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• Tips & Techniques

Tips & Techniques

Searching for Group Schedule calendars

You can quickly search for a particular type of calendar (such as a leave calendar) by typing the appropriate code for the type of resource you are searching for in the "Add" box when you are creating a meeting or day event:

• Calendar - group meeting and event calendars
• Leave - group leave and vacation calendars
• Schedule - for groups that need to keep a group work schedule for on-call purposes, or a project calendar

Or, if you are searching for all or your department's Sundial Group Schedule calendars, click the Magnifying Glass button to the right of the "Add" box, then select the People tab. In the Surname Name field, type your department name (i.e., ITSS) and click the Search button.

Using Group calendars

If you have a Sundial account, you can view group schedule calendar (e.g., on-call, vacation, etc.) in Sundial as follows:

1. Sign in to your Sundial calendar via your desktop client or the web client (http://sundial.stanford.edu)
2. Select Agenda from the File menu and then select Open...
3. In the Open Agenda dialog box, enter the group calendar name in the text box.
4. Click OK. The group calendar will open in a separate window.
   Note: Calendar members can only view events on the calendar but cannot change or delete them.

To add your vacation dates to the calendar, simply create a Day Event in your own calendar and invite the group calendar as follows:

1. Sign in to your Sundial calendar via your desktop client or the web client (http://sundial.stanford.edu)
2. Click the Day Event (flag) button on the Toolbar (or select Edit --> New --> Day Event)
3. Enter the title of the event (e.g., Jane Doe on vacation)
4. Enter the date of the event
5. Enter the group calendar name in the Add: text box and click the Green Checkmark button to "invite" the group calendar, or click the Magnifying Glass button to search for the group calendar.
6. You can also "Invite" your manager in the same way so that your leave dates get added to your manager's calendar. This will also send an email notification to
   your manager.
7. If your leave is more than one day, click the Repeating button at the bottom of the dialog box.
8. In the Repeating dialog box, select the frequency and the date range and click OK.
9. Respond yes to question that asks if you want to send email to invitees.
10. Then, click OK in the New Day Event dialog box.

Searching for Resource calendars

You can quickly search for all Sundial Resource calendars by typing "R:" in the "Add" box when you are creating a meeting or event.

Or, if you are searching for a particular type of resource (such as a conference room) click the Magnifying Glass button to the right of the "Add" box, then select the Resources tab. In the Resource Name field, type the appropriate code for the type of resource you are searching for from the following list:

• AUD - auditoriums
• CR - conf room
• CLR - classroom
• LAB - laboratory
• Cart - Carts
• Car - cars
• Comp - computers and laptops
• Equip - for other misc equipments such as tvs and microscopes
• Phone - conference phones or sound stations
• Proj - Projectors
• AV - TV and Videos
• Pass - for parking permits and other pass-like things

Using Resource calendars

How should people reserve resources?
By inviting the resource(s) to the meeting as an attendee. Only admins have designate rights to coordinate meetings for other people.

Admin designate rights to resources and group calendars:
Modify Normal and Public entires, View times only for Personal and Confidential entries.