Table of Contents for Oracle Calendar Frequently Asked
Questions
Oracle Calendar Migration
- What are the
instructions for migrating to the new Oracle Calendar?
- By when do I have to migrate to the new Oracle
Calendar?
- Do I have to
migrate to oracle calendar?
- Answer: Only
if you are an Oracle Calendar user.
- Do I have an
account on the new oracle calendar?
- What if I don't want to migrate to the new Oracle
Calendar?
- Answer: Your new Oracle Calendar will be a blank
calendar with no appointments. You can start using the new Oracle Calendar
right away. None of your existing appointments or tasks on the IIT Oracle
Calendar server will be available to you after March 30th.
- I do not use
the Oracle Calendar. Can I start using it now?
- Answer:
Check the site above to see if you have an account.
- I have a palm
device. Can I use it with the new Oracle Calendar?
- What if I have
problems migrating to the new Oracle Calendar?
- Answer: Call
IIT for assistance
- What if I use
Outlook?
- Answer: you
can continue to use Outlook but may want to check the site above to see if
you have an Oracle Calendar account.
- What if my name
is not on the list at the site above?
- Answer: Call
IIT for assistance.
- Managing our
groups. Does everyone in our group need to migrate before we follow the
instruction for setting up our group?
- Answer:
Yes. Go ahead and setup the group as described in the instructions because
the new accounts have already been created.
- Why are we
changing to a different Oracle Calendar Server?
- Cost. At .65
per month per user, it will cost Capital College less to support the Oracle
Calendar both in staff support time and licensing fees.
- Ability to
schedule meetings with other Penn State campus Oracle Calendar users
- ITS has had
the Oracle calendar service for a couple of years now. IIT has been
duplicating licensing fees, staff support and service for that period of
time. During that time, IIT has talked with other users of Oracle Calendar
at Penn State. Chancellor's office staff at twelve campuses of the
Commonwealth College use the Oracle Calendar, the Smeal College of Business
administrative staff, all staff and some faculty at Behrend use the Oracle
Calendar and others have migrated from locally supported to centrally
supported Oracle calendar.
- The promise
of further centralizing calendaring service and migrating users from Outlook
makes more sense now that the Oracle calendar is also web based.
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- Start Oracle Calendar
- Open your In Tray
- Click File/Open Intray
or press Cntrl/I
- Double click on the New
Entries folder.
- The new entries
folder might already be open
- Highlight all the entries in
the New Entries folder
- Right Click the mouse button
- Decide whether to keep the
entries in your agenda or not to keep the entries in your agenda
- It is advised that you keep
the entries in your agenda.
The entries will now disappear from the In Tray and be transferred onto your
calendar.
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- Start your favorite browser
(internet explorer or Netscape)
- Go to www.psu.edu/ldap
- Type in your Userid.
This is your Penn State Access ID, the one you use to check your email.
- Click the Search
button. A screen of information will appear.
- Highlight the information
with your mouse.
- Select Edit/Copy in your
browser
- Start your email
- Select Edit/Paste
- send the email to Toni Moore . Toni will
notify you when your account is ready.
Your calendar account will be ready in three business days.
Using Microsoft
Windows
-
Download the version 9.04 Oracle Calendarã
client. To do this, click on the following link:
cal_win_9042.exe. If you prefer, get the installation file transferred by
your assistant or yourself to a thumb drive or a CD and take the file home.
You will need to logon to the secure server with your Penn State Access ID and
password and have been pre-authorized to access the site. If you are having
any problems, call Toni Moore at 717-948-6188. Toni takes care of the Oracle
calendar accounts.
-
Now that you have downloaded
the client you are ready to configure it to connect to the Oracle Calendarã
server. To connect to the new Oracle Calendarã
Calendar for the first time, you will need to input some settings so
the software understands where the server is. When Oracle Calendarã
Calendar is started for the first time, there will be three boxes that
need to be filled in. They look like this:
-
The first box is labeled User
name. Put in the name IIT gave you. If you don’t remember, try
your proper name. Example: Robert Brinkley. You can also try
your Access ID. Example: ryb2.
-
The second box is for your password. IIT gave you this
password. Call 6188 if you do not remember.
-
The third box is labeled Connect to. It might have the
word "Off-line" in it.
Next to the third box is a button labeled "Other". Click
on the button labeled "Other". A window labeled "Connection Manager" will
appear.
It will look like this: There might be the words “offline”
without the quotes appearing in the box.
Click on the button labeled "New", which is along the right
side of the window. A window labeled "Connection Editor" will appear. See
screen shot below. In the "Connection Name" box, type the words "Oracle
Calendar Server" (without the quotes).
In the "Connection Name" box, type the words "Oracle
Calendar Server" (without the quotes).
I
In the "Server" box, type "cal.psu.edu"
(without the quotes) and press the "Lookup" button. The four boxes at the bottom
of the window should become active, and have information in them. Most
importantly, the Node box should have the number 3086 in it.
There may also be a note in the Comment box indicating when the account expires.
IIT will renew these accounts.
- Click on the "OK" button. Then click on the words
"Oracle Calendar Server" and click on the "Make Default" button.
- Then click on the "OK"
button.
- You can then fill in the "User
name" box (usually your first and last name) and the "Password" box (as
mentioned earlier, IIT gave you this password), and click on the "Sign-in"
button.
Your calendar should now appear.
If you have any questions, please call the I.I.T.
Department at 717-948-6188.
How do I start Oracle Calendar and login?
- Start
Oracle Calendar.
- Click on
the button labeled Other.
- A window titled Connection
Manager will pop up. You may see an option called Off-line and that is
all you will see.
- Click the New button.
- Next to Connection Name, type
Oracle Calendar
- Next to server, type
cal.psu.edu
- Leave the box that says
Connect using calendar domain unchecked.
- Node should say 3086
- Authentication should say
Standard Authentication
- Compression should say Run
Length Encoding Compression
- Encryption should say Affine
Cipher
- Click OK. You will
return to the Connection Manager window.
- Your name
should already be filled in for you in upper case letters including the middle
name. Your name
is linked to your Penn State Access ID. If you are wondering where this
information came from, you can see it the official Penn State online Directory;
this is
your full name for display,
according to Penn State's official records. It is comprised of all name
components.
See www.psu.edu/ldap and type in your last name. You should not need to
type in your Penn State Access ID to log on to the Oracle Calendar. If
you have a problem with your name as it is displayed, you can visit Human
Resources and ask to have it changed if you are an employee. Oracle
Calendar accounts at Penn State Harrisburg go to employees only. Go to
www.work.psu.edu and click on Edit Your Online Directory Information.
- Type
your Access ID password. If
you can't login, call IIT 6188.
- You will next see the
Oracle Calendar.
PLEASE CHANGE YOUR PASSWORD!!!
NOT CHANGING YOUR PASSWORD IS A VIOLATION OF UNIVERSITY
POLICY AD20.
- Go to www.work.psu.edu
- On the right side of the screen click Change your Password.
Call 717-948-6188 or the helpdesk at 717-948-6412 and ask to have it reset.
Your password will be reset to the original given when you first received your
Access Account. If you have lost the original password, you will need to
visit a signature station to obtain it. IIT can neither see your original
password or give it out over the phone.
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I changed my password on Oracle Calendar and now when I go home it doesn't work. What's up?
This answer is courtesy of the Office of Information Technology, (OIT) at the
Georgia Institute of Technology who kindly gave us permission to post.
What has happened is that you forgot the password for your Oracle Calendar
offline agenda. This happened to me the other day because I changed my
Oracle Calendar password. It's very easy to fix thanks to our friends at
OIT.
I had the problem fixed in less than five minutes and it worked exactly like
they said.
The simplest way to correct this problem is by deleting the local files
that comprise the offline agenda. The offline agenda will be rebuilt
automatically if needed. You will not lose any data that is stored on the
Calendar server. Follow the instructions below.
Windows
- Make sure the Oracle Calendar client is not running
- Click the Start button and choose
Run…
- Type
%APPDATA% and click OK
- Open the Oracle folder
- Open the Calendar folder
- Delete these two files
XTMLOCAL.DATXTMLOCAL.NDX
- Start the Oracle Calendar client program to rebuild the offline agenda
Mac OS X
- Make sure the Oracle Calendar client is not running
- Open the Documents folder in your home directory (
~/Documents)
- Open the Oracle Calendar User Data folder
- Delete these two files
Oracle Calendar DataOracle Calendar Index
- Start the Oracle Calendar client program to rebuild the offline agenda
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A designate is the person your supervisor has authorized to schedule his/her meetings for him/her.
Maybe that is you. If you are reading
this section, then perhaps you have been asked to be the designate for your
supervisor or someone else. The other person must grant this designate
access from their Oracle Calendar to you. You cannot do it for them,
because you don't have their password, but you can show them
how. The instructions are below. The outcome of having this access
is that you can
see your supervisor's or someone else's schedule and keep it for them. When someone wants to schedule a meeting with
your supervisor or other people in your department or school you can set up this
meeting. Here's how:
FOLLOW THE STEPS BELOW EXACTLY!!!
- First,
get authorization to be a designate. That might be your supervisor or
AA. If you need training, call Robert Brinkley 717-948-6553.
- Now, do the following:
Find your designate and talk to him or her.
Show him or her this document and and go over the next steps.
-
Start Oracle Calendar
- Click Options/Access Rights
Four "tabs" will come up. They say Designate, Viewing,
Viewing Tasks, Scheduling.
-
Click "Designate". If it is highlighted in bold, then it is
already clicked.
- Now, on the bottom, you'll see a little window that says "Default: any
unlisted person." Above that you will see a blurred, almost
gray check that says "no designate rights." You won't be
able to change that. This is good. You don't want someone else seeing
your boss's schedule and changing it, do you?
- Now, you, the supervisor, select the person who is to be your designate from the list
in the window. If you don't see anyone listed in the window, click
the little magnifying glass.
- Then click the groups tab. Make
sure on the next window that both private and others groups is checked.
Find your department. in the groups available window.
Next in the window below that the members will appear. For instance,
Continuing Education has 24 members.
- Click the name of the person who is to be your designate.
Click add
Click OK
Now check "full designate rights" CAUTION TO THE PERSON WHO GRANTED
DESIGNATE RIGHTS. THE DESIGNATED PERSON CAN NOW CHANGE YOUR CALENDAR, ADD
APPOINTMENTS, DELETE APPOINTMENTS. THEY ARE YOUR APPOINTED
DESIGNATE. IF YOU HAVE PERSONAL ITEMS ON YOUR CALENDAR, YOU NEED TO KNOW
HOW TO SET UP THOSE ITEMS PROPERLY. Options/Access Rights is where you do
this.
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- Start
Oracle Calendar
- Click
file/new/meeting (IN THIS DOCUMENT THE "/" MEANS ANOTHER MENU
WILL POP UP) or just press F2.
- The
cursor will be flashing in a box called Name:
- Name: is
the name of the person you want to schedule the meeting with. If you
don't know, remember that your administrative assistant turned in a list
that said the names of the people. If you still don't know, click on
the little icon that looks like two people. The next screen that
will come up says "select a group" The private box will
be checked. Click public. You'll see your department come up.
- From the
"groups available" pick your department
- click OK
- Now
you'll see every single person listed. This means you're scheduling a
meeting with all of them. Now you didn't need to do it this
way. You could have just type the person's name, so you can remove
names you don't want from the list by holding down the shift key and
clicking until you've highlighted all the names you want to remove.
The click "remove." You could also just drag down through
them with the mouse.
- Let's
say you want to meet with Ed Dankanich.
- In the
name box, type Ed Dankanich. You can even type Dankanich without the
first name. You'll see his name come up with a
question mark. That means Ed hasn't yet told you he's coming to the
meeting.
- Click
the schedule button.
- You'll
see a box that says "the attendees' agendas have been updated.
Do you also wish to send them an email?
- Click
yes. Another window will come up with an Other window. Ed's
name may or may not be listed. If it isn't, it is
because Ed got tired of all the email messages reminding him of meetings
and said he didn't want to be reminded of meetings by email. If his
name IS listed, then you can send him email reminding him of the
meeting. The email reminder will arrive in his Eudora email.
- Basically,
you'll need to "train" people to check their calendars.
- Click
Schedule
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-
Start
Oracle Calendar
-
Click
on the New Meeting icon (it looks like a clock with a plus by it) or press
the F2 key
-
Fill
in the scheduled time for your meeting
-
Click
Tools/Suggest Date-Time
-
Click
the List Suggestions button*
*There are many options within the Suggest Date/Time
window. You can search for date and
duration, search for time, include Saturdays, Sundays and Holidays and limit
the suggestions to a maximum number and select a date.
Sometimes the easiest method of finding a date and time that
everyone can make the meeting is to just follow step 5, Click the List
Suggestions button.
-
Much the same as you schedule one with an individual. Click "back to
top" and click on step 6: how do I schedule a meeting?
- With a
group, you follow all the steps listed in "how do I schedule a
meeting?" WITH ONE IMPORTANT DIFFERENCE.
- WHEN YOU
GET TO STEP 9, you'll want to click on the button that says "check
conflicts"
- This
feature will find a time that your whole group can attend. The
feature will work with just one person, but you probably will want this
with a whole group.
- Now,
when you click, check conflicts, the calendar may say conflicts were
found. You can stop right there if you want because it will tell
you the date and time of the conflict, but you can optionally go to step
6.
- Click OK
and click "suggest time".
- A window
will come up asking a lot of questions. You don't have to answer
these if you don't want to.
- Click
"list suggestions"
- The
calendar will list suggestions.
- Pick one
of the suggested dates and times.
- The
suggested date and time is entered for you automatically.
- Click
Schedule.
- The
system will ask you if you want to send email to the group. Check to
see if anyone is on this list. If no, go to the next step. If
yes, send the mail
- Add the
users to the list of people you are scheduling the meeting with.
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- Start
Oracle Calendar
- Follow instructions
in step 6 for How do I schedule a meeting? Just click on the
"back to top" button below and find that topic in the table of
contents.
- When you
have successfully scheduled a meeting with someone IN your department, it's
a cinch to find someone not in your department and schedule a meeting with
them too.
- This
time, click file/new/meeting (IN THIS DOCUMENT THE "/" MEANS
ANOTHER MENU WILL POP UP) or just press F2
- Click
Options/Manage Groups.
- Click
New
- Type the
name of the group such as "bob's group"
- Group
type is Private. Leave it that way.
- In
members, add names with the magnifying glass or type their name and click
the check mark box.
- Click OK
- Now you
can use this private group any time you want to schedule people that are
not in your department and you don't have to continually add their names.
- Start
Oracle Calendar
- When the
In-Tray comes up, minimize it.
- Click
File/Exit
- The next
time you log in to Calendar, the In-Tray will NOT come up first.
Instead, it will be minimized at the bottom of your screen or be behind
your schedule the next time you start Oracle Calendar.
For this to continue to work, you will have to repeat step
two each time you exit the calendar. Clicking the little "x" in
the upper right corner won't do.
This answer courtesy of Derek Nelson and revised for Oracle
Calendar by Robert C Brinkley (robertb@psu.edu).
(Derek.Nelson001@dsw.govt.nz)
- Start
Oracle Calendar
- Choose
Tools, Options, Agenda, Display
- On the
display screen, lower right corner you will see a checkbox for
Refused Meetings underneath Display/Print..
- Remove
the checkmark, and all meetings you decline are effectively
"deleted". You won't see these declined (rejected)
meetings on your calendar anymore.
- To still be able to see
which meetings you rejected, do the following:
- With Oracle Calendar
started, click File/Open In-Tray.
- With the In-Tray
opened, double click on Entries you’ve refused
This answer courtesy of Brian Ralph
(ralph.15@no.spam.osu.edu) and modified for Oracle Calendar by Robert C.
Brinkley, (robertb@psu.edu.)
How do I back up
my calendar?
- Start
Oracle Calendar
- Choose
File/Download to Local File
- You will
see a screen that says "You are about to start downloading your
Agenda data. Would you like to continue?
- Click
yes
- You will
see a screen that says downloading host agenda... The host is the
calendar server. Now your meetings on are your computer's hard drive and
on the Calendar server.
- You can download as much of
your calendar as you want. Be careful. Your calendar may go back
several years. The more of your calendar you download, the longer it will
take. It can take up to 30 minutes if you download your entire calendar
and there are a lot of things on it.
- It is a good idea to backup
your calendar about once a week.
- You can
now Choose File/Go off line. Now you can use your calendar just as
you do when you're on line.
- When you
are ready to go back online, click File/Go online.
- If you
are working off line and sign out of the calendar or go back online, and
make changes, you will see the following message: "Your
Off-line Agenda has modified Entries. Would you like to update your
Host Agenda? Click Yes. If you click no, you will remain
off-line.
Note: The calendar is set up to automatically
download the PREVIOUS MONTH only. You can change this as follows:
- Click
Edit/Preferences/On-line
- Click
the download tab
- In the
Download Period choices, either change the "Download Entries
from:" period or click the round radio button that says
"Download all entries."
Note: In Edit/Preferences/On-line, you can set the
calendar when you exit and go offline to automatically download or prompt
before downloading or do not download. Just pick one of the three
options in the "Option on Exit and Go Off-line" choices.
The default is Do not download.
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The new Oracle Calendar server at ITS has a pruning policy.
The pruning policy as of the date of this web page is to prune the database back
to 2 years. ITS does not archive the calendar entries for end users.
ITS does give endusers notice when they're going to prune and advises you to
export the items that you want to keep to a local file that you can then
archive.
As of 18 January 2007 the Oracle Calendar database was last pruned on January 6,
2006 and estimates were that it would probably not be done again for another 6-8
months from January 18 2007. That means the next pruning is June-August,
2007. You may wish to have your meetings saved for future reference soon.
METHOD 1
- Start
Oracle Calendar
- Click
File/Export data
- You will
see a window come up that says export utility in the upper left
corner. In it is vCalendar file, iCalendar file, Comma delimited
text file for agendas, vCard file, Comma delimited text file for Address
Books, tab delimited text file for address books, activity by date - text
file, activity by person - text file.
- Select
Comma delimited text file for agendas.
- Press
continue
- A window
will come up that says comma delimited text file for agendas. You
will see a tab that says Agenda with the word export written under
it. Under that an events box will be checked. Below that
there will be a word "period" with three "radio
buttons" that say: range, all, custom. Most likely range
will be selected.
- Click
the "All" radio button.
- Next
you'll see a People/Resources box. Here you can add other people's
calendars.
- Below that
box you'll see a File Name box and in the box it will say \XTIME.TXT
- Leave
the \XTIME.TXT alone.
- Click
OK.
- You will
see a box that says All data was transferred.
- XTIME.TXT
will be located on the C drive of your computer at C:\
CAUTION!! If you have requested IIT to backup your files,
we backup the My Documents folder. Please transfer the XTIME.TXT to the
My Documents folder or your
PASS space.
- Click
OK. YOU'RE DONE. YOU CAN COME BACK TO YOUR COMPUTER
LATER AND BRING UP THE FILE IN EXCEL.
METHOD 2
- Follow steps 1, 2 and 3.
- Select vCalendar.
- Follow the prompts
- Open the vCalendar file in Outlook or any other
application that accepts vCalendar files.
When you are
ready to bring up the file in Excel, you can go on.
- Go to
the desktop of your computer and click on the "My Computer" icon.
- Click on
the C drive
- Find the
file called \XTIME.TXT or start a program Microsoft Excel.
- In EXCEL
click File/Open
- In the Files
of type box, click Text Files (*.prn; *.txt; *.csv)
- In the
file name box type or click on the file XTIME.TXT
- Click
Open. The Text import wizard will start.
- Click
the radio button that says Delimited.
- Click
the next button.
- Four
delimiter boxes will come up. UNCHECK the box that says tab and
check the box that says Comma. Notice how the data preview window
nicely arranges the data.
- Click
Next. The next window shows you four radio buttons, general, text,
date and do not import column (skip). I usually select general.
- Click
finish.
- Your calendar
will come up in Excel. Some columns will have "######".
Just widen the column. The items that were saved from your
calendar are: