Calendaring

Please also review Calendaring Best Practices to avoid missing calendar entries - this is extremely important as email calendar requests ARE the meeting request, not just notifications. 

Creating Calendars

You already have one calendar that has been created for you by default that cannot be deleted. However, you can create additional calendars:

  1. Go to the Calendar tab
  2. Click on the new calendar icon button or right click on word Calendars and select New Calendar.
  3. Enter a name for your new calendar in the Name field
  4. You can choose a colour for the calendar by selecting one from the Color drop down list
  5. If you don't want others to see the times you are booked in this calendar check the Exclude this calendar when reporting free/busy times box - only you can view/access this calendar.
  6. If you would like to synchronize the activities to your Calendar from calendars you keep on other websites, check the Synchronize appointments from remote calendar box and enter the URL of the remote calendar
  7. Click OK.  You will now see your new calendar displayed in the Calendar List

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Editing Calendars

  1. Go to the Calendar tab
  2. Right-click on the calendar you want to change
  3. Select Edit Properties. 
  4. You can change the name or colour of your calendar - or include/exclude this schedule from reporting free/busy time - please note that you cannot change the name of the default calendar called "Calendar" but you can change the colour.
  5. Click OK.

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Deleting Calendars

  1. Go to the Calendar tab
  2. Right-click on the calendar you want to change
  3. Select Delete
  4. You will be prompted to confirm that you actually want to delete this calendar, select Yes. Please note: you cannot delete the default calendar called Calendar.
  5. If you have deleted something by accident you can retrieve it from the Trash folder or request a restore.

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Importing & Exporting Calendar

Please click on the following links for importing and exporting any Gryph Mail folders.

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Clearing Calendar Data

Please Note: Only available in the Standard version

  1. Log into Gryph Mail being sure to choose the "Standard (HTML)" version.
  2. Go to Preference and select Calendar
  3. Click the link at the bottom of the page that reads "manage calendars".
  4. Check "Permanently delete all appointments in this calendar. This operation cannot be undone."
  5. Click the "Delete All Appointments".

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Delegates

Delegates are people with manager or administrator privileges for folders (calendar, mail, address book, briefcase and documents) other than their own that they are responsible for, this includes both people and resources.  This done by sharing out the appropriate folders.

If you are delegate for multiple folders and/or for multiple people OR there are mulitple delegates for the same folders, it may be advantageous to use a organizational account to manager all the folders and resources.  Please contact the CCS Help Centre on more information or how to get setup.

  1. Most likely you will be using your departments OrgID to manage your resources (not your personal calendar) so you will either need to logout of your personal calendar or open up second browser so you can log into the OrgID account. If you don't know your OrgID or password, please contact the CCS Help Centre.
  2. Check the inbox of the resource for new calendar notifications
  3. Right-click on the meeting and you can Accept, Decline or mark it as Tentative
  4. Once you have responded, an automated message will be sent to the organizer of the meeting - the "From" field will be from you delegater, not you. If you wish to have a customized reply instead of auto-generated one, when you right-click on the meeting choose Edit Reply.

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Setting up New Resource Accounts 

  1. You can request for a new resource through the CCS Help Centre by submitting the following information:
    • resource name
    • type (equipment or location)
    • schedule policy (auto accept unless busy, auto accept all or manually accept/decline)
    • contact person
    • any other pertinent information such as building name, room number, floor, etc
  2. If you use our suggested method of using an organizational account to manage your resources, we will share the resource with that account so you only need to login into that one organizational account to manage all your resources.

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Booking Resources

  1. Start by creating calendar meeting
  2. If you need to book a meeting room or location, click on Find Location. If you need to book an equipment, click on  Find Resources
  3. Find for the resource or location using the search utility and Add it to the meeting
  4. Continue to create the meeting

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Managing Resources

CCS strongly recommends that shared departmental resources be managed with an organizational central login account (OrgID).

  • All resources are consolidated and managed with one account as opposed to having to login in multiple resources
  • You can create, manage and share contact lists and groups that the whole department can use with calendaring or email
  • Smooth transition during staff changes as the calendar data is not attached to a personal account, otherwise when that person leaves the department or university, all the information in their account is gone!
  • Resource delegates can have the resources also shared to their personal calendar or you can log into the OrgID and manage your resources that way - this will be an individual choice based on the number of resources and your departmental workflow. Please note that with the second option, resource delegates will need to log into two separate accounts - their personal calendar and the organizational calendar. This can easily be remedied by logging into two different browser (e.g. Firefox and Internet Explorer).

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Vacation Schedules

Vacation schedules are a great way to keep track of vacation days and managing/coordinating vacation, sick and lie days, especially during popular vacation times like Christmas and the summer semester.

  1. Request a resource for vacation schedule if you don't already have one; with the schedule policy set to "accept all". 
  2. Once created, share the calendar/inbox with your OrgID with the "Admin Role"
  3. Share the calendar out with rest of your department with the "Viewer Role"
  4. When staff are booking off their vacation, they should create an all-day meeting (Event) by clicking the All day event checkbox in their personal calendar and invite the vacation schedule as a resource
  5. If someone wants to know who is on vacation, they look at the schedule which they have only view access to

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