Welcome

When installing TeamCalendar the first time, you will be met by the "Welcome Screen". From here, you will get directions on how to configure the server settings needed for TeamCalendar to access the required calendars.

Please select "Server Settings" from the menu in the lower right corner.

In this window, you will need to enter some information about your mail server. If you are in doubt of what information to key in, please ask your system administrator.

Exchange Server URL

In this field, you will need to enter the URL of the web access to your mail server, also known as OWA (Outlook Web Access). If you are already using Outlook through your web browser, then you can type the same address here.

Domain

This is the name of the domain that your Exchange account belongs too.

User name

This is the username used by your Exchange account. The username is usually the same as your Windows user name.

Password

This is your password. The password is usually the same as your Windows account password.

Select "Test connection" from the menu to verify the connection.

Press "OK" to continue to the main menu

Your TeamCalendar is now ready for use.

Home Screen

From the home screen you will be able to use all the features that TeamCalendar offers.

Menu

By selecting the "menu" in the lower right corner you will be able to change the settings of Team Calendar.

Options

Options will allow you to set:

• Show 5 working days or Show 7 Week days
• Sunday or Monday as the first day of the week
• Show Alias or full name in Header
• How many days you want your Team Calendar to go back
• Default Working hours

Server Settings

Here it is possible to change the server setup that was done in the initial install.

Manage Calendars

Will let you select which of your colleagues' calendars you want to browse.

By selecting "Manage Calendars" you will get following screen.

Enter the text you want to search and select "GO". The Application will pop up a new window with the results. Tag the people you want to select and select "OK".

You can search in the followig fields*:

First name

Last Name

e-mail address

It is the configuration of the Exchange Server that decides which fields are searchable.

Reminder: By default your own calendar is always selected by Active Sync.

After you have searched for the people, you will be able to see them in a list. Here you can tag or untag them as required.

When you select "OK", a window will pop up to tell you that you need to synchronize before you can view the new calendars. Select "Yes" to start synchronizing the calendars.

Please note that the initial synchronization time depends on how many calendars you have selected.

After TeamCalendar is done with the initial synchronization, it will automatically return to the Home Screen.

You are now ready to start viewing and planning with your colleagues' calendars with TeamCalendar.

Now let's start looking at our colleagues'.

Day View

View the calendars in Day View, to give a better view of a single calendar

Select attendees

To view colleagues' calendars select "Select attendees" in the menu. Here you can tag and untag the ones you want to view, and then select "OK". See more on next picture.

Go to today

This function lets you jump back to "today" if you are browsing other days/dates.

Pick date

Lets you jump to a specified date.

Create appointment

Creates appointments, meetings, reminders and others.

Back

Takes you back to the Home Screen.

Now you have got a full view of your own and your colleagues' calendars.

If one of the shown appointments is selected, TeamCalendar will show the details of that single appointment.

If you select "Select attendees" from the menu and untag all but one, you will be able to view the person's calendar in details.

Details that are shown, can be notes to the meeting, attendees, from and to time, documents and others.

Week View

Week view will let you look in to your own or your colleagues' calendars for a whole week. The calendar will be less specified but it will show the whole week.

If you have more than one selected attendee, and want to browse the other calendars, push the right or left arrow to switch to another attendees' calendars. Arrows are highlighted.

Please note that if you are using a Smart phone, you will have to highlight either the day selector or the user selector, and then move your "joystick" right and left to change the fields alternatively you can use the 4 and 6 key on the keypad. To change the week, press the arrows above. Alternatively you can use the 1 and 3 key on the keypad om a Smartphone.

You will get the same functions as in "Day View" with to additions.

Go to this week

Takes you back to the current week.

Pick week

Lets you jump to a specific week.

Smart Planning

Smart planning will allow you to select the attendees you want to schedule a meeting with, and look for a timeslot where they all the attendees are free for the meeting.

Duration

Select the duration of the meeting.

Date from

Start day of the interval, of the meeting.

Date to

End day of the interval, of the meeting.

Time from/to

Will search for at timeframe, defined in "Duration".

Attendees

Mark the attendees you want to participate in the meeting. If you want additional people to attend the meeting, select menu and select attendees. Here you will see all the people's calendars that you have already synced with. If you want to add a person to this list, then go back to the home screen, select menu and "Select attendees".

When you are done selecting your attendees press "Smart Plan"

Team Calendar will present you with a list of available timeslots that fit all the selected attendees.

Show calendar

Will let you browse all the attendees' calendars.

Create appointment

Select "Create Appointment" to create the meeting.

To create an appointment, highlight the timeslot you want and select "Create appointment" from the menu

If you are not able to find a free timeslot, then select "Back" and try a different time interval, it might have been too high or deselect some of the attendees, if they have an "all day event" in the same period of the appointment.

TeamCalendar Smart Planning will ensure that your meeting or appointment will not conflict with attendees' plans.

Subject

Add text that gives a little information about the meeting

Location

Lets the other attendees know where the meeting is being held

Time

Start and end time of the appointment

All Day

If it is an "All day event" set to Yes

Occurs

If it is a repeating meeting then set the interval here.

Reminder

The reminder playes an alarm for the upcoming event

Categories

There are five categories to select; Business, Holiday, Personal, Seasonal and Must attend.

Status

Set what status you have while you are attending the meeting.

Attendees

Attendees can be tagged and untagged as you please.

Sensitivity

Set the sensitivity of the appointment you are planning, can be set to; Normal, Personal, Private and Confidential.

Notes

If there is any additional information about the appointment that you would want to share with the other attendees or a reminder for yourself for the appointment, it can be applied here.

Press "OK" to create the appointment.