SharePoint 2010 Public Calendars
Quick Start Guide
Login
Calendar Home Page
1. Open a browser and enter the URL for your department’s calendar.
There may be three web parts on the Home page:
• Department Calendar – The default is a monthly view of time-off
within your department. The department decides who can view,
enter, and modify the calendar items.
• Announcements – Notices for the information of department
employees may be entered.
• Out of Office – The time-off events for today are listed.
Your department may have requested that the Announcements web
part be removed from the Home page.
The URL is sent to you in an email with the subject “Welcome to the
SharePoint group”. The URL will begin with
https://sps.uakron.edu/calendars/department, where department is
your department’s name or an abbreviation for that name.
2. Log in with your Uanet ID and password. The calendar displays.
View Details for a Calendar Item
1. Click on the item. The Calendar item’s details display.
2. Click on Close.
Logout
1. In the upper right area of the SharePoint window, click on your
name. A list displays.
2. Click on Sign Out.
3. When prompted to close the window, click on Yes.
Note: You are not logged out of SharePoint until the SharePoint window
is closed.
Navigation
1. Navigate to a month using the previous and next arrows.
2. In addition to the department calendar. your department may have
other pages on its SharePoint site. To return to the department’s
home page, which displays the calendar, click on the
Home tab
or the Home icon
.
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SharePoint 2010 Public Calendars
Quick Start Guide
Add a Calendar Item.
Out of Office
1. On the calendar, hover the mouse pointer over the date.
The out-of-office calendar items for today display.
Edit a Calendar Item
An Add link displays
.
2. Click on the Add link
.
The Calendar – New Item dialog box displays.
1.
2.
3.
Click once on the item to edit. The Calendar item’s details display
From the View tab, select Edit Item or Edit Series , as appropriate,.
Make the changes and Save.
Delete a Calendar Item
1.
Click once on the item to delete. The Calendar item’s details
display.
2.
Select Delete Item
from the View tab and click on OK.
Add an Announcement
1. Click on the Add an Announcement link.
The Announcement – New Item dialog box displays.
2. Enter the data.
• Title – This is the text that displays on the Home page.
• Body – This is the text of the announcement itself.
• Expires – Select a date at which the announcement should no
longer display on the Home page.
3. Enter the data.
Some best practices, that improve viewing the data in the calendar,
are:
• Select an option at Out of Office, Type of Event, and Purpose
of Leave.
• If this a Recurrence (repeating event) over several days, such
as a vacation or conference, select the All Day and Recurrence
boxes. Then, select options for daily, every day or every
weekday, and specify the Start Date and End Date. When this is
done the event displays on each day, rather than a single bar
over the entire date range.
4. Click on Save.
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SharePoint 2010 Public Calendars
Quick Start Guide
Read an Announcement
1. Click once on the Announcement’s title.
The Announcement item’s details display.
2. Click on Close.
Edit an Announcement
1. Click once on the item to edit.
The Anouncement item’s details display.
2. Select Edit Item from the View tab.
3. Make the changes and Save.
Delete an Announcement
1.
Click once on the item to delete.
The Announcement item’s details display.
2.
Select Delete Item
from the View tab and click on OK.
Set an Alert for the Calendar
An alert will notify you when an item is added or modified. The alert is
received as an immediate email or as a summary email of all changes
on a daily or weekly basis, as you specify when setting the alert.
1. Navigate to the Calendar on which to set an alert.
2. On the Ribbon, select the Calendar Tools – Calendar tab.
If the Calendar tools tabs are not displayed, click on one of the days
in the Calendar.
3. Click on the Alert Me tool .
4. Select Set alert on this list. The New Alert dialog box displays.
5. Enter an Alert Title or accept the default.
6. Leave the default Delivery Method of email.
7. Select the Change Type that will trigger an alert.
8. At Send Alerts for These Changes, select an additional criterion for
changes that will trigger an alert.
9. At When to Send Alerts, select an option. If daily summary is
selected, the time field will become available. If weekly summary is
selected, the time field and day of week field will become available.
10. Click on OK. An email is sent to you to confirm that the alert is set.
Modify or Delete an Alert for the Calendar
1. Navigate to the Calendar on which to modify or delete the alert.
2. On the Ribbon, select the Calendar Tools – Calendar tab.
If the Calendar tools tabs are not displayed, click on one of the days
in the Calendar.
3. Click on the Alert Me tool and select Manage My Alerts.
4. Click once on the name of the alert to modify.
5. Make any changes and click OK or click Delete.
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SharePoint 2010 Public Calendars
Quick Start Guide
Online Training
Documentation
Online training is available through Atomic Learning.
For additional SharePoint documentation:
• Go to Software Training’s materials at
http://www.uakron.edu/training/sharepoint.dot .
• Additional documentation from the SharePoint team is available in
the SharePoint Blogs at
https://sps.uakron.edu/UASPUG/default.aspx .
To access the training:
1. Login to My Akron.
2. On the Faculty/Staff page, click on the Atomic Learning link.
3. In the Search box, enter “SharePoint 2010 calendar” and click on
the Search button.
4. Select the Results by Tutorial tab to view and select the tutorial to
view.
For additional training in SharePoint 2010, revise the search criteria.
The University of Akron currently uses the 2010 version of SharePoint,
so include SharePoint 2010 in the criteria.
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