GroupWise 8 Scheduling Conference Rooms. 11/13/2013 Archdiocese of Chicago Mike Riley

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1 GroupWise 8 Scheduling Conference Rooms 11/13/2013 Archdiocese of Chicago Mike Riley i

2 VIDEO TUTORIALS AVAILABLE Almost 100,000 video tutorials are available from VTC. The available tutorials include Windows 7, GroupWise 8 and Office 2010 applications. To access these tutorials, visit and click the link for VTC Online Training. Login with your GroupWise username and password. You MUST use our custom login page from the list of Archdiocesan Web Links. You will NOT be able to login directly at VTC.com. Once logged into the VTC site, you can view any of the available tutorials (the Flash versions tend to load that fastest). You can view as many tutorials as you want. We have a limit of 5 concurrent users (only 5 people from our network can be logged in at one time). If all of the seats are currently in use, you will receive an error message. You can also access these tutorials from home. Visit and choose the Online Training navigation link.

4 CONTENTS What is a GroupWise Resource?... 1 Archdiocesan GroupWise Resources... 2 Viewing Multiple Resource Calendars... 2 Opening the GroupWise Calendar... 2 Switching Calendar Views... 3 Viewing a Specific Date... 4 Creating the Conference Room Calendar View... 5 Scheduling a Conference Room from a Multi-User Calendar... 8 Post-Reservation Tasks Deleting a Reservation Modifying a Reservation Problems Canceling a Reservation Other Meeting Considerations Maintenance Requests Wi-Fi Access for Vendors/Guests i

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6 GROUPWISE 8 CONFERENCE ROOMS WHAT IS A GROUPWISE RESOURCE? A resource is a GroupWise account that doesn t have all of the features of a standard user s account. You can t login directly to a resource s GroupWise account and a resource account does NOT have a GroupWise Address Book. Resources are typically used for items and locations that you can reserve (such as conference rooms). A resource has an owner (who automatically has full proxy rights to that resource s account). The owner of a resource can grant additional proxy rights to the resource as needed. 1

7 ARCHDIOCESAN GROUPWISE RESOURCES Within the Archdiocesan GroupWise system, the conference rooms at the Archbishop Quigley Center and the Cardinal Meyer Center have been created as GroupWise resources. The naming convention for conference rooms is: Location CR Floor- Room [Capacity]. So, Q CR 1-A [20] is conference room A on the first floor of Quigley. It has a standard capacity of 20. Rooms in bold can combine with adjacent rooms. Each conference room account has rules set up to automatically accept bookings if the room is available. If the room is automatically booked, requests that conflict will automatically be declined. Using GroupWise to schedule conference rooms has many advantages: You can immediately check if the room(s) you need is (are) available. If a room is available, you can immediately book it. You can cancel a booking if you no longer need a room. QUIGLEY MEYER Q CR LL-East 1 [10] M CR LL-A [24] Q CR LL-East 4 [8] M CR LL-B [24] Q CR LL-North [8] M CR LL-Center [16] Q CR 1-A [20] M CR LL-D [18] Q CR 1-B [20] M CR LL-E [18] Q CR 1-C [20] M CR LL-F [18] Q CR 1-East 1 [10] M CR 1-East [12] Q CR 1-East 2 [12] M CR 1-North [8] Q CR 1-North [8] M CR 1-South [8] Q CR 1-West [8] M CR 2-East 2 [8] Q CR 2-East [10] M CR 3-East [10] Q CR 2-North [8] M CR 3-South [10] Q CR 3-East 2 [6] While the rooms are booked using GroupWise, Building Operations administers the conference rooms. If you have questions about the rooms themselves, require special setup, or have conflicts regarding rooms that you are unable to resolve, direct those questions/issues to Building Operations. If you have problems booking a room or cancelling a booking, contact the receptionist at VIEWING MULTIPLE RESOURCE CALENDARS Every user in our GroupWise system can view the calendars for each public resource at any time. Configuring and using a Multi-User Calendar for reserving a conference room is the best method. OPENING THE GROUPWISE CALENDAR By default, your Mailbox opens when you launch GroupWise. You switch your GroupWise Calendar by clicking the Calendar icon in your folder list. 2

to change the day(s), week, month or year you are viewing Calendar View Buttons Switches to a different calendar view/layout Show/Hide Items

8 SWITCHING CALENDAR VIEWS By default, GroupWise provides single-click access to your Day, Week, Month, Year, and Multi User Calendars. To switch to a different Calendar view: Select the Calendar from your folder list Click the desired Calendar view button Navigation Buttons Used to change the day(s), week, month or year you are viewing Calendar View Buttons Switches to a different calendar view/layout Show/Hide Items Used to show/hide Appointments, Tasks, and Reminder Notes Show/Hide Days Increases or decreases the number of days you are viewing at once in the Week View 3

VIEWING A SPECIFIC DATE While viewing your calendar, you can switch to a different date to see the Calendar items for on date (or date range if working with a weekly or monthly Calendar).

9 VIEWING A SPECIFIC DATE While viewing your calendar, you can switch to a different date to see the Calendar items for on date (or date range if working with a weekly or monthly Calendar). To view a different date: Click the left or right Navigation arrow to move forward or backwards. The distance is the same as the time scale you are viewing OR Click the Today button to return to the current date Some calendar views display mini-calendars that you can use to quickly jump to a specific date. You can use the following steps to move to a specific date from any calendar view. To jump to a specific date: Click the calendar icon next to the calendar navigation arrows Click on the desired date Click on the Month name in the date selector to bring up a drop-down list of months. Click on the Year to bring up a drop-down list of years. 4

CREATING THE CONFERENCE ROOM CALENDAR VIEW Using a Multi-User Calendar is the easiest way

This view is NOT automatically added to your account.

You should only need to create the view one time.

10 CREATING THE CONFERENCE ROOM CALENDAR VIEW Using a Multi-User Calendar is the easiest way to reserve and view the conference room schedules. This view is NOT automatically added to your account. YOU must create the view in your GroupWise account. You should only need to create the view one time. If you delete the view or if the view is removed due to a program error, you ll need to recreate the view. To create a new multi-user calendar tab: Choose Edit, Add Calendar Tab Enter a name for the view and choose Multi-User Click OK and OK 5

11 Your next step is to add the conference rooms to the Multi-User List Click the Address Book icon in the Multi-User list dialog Locate the double-click the rooms to add to the list and click OK 6

Add a checkmark to your OWN account Select an item and use the Change order arrows if needed Click OK when finished You will probably be able to display only 6 or 7 accounts on a

12 Add a checkmark to your OWN account Select an item and use the Change order arrows if needed Click OK when finished You will probably be able to display only 6 or 7 accounts on a single screen. Create additional multi-user calendars if needed. If you want to add/remove rooms AFTER the list is created, right-click within the grid and choose Multi-User List. 7

SCHEDULING A CONFERENCE ROOM FROM A MULTI-USER CALENDAR In many cases, scheduling a meeting for a specific time is more important than holding the meeting in a specific conference room.

13 SCHEDULING A CONFERENCE ROOM FROM A MULTI-USER CALENDAR In many cases, scheduling a meeting for a specific time is more important than holding the meeting in a specific conference room. To find an open conference room during a specific time, use the Multi User calendar view to check which rooms (if any) are available during the desired time. Once you have located the desired room, you can easily send an appointment to that room. To reserve a room from the Multi-User calendar: Switch to the Multi-User calendar view that you have already created Navigate to the day you need to book a room during 8

Click the New Appt button Add your name to the To field of the request Tab through the form until you reach the Subject

14 Click and drag over the desired timeslot in that conference room s column in the Multi-User calendar You must drag over the time to populate the To field with the conference room. Simply clicking on a single block is NOT sufficient. Click the New Appt button Add your name to the To field of the request Tab through the form until you reach the Subject field (the Place, Start Date, Start Time, and Duration should already be filled out due to highlighting the room and time for the request) 9

In addition, include your username and phone number in the meeting subject.

15 Enter the Subject of the meeting using the standard conventions Click Send When entering the subject for the meeting, be as specific as possible. In addition, include your username and phone number in the meeting subject. When a room is successfully booked, you will see it appear in that room s column. In addition, you will receive an notification indicating the accept/reject status of your booking. 10

CONFIRMING RESERVATIONS To confirm that your booking is still valid, you can simply view the Multi-User calendar for the day of your meeting.

16 POST-RESERVATION TASKS After you have reserved a conference room, there are many tasks you can perform. These tasks include verifying that the room is being held for you, rescheduling the meeting and canceling a meeting. These tasks are accomplished from your Calendar in GroupWise. CONFIRMING RESERVATIONS To confirm that your booking is still valid, you can simply view the Multi-User calendar for the day of your meeting. In the unlikely event that your meeting is bumped from that room (this can only be done by Building Operations), your booking will no longer appear on the calendar. In addition, you will receive an notifying you of the Rejection of your meeting at the time it is bumped. Bumping of meetings in rooms WITHOUT direct contact with the person who booked the room is EXTREMELY rare. DELETING A RESERVATION If you cancel your meeting, you should delete your booking of that room so it becomes available for other users. To cancel a reservation: Right-click the meeting from YOUR calendar and choose Delete Check the Delete this item from all other recipient s mailboxes checkboxes and click OK 11

17 MODIFYING A RESERVATION If you need to change a booking (extending its duration, changing the start/end time, etc.), you will need to DELETE the reservation first and create a NEW reservation. Otherwise, the request is treated as a NEW request and might be REJECTED. PROBLEMS CANCELING A RESERVATION If you have problems cancelling a booking, contact the receptionist at OTHER MEETING CONSIDERATIONS GroupWise is only being used to block the room itself. Wireless internet access is available in all of the rooms available for general booking. Additional meeting resources will need to be coordinated through Building Operations. MAINTENANCE REQUESTS If you require special setup in a conference room or will be using the overhead projector/pa system, you will need to submit a Maintenance Request form. Visit and fill out your request. WI-FI ACCESS FOR VENDORS/GUESTS The conference rooms at Quigley and Meyer have Wi-Fi Access Points in each room. There are two Wi-Fi networks: AOC-SECURE and AOC-GUEST. A networked Archdiocesan computer can use the AOC-SECURE Wi-Fi connection by logging in with your Archdiocesan username and password. AOC-GUEST can NOT be accessed from an Archdiocesan computer. The AOC-GUEST connection is available for non-archdiocesan equipment. You can get the security key, username and password for that day from the receptionist. 12

19 Direct any questions or comments to the IT Assistance Line at (312)

Novell GroupWise 2012 Introduction. 6/12/2013 Archdiocese of Chicago Mike Riley

Novell GroupWise 2012 Introduction 6/12/2013 Archdiocese of Chicago Mike Riley i VIDEO TUTORIALS AVAILABLE Almost 100,000 video tutorials are available from VTC. The available tutorials include Windows