Setting Up Aspects of the Calendar

To better suit your needs, you can set up aspects of your calendar from the Calendar view of the User Preferences screen. For information about using the calendar, see Chapter 12, "Using the Calendar."

This topic contains the following information:

• "Setting the Length of a Workday"

• "Setting Up Default Calendar Activity Duration"

• "Activating Alarms for All Calendar Activities"

• "Setting Up Default Alarm Lead Times"

• "Setting Up Default Alarm Snooze Times"

• "Setting Up Email Prompts for Meetings"

• "Setting Up Default Calendar Formats"

• "Setting Up Another User's Calendar as Your Default Calendar"

• "Setting Up Default Display for Participant Schedule"

Setting the Length of a Workday

The calendar shows your default workday, but it might not reflect the hours you are actually at work. By default, your working hours for future dates are denoted by a yellow line that represents the beginning of your workday, and a red line that represents the end of your workday. You can change the start time and the end time of your workday.

Note: If you are viewing the current day, then the yellow line represents the current time, if the current time is later than the value specified in your Working Hours Start At preference setting. Otherwise, the yellow line represents the value specified in your Working Hours Start At preference setting.

To change the start time and end time of your workday  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. Navigate to the Calendar view.

   The Calendar form appears.

3. Enter the calendar start time in the Working Hours Start At field.

4. Enter the calendar end time in the Working Hours End At field.

Setting Up Default Calendar Activity Duration

Each activity you schedule on your calendar has a default duration. You can determine this default duration.

To set up a default calendar activity duration  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. Navigate to the Calendar view.

   The Calendar form appears.

3. From the drop-down list for the Appointment Duration field, select the activity length (in minutes).

Activating Alarms for All Calendar Activities

Alarms notify users of upcoming activities. You can specify this alarm activation for every calendar activity you create.

To activate alarms for all calendar activities  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. On the link bar, click Calendar.

   The Calendar form appears.

3. Select the check box for the Default Alarm field.

Note: Clear the Default Alarm check box to inactivate alarms for all activities. Only activities you create after you clear the Default Alarm check box are inactivated.

Setting Up Default Alarm Lead Times

You can specify an amount of time before the start of an activity to designate when alarm notification occurs. For information about alarm preferences, see the information about system preferences in Siebel Applications Administration Guide.

To set up the default alarm lead time  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. On the link bar, click Calendar.

   The Calendar form appears.

3. From the drop-down lists for the Alarm Lead Time field, select a time between 5 and 120 minutes.

   Instead of minutes, you can select hours, days, and weeks. The time that you select is the time interval before appointments or reminders that all alarms trigger.

Setting Up Default Alarm Snooze Times

You can set up one snooze time for all your alarms.

To set up a default snooze time  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. On the link bar, click Calendar.

   The Calendar screen appears.

3. From the drop-down lists for the Snooze Period field, select a time between 15 and 120 minutes.

   Instead of minutes, you can select hours, days, and weeks. The time that you select is the time interval before alarms trigger a second time after postponing them.

Setting Up Email Prompts for Meetings

You might want to be prompted to send email messages to meeting participants when you create a new appointment or modify an existing appointment.

To set up an email prompt for a meeting  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. Navigate to the Calendar view.

   The Calendar form appears.

3. Select the check box for the Participant Email Prompt field.

Setting Up Default Calendar Formats

You can set up a default calendar format to appear every time you access the Calendar screen. For example, if you use the monthly calendar all the time, then you might want to set up the monthly calendar as your default calendar format.

To set up a default calendar format  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. Navigate to the Calendar view.

   The Calendar form appears.

3. From the drop-down list for the Default Calendar field, choose Daily, Weekly, or Monthly.

4. If you select Daily as the Default Calendar, then select the time interval for activity periods in the calendar from the drop-down list for the Time Interval (Minutes) field.

5. If you select Weekly as the Default Calendar, then do the following:

   1. Select the default weekly calendar format from the drop-down list for the Weekly Calendar View field.

   2. Select the time interval for activity periods in the calendar from the drop-down list for the Time Interval (Minutes) field.

   3. In the Workdays section, select the week days to appear in the calendar from the check boxes for each day of the week.

6. If you select Monthly as the Default Calendar, then make no further selections.

Setting Up Another User's Calendar as Your Default Calendar

If you spend much of your time accessing another user's calendar, then you might want to set up that user's calendar as your default calendar.

To set up another user's calendar as your default  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. Navigate to the Calendar view.

   The Calendar form appears.

3. Click the select button in the Default User field.

   The Pick Default User dialog box appears.

4. Select the appropriate user, and click OK.

   That user's login appears in the Default User field, and that user's calendar appears as your default calendar in the Calendar screen.

Setting Up Default Display for Participant Schedule

In the schedule of the Participant Availability subview, you can choose to display only your work hours or all 24 hours of the day.

To set up a default display for the participant schedule  

1. From the application-level menu, choose Tools, then User Preferences.

   The User Preferences screen appears.

2. Navigate to the Calendar view.

   The Calendar form appears.

3. From the drop-down list for the Participant Chart Display field, choose Working Hours or 24 Hours.