Transitioning to WiscCal | WiscCal | Calendaring | Computing @ UW-Madison
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WiscCal

Transitioning to WiscCal from other calendaring/scheduling systems

Below are the steps that a user of a calendaring/scheduling client would follow for 10 basic tasks. Steps are shown for four clients:

WiscCal
Outlook/Exchange
GroupWise
MeetingMaker (v7.x)

You can use this document as a way of comparing how you do things in the present system you use with WiscCal to better understand how WiscCal can work for you.

  1. Set up a meeting with three other people.
  2. Create a meeting with two people who use the system and one who doesn't.
  3. Create a meeting that repeats weekly.
  4. Add a task item for a particular date.
  5. Create a meeting and add a resource (room).
  6. Change a meeting time.
  7. Create a "group" and set up a meeting for that group.
  8. Set public and private access to my calendar.
  9. Give someone else the ability to modify my calendar.
  10. View more than one agenda.

Set up a meeting with three other people.

WiscCal:
  1. From your agenda, select a time and duration.
  2. Click the New Meeting icon.
  3. Enter a title and location.
  4. Under People/Resources, enter the attendees. 
    • In the Add field, type the first attendee's name and click the Check button or 
    • Click the Search Directory button to specify search criteria. 
    • Repeat for other attendees.
  5. Click Check Conflicts to make sure schedules are open.
  6. Click OK to schedule the meeting and Yes to send a confirming email.
GroupWise:
  1. From your Main Window, click the Schedule New Appointment button. (If button defaults to Posted Appointment, select Meeting from the button's drop-down menu.)
  2. Either enter names of recipients or click the Address Book button and select recipients from appropriate Address Book. Click OK.
  3. Enter a place, start date, start time, duration, and subject.
  4. Enter information into the Message field and attach file(s) as needed.
  5. Click the "Busy?" button to make sure schedules are open.
  6. If a schedule conflict exists, choose Auto-select or drag and drop the meeting to another time.
  7. Click OK. Then click Send to schedule the meeting.
Outlook/Exchange:
  1. Click Calendar.
  2. On the Actions menu, click Plan a Meeting.
  3. Click Add Others, and then click Add from Address Book.
  4. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
  5. For each name entered, click Required, Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK.
  6. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
  7. Click Make Meeting.
  8. In the Subject box, type a description.
  9. If you did not schedule a room, enter the location in the Location box.
  10. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
  11. Select any other options you want.
  12. Click Send.
MeetingMaker:
  1. From the File menu, select Propose Meeting.
  2. Specify:
    • Title and location in the Proposal tab 
    • Attendees in the Guests tab (conflicts are indicated)
    • Time and day in the Schedule tab.
    • Supply additional information in the Agenda and Options tabs.
  3. Click Send Proposal.
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Create a meeting with two people who use the system and one who doesn't.


WiscCal:
  1. From your agenda, select a time and duration.
  2. Click the New Meeting icon.
  3. Enter a title and location.
  4. Under People/Resources, enter the attendees. In the Add field, type the first attendee's name and click the Check button or the Search Directory button to specify search criteria. Repeat for other attendees.
  5. Click Check Conflicts to make sure schedules are open.
  6. Click OK to schedule the meeting.
  7. Yes to send a confirming email.
  8. On the confirmation email screen, enter the person's email address who does not have a WiscCal account in the field and click on the check button to enter that email address in the recipients field.
  9. Send the invitation.
GroupWise:
  1. From your Main Window, click the Schedule New Appointment button.
  2. Either enter names of recipients or click the Address Book button and select recipients from appropriate Address Book. Click OK.
  3. Enter a place, start date, start time, duration, and subject.
  4. Enter information into the Message field and attach file(s) as needed.
  5. Click the "Busy?" button to make sure schedules are open.
  6. To exclude running a Busy Search on the external recipient, click the Available Times tab and deselect the check box next to the recipient to be excluded.
  7. If a schedule conflict exists, choose Auto-select or drag and drop the meeting to another time.
  8. Click OK. Then click Send to schedule the meeting.
Outlook/Exchange:
  1. Click Calendar.
  2. On the Actions menu, click Plan a Meeting.
  3. Click Add Others, and then click Add from Address Book.
  4. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
  5. For each name entered, click Required, Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK.
  6. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
  7. Click Make Meeting.
  8. In the Subject box, type a description.
  9. If you did not schedule a room, enter the location in the Location box.
  10. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
  11. Select any other options you want.
  12. In the 'To' box, enter email address of person who does not have a Outlook/Exchange account.
  13. Click Send.
MeetingMaker:
  1. From the File menu, select Propose Meeting.
  2. Specify Title and location in the Proposal tab, attendees in the Guests tab (conflicts are indicated), and time and day in the Schedule tab. Supply additional information in the Agenda and Options tabs. [is this correct? don't you have to create a contact to 'hold' the non-MM person's email address?]
  3. Click Send Proposal.
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Create a meeting that repeats weekly.


WiscCal:
  1. From your agenda, select a time and duration.
  2. Click the New Meeting icon.
  3. Enter a title and location.
  4. Under People/Resources, enter the attendees.
  5. In the Add field, type the first attendee's name and click the Check button or the Search Directory button to specify search criteria. Repeat for other attendees.
  6. Click Check Conflicts to make sure schedules are open.
  7. Click Repeating to specify frequency and start and end dates.
  8. Click OK to schedule the meeting and Yes to send a confirming email.
GroupWise:
  1. From your Main Window, click the Schedule New Appointment button.
  2. Either enter names of recipients or click the Address Book button and select recipients from appropriate Address Book. Click OK.
  3. Enter a place.
  4. Click Actions, Auto-Date. Select Dates by using Example, Formula, or Dates tab. Click OK.
  5. Enter start time, duration, subject, and any message information.
  6. Click Send to schedule the meetings.
Outlook/Exchange:
  1. Click Calendar.
  2. On the Actions menu, click Plan a Meeting.
  3. Click Add Others, and then click Add from Address Book.
  4. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
  5. For each name entered, click Required, Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK.
  6. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
  7. Click Make Meeting.
  8. In the Subject box, type a description.
  9. If you did not schedule a room, enter the location in the Location box.
  10. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
  11. Select any other options you want.
  12. Click Send.
MeetingMaker:
  1. From the File menu, select Propose Meeting.
  2. Specify Title and location in the Proposal tab, attendees in the Guests tab (conflicts are indicated), and time and day in the Schedule tab.
  3. Supply additional information in the Agenda and Options tabs.
  4. In the Schedule tab, click Frequency and specify how often the meeting should occur.
  5. Click Send Proposal.
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Add a task item for a particular date.


WiscCal:
  1. Click the New Task button.
  2. Under the General tab, set the dates, priority, and access levels.
  3. Under the Reminders tab, set reminders, if any.
  4. Under the Details tab, enter any comments on the task.
  5. Click OK.
GroupWise:
  1. Click the drop-down arrow on the Create New Task button.
  2. For a task that includes other recipients, select Task:
    1. Either enter names of recipients or click the Address Book button and select recipients from the appropriate Address Book. Click OK.
    2. Enter a subject, priority (not required), start date, and due date.
    3. Enter any message information and/or attach any associated file.
    4. Click Send.
  3. For a personal task, select Posted Task
    1. Enter a subject, priority (not required), start date, and due date.
    2. Enter any message information and/or attach any associated file.
    3. Click Post.
Outlook/Exchange:
  1. On the File menu, point to New, and then click Task.
  2. In the Subject box, type a task name.
  3. Complete any other boxes on the Task and Details tabs for information you want to record for the task. For help on an option, on the Help menu, click What's This, and then click the option.
  4. To make the task recur, click Recurrence, click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the task to recur, and then do one of the following:
    • Make the task recur at regular intervals
    • Select options for that frequency. Do not click Regenerate new task, or the task will not recur at regular intervals.
    • Make the task recur based on completed date
  5. Click Regenerate new task, and then type a time frequency in the box.
  6. If you want, set start and end dates for the task.
  7. Click OK, and then click Save and Close.
MeetingMaker:
  1. To specify a new Activity, go to the File menu and select New Activity.
  2. Enter title, location, schedule, and other information.
  3. In the Schedule tab, click Invite Guests to include other people in the task.
  4. Click Create Activity.
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Create a meeting and add a resource (room).


WiscCal:
  1. Create a meeting (see #1 above).
  2. In the Add field, type r: and the name of the resource and click the Check button or the Search Directory button to specify search criteria. If you click the Search Directory button, go to the Resources tab to search for available resources.
  3. Click OK to schedule the meeting and Yes to send a confirming email.
GroupWise:
  1. From your Main Window, click the Schedule New Appointment button.
  2. Either enter names of recipients and resources or click the Address Book button and select recipients and resources from appropriate Address Book.
  3. You can filter for Resources in the Address Book by choosing View, Filter for Resources. Choose OK to add selections to list of recipients.
  4. Enter a place, start date, start time, duration, and subject.
  5. Enter information into the Message field and/or attach files as needed.
  6. Click the "Busy?" button to make sure schedules are open.
  7. If a schedule conflict exists, choose Auto-select or drag and drop the meeting to another time.
  8. Click OK. Then click Send to schedule the meeting.
Outlook/Exchange:
  1. Click Calendar.
  2. On the Actions menu, click Plan a Meeting.
  3. Click Add Others, and then click Add from Address Book.
  4. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
  5. For each name entered, click Required, Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK.
  6. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
  7. Click Make Meeting.
  8. In the Subject box, type a description.
  9. If you did not schedule a room, enter the location in the Location box.
  10. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
  11. Select any other options you want.
  12. Click Send.
MeetingMaker:
  1. From the File menu, select Propose Meeting.
  2. Specify Title and location in the Proposal tab, attendees in the Guests tab (conflicts are indicated), and time and day in the Schedule tab. Supply additional information in the Agenda and Options tabs.
  3. In the Guests tab, scroll the list in the top-left field and select Resources. Select the Resource (room) and click the Required button. The room is listed as a "guest" in the panel to the right.
  4. Click Send Proposal.
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Change a meeting time.


WiscCal:
  1. Find the meeting on your agenda and highlight it.
  2. From the Edit menu, select Reschedule Meeting. Specify a new time or day and click OK.
  3. Attendees' agendas are updated. Click Yes to send a confirming email.
GroupWise:
  1. Find the meeting on your calendar and right-click it.
  2. Select Resend from the pop-up menu.
  3. Specify a new date, start time, and/or duration.
  4. Click the "Busy?" button to make sure schedules are open.
  5. If a schedule conflict exists, choose Auto-select or drag and drop the meeting to another time.
  6. Click Send. When prompted to Retract Original message, choose Yes.
Outlook/Exchange:
  1. Find the meeting on your calendar and double click on the meeting.
  2. Within the 'Appointment' tab, specify a new time or day and click on 'Save and Close.'
  3. Click on 'Yes' to send update to meeting attendees.
MeetingMaker:
  1. Double click on the meeting.
  2. Go to the Schedule tab and specify the new meeting time.
  3. Click on Notify Guests to inform the attendees of the schedule change.
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Create a "group" and set up a meeting for that group.


WiscCal:
  1. From the Tools menu, select Manage Groups.
  2. Click New.
  3. On the New Group screen, name the group, specify its type, and add members. In the Add Member field, type the group member's name and click the Check button or the Search Directory button to specify search criteria.
  4. Click OK and OK again to create the group.
  5. Create a meeting (see #1 above).
  6. In the Add field, type the group name and click the Check button or the Search Directory button to specify search criteria. If you click the Search Directory button, go to the Groups tab to search for groups.
  7. Click OK to schedule the meeting and Yes to send a confirming email.
GroupWise:
  1. From your Main Window, click the Address Book button.
  2. Select recipients and resources from appropriate Address Book.
  3. Choose Save Group. Type a name for the group and select the target address book from the drop-down menu. Choose OK and then OK again to close Address Book.
  4. From your Main Window, click the Schedule New Appointment icon.
  5. Click the Address Book icon and select the desired group from appropriate Address Book. Choose OK.
  6. Enter a place, start date, start time, duration, and subject.
  7. Enter information into the Message field and/or attach files as needed.
  8. Click the "Busy?" icon to make sure schedules are open.
  9. If a schedule conflict exists, choose Auto-select or drag and drop the meeting to another time.
  10. Click OK. Then click Send to schedule the meeting.
Outlook/Exchange:
  1. Click Calendar.
  2. Click Schedules.
  3. Do one of the following:
    • Create a group schedule
    • Click New.
    • Type a name for the new group schedule, and then click OK.
    • Click Add Others, and then click either Add from Address Book or Add Public Folder.
    • Select the names or the public folder, and then click OK.
  4. Use steps from Q1 above to create the appointment by using this group.
MeetingMaker:
  1. From the Edit menu, select Quick List.
  2. Click on New Group.
  3. Enter a group name and click Create.
  4. On the right panel of the Edit Quick List screen, double click on the new group name to open the group.
  5. Select group members from the list in the left panel and click Add. The member names appear in the panel to the right. Click OK.
  6. From the File menu, select Propose Meeting.
  7. Specify Title and location in the Proposal tab.
  8. In the Guests tab, use the scroll button to select Quick List in the field at the top left.
  9. Select the desired group and click Required. Group member names appear individually in the Guests panel to the right.
  10. Click Send Proposal.
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Set public and private access to my calendar.


WiscCal:
  1. First, set the default access rights that will apply to all WiscCal users.
  2. From the Tools menu, select Options.
  3. In the Importance and Access Level section, scroll the Access level list and select an access level. You can then define exceptions to the default.
  4. From the Tools menu, select Access Rights.
  5. On the Access Rights screen, go to the Designate tab and enter the name of the person(s) to whom you want to grant access different from your defaults (click the magnifying glass button to search for names).
  6. Select the Viewing, Viewing Tasks, and Scheduling tabs and set access rights for individuals to the extent those rights vary from the default.
  7. Click OK.
GroupWise:
  1. Choose Tools, Options, Security.
  2. Click the Proxy Access Tab. Note: The Minimum User Access entry controls the default access rights that will apply to all GroupWise users. The default setting provides no access rights.
  3. To change the default level of access rights to all GroupWise users:
    1. Highlight Minimum User Access.
    2. Check the corresponding read and/or write rights for Appointments, Reminder Notes, and/or Tasks.
    3. Choose OK and Close.
  4. To grant access rights to a specific user or group:
    1. Click the Address Book button.
    2. Search and select users or groups from the corresponding address book. Click OK.
    3. Click Add User.
    4. Highlight user or group in the Access List.
    5. Check the corresponding read and/or write rights for Appointments, Reminder Notes, and/or Tasks.
    6. Choose OK and Close.
Outlook/Exchange:
  1. In the Folder List, right-click the private or public folder you want to share, and then click Properties on the shortcut menu.
  2. You must have Owner permission for a public folder to set sharing permissions for the folder. You can set permissions for only one folder at a time.
  3. Click the Permissions tab.
  4. Click Add.
  5. In the Type name or select from list box, enter the name of the person you want to grant sharing permissions to.
  6. Click Add, and then click OK.
  7. In the Name box, click the name of the person you just added.
  8. Under Permissions, choose the settings you want.
  9. Note For public folders, you can assign everyone who has access to the folder the same permissions by clicking Default in the Name box.
MeetingMaker:
  1. From the Edit menu, select Proxy List.
  2. From the list at the left, select as proxies those who should have access to your calendar.
  3. For each, click a button to grant read-only or read-write access.
  4. To create a private meeting no matter what your proxy settings are, go to the File menu and select New Activity.
  5. Enter title, location, schedule, and other information.
  6. In the Schedule tab, click Invite Guests to include other people in the meeting.
  7. In the Options tab, check the Private box in the Attributes section.
  8. Click Create Activity.
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Give someone else the ability to modify my calendar.


WiscCal:
  1. From the Tools menu, select Access Rights.
  2. Go to the Designate tab and enter the name of the person to whom you want to grant the ability to modify your calendar. Check all the boxes in the Modify columns.
  3. Click OK.
GroupWise:
  1. Choose Tools, Options, Security.
  2. Click the Proxy Access Tab.
  3. Click the Address Book button.
  4. Search and select users or groups from the corresponding address book. Click OK.
  5. Click Add User.
  6. Highlight user or group in the Access List.
  7. Check the corresponding read and/or write rights for Appointments, Reminder Notes, and/or Tasks.
  8. Choose OK and Close.
Outlook/Exchange:
  1. On the Tools menu, click Options, and then click the Delegates tab.
  2. Click Add.
  3. In the Type name or select from list box, enter the name of the delegate you want to set permissions for.
  4. To add multiple delegates simultaneously, hold down CTRL and click names in the Name list below. The permissions you select will apply to all of the delegates.
  5. Click Add, and then click OK.
  6. Click Permissions, and then click a type of permission for each Microsoft Outlook folder you want the delegate to have access to.
  7. Select any other options you want.
MeetingMaker:
  1. From the Edit menu, select Proxy List.
  2. From the list at the left, select as proxies those who should be able to modify your calendar.
  3. For each, click Read/Write.
  4. Click OK.
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View more than one agenda.


WiscCal:
  1. From the Toolbar, click the Open Group Agenda button.
  2. On the Open Group View screen, enter the name of those whose agenda you want to display or enter a Group name. Click the Check button or the Search Directory button to specify search criteria. Repeat for other people.
  3. Click OK, and group member agendas display side by side.
GroupWise:
  1. From the Main Window, click the Calendar folder button.
  2. On the Calendar view, click the Multi-User tab.
  3. In the Multi-User view, click the Multi-User List button. Click the Address Book button and select members for the group view. Choose Add User. Change the display order of the members, if desired.
  4. Click OK, and the group member calendars display side by side. Select or deselect tabs for Appointments, Reminder Notes, and Tasks to display or hide different item types in the calendars.
Outlook/Exchange:
  1. Click Calendar.
  2. On the Actions menu, click Plan a Meeting.
  3. Click Add Others, and then click Add from Address Book.
  4. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
  5. For each name entered, click Required, Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK.
  6. The list of attendees and there calendars will be displayed.
MeetingMaker:
  1. From the Proxy menu, select select the name of the person whose calendar you want to view. Repeat as needed.
  2. From the View menu, select Tile Daily.
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