Basic Lesson 6: Calendars

Calendars can help you keep track of important meetings and events.  Although you may already use a calendaring tool, Workspace calendars might offer your group projects additional functionality.

In this tutorial, you’ll learn how to add a calendar and entries, how to link agendas or other documents to a particular event, and how to make an event appear on the news section of My Home.

You can add calendars to any folder in Workspace, although calendars exist for many projects already.  Before creating a calendar for your project, make sure that your project doesn’t already use a Workspace calendar.

To add a calendar, navigate to the page where you want to add the calendar.  In the add section of the command bar, click more items…then, click calendar in the collaborative and communication tools section.  Give the calendar a name and description and pick the color of the calendar’s text.  When you’re finished, click OK.

This is you calendar.  You can add entries to the calendar two ways: by clicking add entry in the command bar or by clicking directly on the date.  Input a name and description for the calendar entry.  Select start and end times, and start and end dates.

You can optionally select a city or location.  If you’d like to invite your colleagues, add them using the Add/Remove button.  Adding your colleagues in this space allows you to track who will attend the event.  You need to select the event’s planner.  You can also opt to email the attendees an invitation.  When you’re finished, click OK.  If you’ve opted to send the attendees and invitation, an email will be sent to them asking them to decide whether they will attend.

If you’d like to announce the event by having it appear on the news section on your colleagues’ My Home pages, link the event to the news folder.  Navigate to the event you’d like to display, click Link This, and check the news radio button. 

Sometimes an event that you’ve added will have documents or other items associated with it.  If you’ve added an event for a meeting, you might create an agenda for the meeting.  If you’ve added an event for a multi-day conference, your team might be using a wiki to help with the planning.  In Workspace, you can link documents and other items to calendar events so that useful and pertinent information stays together and is visible for all involved.

To link a document or other item to a calendar event, navigate to the document you’d like to link.  In the command bar on the left side, click link this.  Choose to put the link temporarily on your clipboard.  Then navigate to the event entry of your choosing, click paste here, and select the correct item to link.  Now when users look at the calendar, they will see all of the pertinent documents.

Now that you’re familiar with calendars, navigate back to workspace and see if your workgroup has a calendar.  When you’re finished, view the next video on task lists.