Using the WebEvent Icon Bar
From left to right, the functions accessible via the icon bar are:
Select Calendars: This will bring you to complete calendar list to choose from.
Search: Enter a keyword to
search one or more calendars. Specify start and end dates to narrow your
search. (By default the start date is today’s date.) To select one or more
calendars hold down the Ctrl key (Control) and click on name of the calendar(s).
(For Mac user hold down the Apple key.)
Print: Open a new window to display a stripped-down, ready-to-print version of the current calendar view. (In most circumstances, clicking the “Print” icon will also automatically launch a print dialog box from your browser so that you only need to click “Print” or “OK” in that dialog box to print the current view.)
Options: Users with
appropriate privileges can access Calendar and/or Site Configuration screens.
All users can change various viewing options for the current session and export
calendar data via the “WebEvent Options” form:
Export Calendar: Export
events within a specified date range from one or more calendars.
Format: View the events as
a list or in calendar grid format.
Mode: Change to view-only
or modify mode. In Modify Mode, clicking on an event in the calendar will
access the Modify Event screen (assuming that you have write access to that
calendar). In View Mode, clicking on an event in the calendar will display the
event details.
Timezone: Select the
appropriate timezone for your location.
Use 24-hour Clock:
Designate your preferred time format (12- or 24-hour).
Show Weekends: Show or
hide Saturday and Sunday. (This has no effect on list views.)
Show Event Type Icons:
Turn the “To-do” icons (an exclamation point for incomplete tasks and a checkmark
for completed tasks) on or off.
Show Details: Choose
between showing event details on the current page or clicking on the event to
read the description. (Event details will be listed beneath the calendar grid
in calendar view and will directly follow each event in list view.)
Show Icon Bar: Turn the
icon bar section on or off. (If you elect to hide the icon bar, a "View
Options" link will appear at the bottom of the screen to allow access
again.)
Show Event Author: Turn
the event author credit on or off.
Start Week On: Specify the
first day of the week for calendar views.
Event Sorting: Specify the
order in which events should be displayed on each date. (For example, you may
prefer that untimed events such as birthdays be listed before each day’s tasks.)
Click “Change options” to begin viewing events with the options you have designated. Or select “Cancel Changes” to return to the calendar and view events with the default options.
Help: Access the user’s guide for help using and configuring WebEvent.
Login/Logout: Depending on the privileges granted your user account, clicking the “Login” icon and entering your WebEvent username and password may allow you to access additional calendars and configuration screens. If you are already logged in, clicking on the Logout button will log you out and provide the option of returning to the WebEvent startup page.
On the left-hand side of the screen
above the calendar are four elements for navigating to a different timeframe:
the “go-to-date” pull-down menus, the "Jump to Today" link, the
day/week/2-week/month/year tabs, and the displayed date which is sandwiched by
next/previous arrows.
On the right-hand side of the
screen above the calendar are pull-down menus for changing which calendars
and/or categories of events are displayed in the current view.
Using the WebEvent Navigation
Tools
Date: The left-hand side of the dark blue Date & User bar defines the date range currently on display. The right-hand side of the bar defines your current user status. (If you have not logged in to the current WebEvent session, there will not be a user name displayed.)
Triple Arrows: The double arrows that surround the date range currently displayed (such as
<<September 2004>>) in the Date & User bar can be used to move forward or back one calendar page at a time. For example, in day view, clicking the forward arrows (>>) will advance you a single day.
Timeframe Tabs: The white and blue file folder tabs (labeled day, week, 2-week, month, and year) allow one-click access to a different timeframe. For example, if you are currently in month view, clicking the week view tab will bring you to a screen showing only the week which contains the active day. (The active day is either today’s date, or whichever date you have most recently acted upon.)
Go-to-Date Menus: To visit a
specific date, select the appropriate month, day and year using the “go-to-date”
pull-down menus (just above the file folder timeframe tabs) and click the “Go”
button. (The date will be displayed in the current timeframe view. So, if,
while in month view, you selected September 20, 2001 with the “go-to-date”
pull-down menus, the month of September will display and the 20th
will be highlighted as the active day.)
Each time WebEvent loads a new screen, the “go-to date” pull-down menus default to today’s date. Therefore, the recommended way to refresh your screen and see the most recent changes other users have made to the calendar, is to click the “Go” button associated with the “go-to-date” pull-down menus (rather than using your browser’s “Reload” or “Refresh” button.)
Jump to Today: One-click access to today’s date. (This is also the recommended way to refresh your screen (in lieu of using your browser’s “Reload” or “Refresh” button) to see the most recent changes other users have made to the calendar.)
Choose Calendars: To change
the calendar(s) contained in the current view, use the “Calendars” pull-down
menu on the right-hand side of the screen, above the Date & User bar. To
choose a single calendar which is contained in the current view, highlight a
calendar name and click “Go.”
To choose calendars from the complete list of available calendars, highlight “From Full List” and click “Go”.
Defining Calendar Views and
Formats
Calendar contents can be displayed
in either a traditional calendar grid format or as a list of events.
Calendar Format: The
calendar format uses the familiar columnar grid with weekday headings in year,
month, 2-week, and week views.
List Format: The list
format displays events in a chronological list in year, month, 2-week, week,
and day views. If the calendar administrator has enabled “Enhanced List View”,
an interactive three-month calendar (which functions the same as those in Year
view) will also appear in the left-hand column.
To switch to the opposite calendar
format, use the "grid view" and "list view" links that
appear just to the right of the Year Timeframe Tab. You can also click the
“display” icon at the top of the screen, move the radio button to the
appropriate format on the “WebEvent Options” form, and click “Change options”.
Using the timeframe tabs you can
view event information in the following timeframes:
Year View: From this
yearly overview, you can select the year, month, week, or day you want to drill
down to. Click on a month name to view the events in that month. Click on a
week number within a particular month to view the events for that week. Click
on a day number to view the events on that day.
In list format, Year view shows
all the events for the selected year.
Month View: View events
for the selected month.
2-Week View: View the
events for the selected week and the following week.
Week View: View events for
the selected week.
Day View: View events for
the selected day.
Event View: When an event
includes a description, you can click on the event title to view full event
details. The details will display in a javascript pop-up window.
Exporting Events using vCal
Exporting events in the vCalendar
(vCal) industry standard format allows users to export an event from WebEvent
Publish to another application such as Outlook, Lotus Notes, Palm Desktop, or
any other calendaring program that supports the vCal standard.
To export an event, click on the
selected event to bring up either the event's detail pop-up window, or the
modify event screen, depending on whether you are presently in view mode or
modify mode. You then simply need to click on the Export Event icon to export
the selected event to the location of your choice.
For information on importing the
exported event into a different calendaring program that supports the vCal
standard, please refer to that program's documentation or support resources.
Adding and Modifying Events
Introduction to Adding and Modifying Events
You will need to login to the Event Calendar (http://calendar.adelphi.edu) in order to modify events in the calendars. (Click the "Login" link on the startup screen or click the “Login” icon in any calendar view to enter your username and password.)
Adding New Events
If the bright red “Add An Event” button appears on the right-hand side of the screen, above the Date & User bar, you can add events to the calendar. To add an event, click the "Add An Event" button or click on the appropriate date number in the calendar view (aka grid view).
Add New Event: The “Add New Event” screen contains the following fields:
Event Title: Type in the title of the event (e.g. “X-Files Premiere”).
Date: Choose a date from the pull-down menus. (By default, the active date will be highlighted in the menus. The active date is either the date you clicked on to access the “Add New Event” screen or today’s date if you clicked the “Add Event” button.)
Start Time: Choose a start time, if appropriate.
End Time: Choose an end time, if appropriate.
Special: Set special event attributes.
· Mark As Busy All Day: Designate an untimed event as an 'all day' event. In calendars with 'prevent double-booking' enabled, this will prevent other events from being added to this date.
· Make it a To-do: Save the event as a “To-do” (an untimed event with complete/incomplete status, which will automatically advance each calendar day until completed.)
· To-do Completed: Check off a completed task, so that the “To-do” will cease advancing each day in the calendar.
Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.). If the option is available, designate how the description should be displayed. “Pre-formatted” text will appear onscreen as entered (including hard returns and extra spaces, for example). “Wrapped” text will not retain any formatting, but will automatically wrap to fit your browser or Javascript window. (If you choose to include HTML in your description, be careful to enter valid HTML.)
Custom Field(s): Any custom fields (such as location or price) created by the Site Administrator will follow the event description field.
Advanced Options
Calendars with Write Access: Select the calendar(s) into which this event should be added. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key. And click on the calendar(s) in the list)
Event Privacy: Use Public for this option. Due to the current license agreement, all calendars are public.
Contact Person: Enter the name of the person associated with and/or responsible for the event.
Contact Email: Enter the email address for the person associated with and/or responsible for the event.
Repeat: If this is a recurring event, first select the appropriate type of repeating period from the pull-down menu (for example, every week or every Monday, Wednesday, and Friday). Then, specify how far into the future the event should repeat. To quantify how many times the event should repeat, move the radio button to the “Times to Repeat” option and type the number of times the event should appear in the calendar into the associated field. To specify an end date instead, move the radio button to the “Repeat Until” option and highlight the end date in the pull-down menus.
As an example, to add a recurring meeting for September 5th through 7th, you would add an event on September 5th and select the 'Repeat: Every Day' option from the pull-down menu. Then, either type “3” in the “Times to Repeat” field or select “September 7th” from the “Repeat Until” pull-down menu.
Remind: Please use default option which should be never.
Priority: Set the priority (low, medium, or high) for the event.
Title Style: Choose from normal, bold, and italic.
Title Size: Choose to enlarge or shrink the default title text size.
Title Color: Choose from several Web-safe colors.
Title Image URL: Add an image associated with this event by typing in the URL of the image. For example:
http://www.adelphi.edu/img/image.jpg
Title URL: Enter the URL associated with this event. (When someone clicks on the event title, they will be sent directly to this URL instead of the usual event description screen.) For example:
http://www.adelphi.edu/
Approval Status: Move the radio button to “Approved” if this event should appear in the calendar. Events marked “Unapproved” will not be visible to guest users and will appear with a conspicuous “UNAPPROVED” tag to users with greater access.
Event Change Notification: Enter in the email address (or addresses separated by commas or carriage returns) of users to be notified when the event is first added and whenever the event is changed.
Click the “Add New Event” button to add the event to calendar. Click the “Cancel This Change” button to cancel any changes you have made to this screen and return to the calendar view. (Choosing any one of the three “Add New Event” or “Cancel This Change” buttons on the “Add New Event” form will add or cancel all changes you’ve made to the screen.)