Lotus Notes Regional Rep Calendars

 1.      At this point, you have either received or will receive an email that contains a link like the one you see below.

2.      Double-Click on the icon.  By doing so, a button will be placed on your Lotus Notes R5 desktop.

3.      Double-click on the button and a calendar view will open.

A.  Notice the “Group Calendar” window on top.  This is used to close the calendar when you are done.

4.      It is a good practice to pull up the viewing window at the bottom of the page.

A.                 This is done by placing the mouse arrow over the top bar until it changes to a double arrow, holding down the left mouse button and dragging the mouse upward until you reach the bottom area of the group calendar.  Releasing the left mouse button will lock the view into place (see diagram B below).

B.                 Unfortunately, this step must be completed each time you open the group calendar if you want to look at individual calendar entries.

5.      At this point, you are able to view a small bulleted set of instructions (see diagram B)

Step 1 – To display a person’s calendar, simply click on their name (it is very important that you do this as your first step the first time you use the calendar.  The first time you open the group calendar, click on each name that you intend to view in the future.  I will explain why? later in this document). 

Step 2 – To display the details of any busy block, just click on the block (prescheduled lunch breaks will not display).

Step 3 – To display future schedules, scroll the time display using the scroll bar or flip to coming weeks using the buttons just to the left of the date/time header.

Now let’s actually open a calendar

6.      By clicking on Mark Molesworth, you will bring up the calendar view that he has created (Remember that you have to grab the bottom bar and stretch it up to see this view).

A.    From this view, you can control how YOU view the calendar.  In the top right corner, you may choose to view 1, 2, 7, 14, 31, or 5-day views.  That way you can see what Mark is doing today, or all month.

B.     In the bottom right corner, you may click through specific days; weeks or months, depending on your present view.

7.      You may even open a specific calendar entry to view additional notes.

A.     Click on the scheduled item that you wish to view.  It will be encased with a solid black line as seen above.  If this is the item you wish to view, double-click.

B.     With practice, you will do step A in one step by pointing at the entry and double clicking.

8.      Below is an example of an open calendar entry.

A.        The purpose of opening this view is to gain access to the “Description” category.  Additional information may be added to this entry (see examples above).  To close this view and return to the general calendar view, simply click save and close in the top left corner of the page.

Minor clean up work

9.      Now that you are done viewing the calendar and have closed it, you should be back at your Lotus Notes workspace.  It will look different, as you now have many new buttons (one for each person’s calendar you chose to view).  Do not worry!  Those need to stay in your system to enable you to view the calendars in the future.  We will tuck them away so you don’t even notice them.

10.  Pick one of the open tabs on the top of the workspace and double-click it.  A window will pop-up allowing you to enter a name for the tab.  I chose to type Regional Rep Calendar.  You may choose any title you wish.  When you have finished typing, simply click the X in the top right corner of the box.

11.  You will be looking at a blank page.  Click on your Home workspace (typically the far left tab).

12.  Place your mouse arrow on each button you wish to move, hold down the left mouse button, and drag the button over the new tab (until the name on the tab is surrounded by a white or black box).  Release the left mouse button and the button will disappear.  It has been placed on the new tab.  Repeat this process with each name you wish to store (DO NOT move the EA Regional Reps Calendar button).

 
13.       When you are done, click on your new tab (Regional Rep Calendar) and you will see each of the buttons again.  This is probably the last time you will ever need to look at them.  They will just sit quietly and work behind the scenes while you view the calendars via the EA Regional Rep group calendar button.

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