Help Index > E-mail & Messaging Help

GroupWise scheduling

GroupWise users can easily schedule appointments with these steps:

1. In Groupwise, click the “New Appt” button on the toolbar.
2. Other options include:  Select “File”, then “New”, then select “Appointment”, or press Ctrl+Shift+A.
3. In the new window, enter the names of those who are invited to the appointment in the “To” box.  If the user has proxy rights to the desired conference room for that appointment, that conference room can be entered in the “To” box as well.
4. Next, in the “Place” box, enter the room number or description of where the appointment will be held.
   
   If the conference room was entered in the “To” box, tabbing from the “To” box to the “Place” box will enter the information automatically.
5. Now, enter the date of the appointment in the “Start Date” box.  Be sure to enter the date as (mm/dd/yyyy).
6. Next, enter the time of the appointment, specifying AM or PM in the time box.  Now, tab to the “Duration” box and enter how long the appointment will be, specifying hours and minutes.  Another option is to click on the time button and drag the arrows on the time scale to select a start time and an end time.  The start time is selected with the green arrow, and the end time is selected with the red arrow.  After dragging the arrows to the appropriate times, select “OK”.  The length of the appointment will be entered automatically in the “Duration” box.
7. Now the user can enter a description of the appointment in the “Subject” box.
8. After entering the subject, the user may type a message to recipients in the message text area.
9. Review the information and select the “Send” button.

Recipients will be able to accept or decline the appointment when they open the appointment request

When scheduling appointments, a Busy Search can help in determining a recipient’s availability. To busy search:

1. Follow steps 1 and 2 from above.
2. In the “Start Date” box, type the date you want to begin searching on for possible appointment times.
3. Click on the “Busy Search” button.
4. The user can now see each recipient’s name and their available times for the next five days.  Gray areas on the schedule show unavailable times.  The key on the bottom of the window identifies the gray blocks on the schedule:  Dark Gray-Out of the Office, Medium Gray-Busy, and Light Gray-Tentative.
5. Once an available time is found for all recipients, click on the schedule to block off that time.  The user can drag the box to set the correct duration of the appointment.
6. Review the Desired Time box to make sure the start date, start time, and duration are correct, then select “OK”.
7. Review the appointment information.  The selections for date, time, and duration made in the busy search have been automatically entered into the boxes.
8. Complete the appointment request by filling in the “Place” box, “Subject” box, and type a message for the recipients.
9. Review the information and select “Send”.