below the Calendar tabs, or,
  • if the day on which you want to schedule the event is viewable in the window, click on the yellow button with the black plus sign (event button) at the bottom of the day's square.

The Compose window will open.

  1. In the box labeled Event Title, enter a short phrase to identify the event - this phrase will appear in your calendar.
  2. Enter the month, day and year of the event; the system will automatically put today's date in the field. You can also use the Jump To icon ? next to the date field to display a small calendar from which you can select the event date. Just click on the day for the event. To view the next month in the window, click on the first day of that month. The date you select will display in the box at the bottom of the calendar. Click OK to save your choice or Cancel to exit without saving.
  3. In the Time field, enter the start time and duration of the event in hours and minute. The system will automatically enter the next full hour as the time and 1 hour as the duration. If the event is for the entire day, do not entire a start time or duration; instead click the All Day radio button.
  4. Enter the location of the event in the text box provided. This field is optional; if you don't know the location or don't want to enter it, you can leave the field blank.
  5. Enter a description of the event in the text box labeled Description . This field can be useful for adding notes about the meeting, such as why it was called or who else will be attending. It is especially useful when you are inviting others to the event since it allows you to explain the purpose of the meeting or preparations necessary for it. The field is optional, so you can leave it blank.

You have now entered all the basics for creating an event in your calendar. Click OK to save the event to the calendar. Click cancel to exit the window without saving the event.

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Creating Recurring Events

If the event repeats regularly, you can use the Repeat checkbox to set up a recurring event. By choosing this option you don't need to create each occurrence separately. When you select the Repeat checkbox, a new window will open in which you set how the event should recur.

Repeat Pattern

Does the event occur on a daily basis? Weekly? Monthly? Yearly? Select the option that fits the situation. When you select the repeat option, the options on the right side of the window will change accordingly.

Daily : Indicate if the event recurs every day, every particular day (as in Monday, Tuesday, etc.; Weekday means every Monday-Friday), or every certain number of days (the system includes weekends in the calculation of days). 

Weekly : Indicate if the event recurs every week or every certain number of weeks and what day of the week the event occurs. For example, for a meeting that occurs every 3 weeks on Monday, you would select weekly, every 3 weeks, and repeat on Monday. 

Monthly : Indicate if the event recurs every month or every certain number of months. Also indicate on what day the event repeats; you can select a date (as in the 3 rd of the month) or the actual day of the week and where it falls in the month. For example, if you have a meeting always held on the 3 rd Wednesday of the month, you would select Every month, Repeat on 3 rd Wednesday. 

Start and End Dates

Once you've set the repeat pattern, indicate when to start the cycle and how long to continue it.

  • Start Date - Enter the start date in the Start field (enter the actual date or use the Jump to icon to select the date from a calendar).
  • End Date - For the end time, you can either set for the pattern to repeat a certain number of times (enter the number of times in the field Create __ events) or enter a date for the recurrence to end. If you do not have a date for the recurrence to stop, you can either select No end date or just enter a date sufficiently in the future (1 year is a reasonable time).

Once you have entered all the repeat options, click OK to return to the Compose Event window.

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Inviting and Informing Other Users

When you create an event on your calendars, you can inform others in the FAU community of the event or invite them to it. Use invite when you would like an individual to attend. Use inform when you would like the individual to know about the event but it is unnecessary for him/her to attend. All informed or invited calendar users will see the event on their own calendar and will be notified if you make any changes to the event.

  1. Create an event as described above.
  2. Scroll to the bottom of the window to the section labeled Invite other users or resources.
  3. In the first field in the section, enter the faunetid of the person you want to invite. The faunetid will be the person's e-mail address without "@fau.edu." If you don't know the person's faunetid, you can search for it (instructions below).
  4. Click either the Invite (if you want them to attend the event) or Inform (if you want them only to be aware of the event).
  5. When you click Invite or Inform, the person's name will appear in the box labeled Invitees or Inform about Event, whichever is appropriate. If you accidentally add someone to the invite or inform box, or otherwise want to remove someone from either box, select the name and click Remove.
  6. When you click OK, the event will appear on the calendar of the people you invited/informed. The event will appear in your own calendar with an icon showing a group of people.

Quick Invite : Quick Invite is a dropdown box that will list all the calendars to which you are subscribed (subscribing to calendars is discussed later in this document). It provides a quick way to invite people whose calendars you use frequently.

Inform compared to Invite?

When you first look at the event on your calendar, you won't immediately see if you've been informed or invited. Double-click the event; you will get a new window the shows the specifics of the meeting. If you are invited to the meeting, there will be a section where you indicate if you will or will not be attending. If you are merely informed of the meeting, you won't have that option. Whether you are invited to or informed of a meeting, you can delete it from your calendar.

Searching for Users/Usernames/FAUnetIDs

If you do not know the user name you can search for it by clicking on the search button to the right of the Invite button. The search screen will open in the active window.

  1. In the textbox (on the left o f the Search button), enter the first or last name, or a portion of the last name of the individual for whom you're searching.
  2. Click the Search button. All faunetids that match the characters you entered will display in the lower portion of the window.
  3. Select a user by clicking the checkbox to the left of the individual's name.
  4. If you want to search for another user, click the Apply button, and then repeat from step 1. When you are finished searching, click OK to return to the Compose Event window. Your name and all faunetids you selected will appear in the text box labeled Invitees.
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Checking Availability

When creating calendar events that involve other people, avoid scheduling conflicts by checking the participants' availability. To do so, follow these steps.

  1. Create the event in your calendar and invite the participants, as described above. Do not, however, click on OK.
  2. Once you have entered the invitees, select the Availability tab. A window will open with a grid and a separate row for you and each of your invitees. For each person, any time for which something is already scheduled will be shaded. Scheduling your event for a time which is not shaded for anyone will ensure no schedule conflicts (assuming, of course, that everyone involved is using the MyFAU calendar).
  3. You can check availability for another day or time by changing the date at the top of the window and then clicking Show Availability.

If you don't see the entire day in the window, you can either use the horizontal scroll bar at the bottom of the window to scroll right and left, or use the Maximize button in the extreme top right corner of the window.

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Event Reminders & Notifications

In MyFAU you can set the system to send you e-mail reminders for all your events and you can also set reminders for individual events. If you are scheduling an event far in advance or if the event is important, you might want to send an e-mail reminder to the invitees.

Setting Reminders for All Your Events

To get an e-mail reminder of all events you schedule for yourself, follow these steps.

  1. From the main MyFAU Calendar window, select the Options tab.
  2. Scroll to the bottom of that Options window to section labeled Event & Task Reminders .
  3. Click the checkbox for E-mail me a reminder and then enter how far in advance you want the reminder sent (you can have it sent anywhere from a few minutes to days in advance).
  4. Enter the e-mail address to which you want the reminder sent. You can have the reminder sent to more than one address; just separate the addresses with a comma or semicolon.

Setting Reminders for Individual Events

You can set reminders on individual events that are different from your global reminder (see above) and you can also set individual reminders if you don't have the global reminder set up. Use the individual reminder when you

  • don't have reminders set in your options
  • want to get the notification at a different time than the global reminder is set
  • want to send the reminders to people other than those in your global reminder.

To set an e-mail reminder on an individual event, follow these steps.

  1. From the main MyFAU Calendar window, select the event for which you want the reminder (click on the event title to open it).
  2. Select the Reminders tab., and enter the e-mail address to which you want the reminder sent. You can have the reminder sent to more than one address; just separate the addresses with a comma or semicolon.
  3. Click the checkbox next to Remind.
  4. Enter how far in advance you want the reminder sent (you can have it sent anywhere from a few minutes to days in advance), or enter the day and time when you want the reminder sent.
  5. Enter the E-mail me a reminder and then enter how far in advance you want the reminder sent (you can have it sent anywhere from a few minutes to days in advance).
  6. You can also enter text to be sent as a message in the e-mail. If you leave this section blank, the reminder message will contain the event title, start and end times, and the location.

Notification that Someone Has Put an Event on Your Calendar

  1. From the main MyFAU Calendar window, select the Options tab.
  2. Scroll to the bottom of the Options window to the section labeled Event Notifications .
  3. Click the checkbox for E-mail me a notification.
  4. Enter the e-mail address to which you want the reminder sent. Note that the notification can be sent to only one e-mail address.

The notification for an event to which you are invited will have a subject line of "Event Request: Meeting with ______." If you are being informed of an event, the subject line will be "Event Request: Meeting INFORM ONLY."

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Deleting Events

You can delete an event from the general calendar view or from the detail view of the event. If you delete an event which has invitees or people who have been informed of the event, they will get notification that the event has been deleted.

From the calendar view , click the red circle with an "X" below the event's title. You will get a prompt asking if you are sure you want to delete the event. Click OK to complete the deletion or Cancel if you don't want to delete the item. If the event is a recurring event, you will be asked if you want to delete just this one occurrence or this occurrence and all future ones. Click Cancel if you decide you don't want to do anything.

From the detail view of the event , click the title of the event to open it. Then click the Delete button in the lower left corner of the window. You will get a prompt asking if you are sure you want to delete the event. Click OK to complete the deletion or Cancel if you don't want to delete the item. If the event is a recurring event, you will be asked if you want to delete just this one occurrence or this occurrence and all future ones. Click Cancel if you decide you don't want to do anything.

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Sharing Calendars

One of the main reasons people like to use the MyFAU calendar is that they can share their calendar with other people. Before you can share your calendar, or use someone else's, the permissions must be set to allow you to do so. Once the permissions are set, you can subscribe to someone's calendar, and then, if you so desire, you can group various calendars, into a calendar set, so you can view all of them at one time.

Calendar Permissions

There are several levels of access, or permission, that you can grant to people for using your calendar. Those permissions range from no access whatsoever, to reading your calendar, to being able to control it fully. Below is a list of the permissions and what they allow users to do.

Availability

Allows other calendar users to see if you have anything scheduled for specifics times and days. If something is scheduled, the user will not be able to see the actual event; the word "busy" will appear in the time slot. Availability will also allow people to see your calendar name in a calendar search, and thereby allow them to subscribe to your calendar.

Invite

Allows people to invite you to events, thereby placing the event on your calendar.

Read

Allows people to see the details of your calendar events (name of the event, location, etc.). If you give Read permission to someone, you should also give them Availability so they can view your calendar in Comparison view.

Delete

Allows people to delete events and tasks from your calendar.

Modify

Allows people to edit your events and tasks in your calendar and also allows them to enter new ones without having to use the Invite function.

By default, all users (displays as Everybody when you are looking at permissions) has Availability and Invite permissions. You can change those permissions, but you cannot remove the Everybody user from the list.

Giving Permissions to Other Users

To give other MyFAU users access to your calendar, click on the Calendars tab. This tab will show you all the calendars to which you are subscribed as well as your own calendar. However, you will be able to give permissions, and edit properties, only on calendars that you own. To begin working with permissions for the calendar, click the word "Edit" in the properties column on the right side of the window. In the example below. the user MyFAU Guest has subscribed to a calendar called Dilbert Adams. MyFAU Guest can Edit the properties of his own calendar but can only view the Dilbert Adams calendar.

After you click Edit, the Calendar properties window will open and the Calendar tab will be active. Click the Permissions tab so that you can work with the permissions, as shown below.

  1. If you are giving permission to someone who doesn't already have any permissions on your calendar, enter that person's user name in the textbox next to User Name.
  2. Once you've entered the person's faunetid, click the Add User button. The user's user name will be added to the User column without any permissions.
  3. Click the box below the individual permissions that you want to grant to the user (such as Availability, Invite, and Read).
  4. Once you've added all the users and permissions you want, click the OK button to make the permissions take effect.

Removing or Changing Permissions

To change the permissions you've give to a user

  1. Select the Calendars tab from the main Calendar window. and then select the Permissions tab, as described above.
  2. To remove a permission, click the checkbox below the permission. The checkmark in the box will be removed.
  3. To add a permission, click the blank checkbox below the permission.
  4. To remove all permissions, select the user by clicking the checkbox to the left of the user's name; then click the Delete Selected User button.
  5. When you have completed working with the permissions, click the OK button for the changes to take effect.

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SUBSCRIBING TO MyFAU CALENDARS


•        After logging into MyFAU, click on the calendar icon, in the upper right corner.

•        At the top right of the Calendar application Window, click on the drop down menu next to “Current Calendar”.

        Select the first item, listed under Calendar Actions, “Manage Calendars”.

•        At the top (or bottom) of your list of calendars, click on the Subscribe link.

 

•        Enter all or part of the calendar name you wish to subscribe to, in the Search box at the top of the next window.

 

        Select the calendar you were searching for, from the search results, by clicking on the check box to the left of the name.

•        Click on the “Subscribe to Calendar” button at the bottom of the window.

You will now see the new calendar you have subscribed to in your list of calendars.

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UPDATING SOMEONE ELSE’S CALENDAR IN MYFAU


The calendar owner must add you as a co-owner to their calendar after which you must subscribe to his/her calendar.  This will enable you to add/edit/update events in that calendar.  Instructions for both tasks are included below.

  • After logging into MyFAU, click on the calendar icon in the upper right corner.

•         At the top right of the Calendar application Window, click on the drop down menu next to “Current Calendar”.

 

•        Select the first item “Manage Calendars” (listed under Calendar Actions).

  • In your list of calendars find the name of the calendar that you want to allow someone else to edit.  Editing includes adding or changing scheduled events or tasks.
  • Click on the edit link to the right of the calendar name.
  • Click on the Owners link at the top of the edit window.
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  • Click on the “Add from Address Book” button to the right of “Owner Name:”.
  • Enter the individual’s name in the Search text box and click on the “Search” button to the right.  You can search using the first and last name, the last name alone or a part of the last name.  Do not search on an individual’s user name.
  • Click the checkbox to the left of the name in the search results.
  • Click on the “Add Addresses” button in the bottom right corner of the Search window.
  • Click on the “Save” button in the lower right corner.

To add/edit events you must subscribe to the calendar in addition to being a co-owner.

        After logging into MyFAU, click on the calendar icon, in the upper right corner.

•        At the top right of the Calendar application Window, click on the drop down menu next to “Current Calendar”.

•        Select the first item, listed under Calendar Actions, “Manage Calendars”.

•         At the top (or bottom) of your list of calendars, click on the Subscribe link.

•        Enter all or part of the calendar name you wish to subscribe to, in the Search box at the top of the next window.

 

•        Select the calendar you were searching for, from the search results, by clicking on the check box to the left of the name.

•        Click on the “Subscribe to Calendar” button at the bottom of the window.

You will now see the new calendar you have subscribed to in your list of calendars.


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Calendar Sets

A calendar set is a way to see in one view several calendars to which you are subscribed. Calendar sets give you the ability to group calendars to which you often refer, making it much easier to schedule events that will affect the users of all calendars in the set.

A Few Points about Calendars

  • Calendar sets cannot be shared, which means each user must create his or her own calendar sets. Therefore, if Coworker A creates create a calendar set of her calendar and that of a Coworker B, if Coworker B wants to see the same combined view, he will also need to create the calendar set.
  • When creating an event in a calendar set, by default all subscribers to the calendars involved will be invited (their names will appear in the Invitees box). You can remove them from invitee list if you wise.
  • Deleting a calendar set does not delete the individual calendars, merely the combined view of the calendars. If after deleting a calendar set you decide you want to retrieve the set, you will need to recreate it.
  • When searching for calendars, calendar sets (neither your own or those created by other MyFAU users) are included in the search.

Creating a Calendar Set

From the main MyFAU Calendar window, select the Calendar Sets tab.

  1. Click the New Set icon in the upper left corner (it is the only icon on the window). The Calendar Set window (see below) will open. 
  2. In the Set Name field, enter a name for the calendar set.
  3. By default, calendar sets open in the comparison view, which is essentially the view you have when you check availability (no details, just shadings to show when times are not available) The advantage to Comparison view is that it is easy to see when individuals are busy. You can opt to have the calendar set in Day View (the way your personal calendar opens), but in that view all events are merged in one view, so you will need to get details on the event to determine on whose calendar the event belongs. If you prefer to see the regular Day View of the calendar, click in the checkbox for Open set in Day View . (Note: Once you open a calendar set, you can view it in any of the regular views.)
  4. Click on the check box below the set name if you want the calendar set to display in the day view; the default is comparison view. Once you open the calendar set you can select any of the possible views: day, week, month, year, comparison, and overview.
  5. In the Calendar ID field, identify the calendars you want added to the set. If you want to add someone's personal calendar, enter that person's faunetid (whatever precedes the "@fau.edu" in the e-mail address) in the field and click Add . If you want to add a calendar other than a person calendar (such as a group or class calendar), use the Search option. You can add as many calendars are you wish to the set. To remove a calendar from the set, select the name in the Set Members box and click Remove .
  6. Once you have added all the calendars you want to the set, click OK and the set will be created. You can now choose the calendar set from the Current Calendar dropdown menu (on the Calendar View tab).

Modifying Calendar Sets

You can add and delete individual calendars in a set, change the set's name, and change the default. You can also delete a set.

  1. From within the calendar application, click on the Calendar Sets tab.
  2. All of your calendar sets will be listed, and to the far right side of each name is Edit, which is clickable. Click the Edit associated with the calendar set you want to modify.
  3. To change the calendar set's name , just delete the text currently in the Set Name field with the new name.
  4. To add a new calendar to the set , enter the new calendar ID in the Calendar ID field.
  5. To remove calendars from the set, click on the calendar's name in the Members field and click Remove.
  6. When you have finished making your changes, click OK in the lower right corner to save them. If you don't want to save the changes. click Cancel.

Deleting Calendar Sets

  1. From within the calendar application, click the Calendar Sets tab.
  2. Select the calendar sets you want to remove by clicking in the checkbox to the left of the calendar set's name. You can delete more than one calendar set at a time by selecting multiple sets.
  3. Click the Remove Selected button below the list of calendar sets.
  4. The Calendar sets will no longer appear in the calendar sets list or in your Current Calendar dropdown menu.

Synchronizing the MyFAU Calendar with an Outlook Calendar

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