Oracle Calendar’s initial settings allow anyone who has an Oracle Calendar account to invite you to meetings and to see times when you are busy, but not to see the information associated with those times.

When you create a meeting, task, or other entry, you can choose the level of access you want to allow:

• Personal, Confidential, Normal, or Public.

You can control exactly who sees each type of event in your calendar, and whether each person can see complete information about events or can only see times when you are busy.

Note: When you set an event as Public, anyone with an Oracle Calendar account can see all the information associated with it.

If any of the information on your calendar is confidential, it is especially important for you to carefully set access rights to your Oracle Calendar .
For example, if you are a Human Resources representative, you may need to keep many of your meetings confidential, similarly if you are a supervisor or your position requires you to deal with sensitive material on your calendar - such as meetings or to-do lists - controlling who sees your calendar is essential.

Set up viewing rights to your calendar

1. From the Tools menu, select Access Rights.

   
   Your window may not look exactly like this one

2. Each tab or button in this window allows you to set exactly who can see events on your calendar; you can also designate who else can make changes to your calendar. For more information, visit Allow Someone Else to Make Changes to Your Calendar.

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   Macintosh

    

3. Click the Viewing tab or button. Default: Any unlisted person refers to any Cornell faculty or staff member who has an Oracle Calendar account and whose name is not listed individually in this panel.

4. In the top half of the window, the checkboxes that are selected show you how much information about your schedule can be seen by an "unlisted person" who chooses to open your agenda.

   • View Entries allows a person to see all the information about a meeting (where, when, with whom, about what, and so on).
   • View times only allows someone to see times when you are busy, but no information about what you are doing.
   • Neither option selected prevents a person from even seeing when you have time reserved (your calendar appears "free" at that time).

   You can choose an access level - Normal, Confidential, Personal, or Public - for each event that you create. You control viewing rights for the first three access levels; Public events are, by definition, visible to anyone.

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5. By default Oracle Calendar allows anyone who has an Oracle Calendar account to view only your meeting times, unless you have set the meeting as Public. Anyone can see all the information associated with a Public meeting.

   TIP! You should at least allow people to see times when you are busy so they can pick meeting times that you are available for.

   
   In the example below, we are looking at an agenda where we have no viewing rights. The two all day meetings have been set as Public, the other meetings have various other settings.

   
   Your window may not look exactly like this one

6. If you want to allow anyone to see the details of your Normal, Confidential or Personal entries, place a checkmark in the corresponding box under the View Entries column by clicking the associated box.
7. Or you can prevent anyone from seeing anything on your calendar by clicking No viewing rights. However, if you choose this option, your calendar will always appear empty and others will not be able to see when you are unavailable.

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   Macintosh

8. You can also set specific viewing rights for individuals. For example you may want to allow members of your own workgroup to see your Normal and Personal meetings. In that case, enter the name of each person and click the checkmark, or if you have created an Oracle Calendar group that contains the members of your workgroup:
• Click the magnifying glass icon
• Click the Groups tab or button
• Select the group you want to add and click Add all
• Click OK.
9. You can also set different options for each individual as shown in the illustration below. Rights can be set for each individual or if you are on a Windows computer, and you would like several people to have the same rights, you can select them by holding down the Ctrl (Control) key and clicking each name you'd like to set rights for.
10. Now uncheck the Same as default or Defaults checkbox to make all the checkboxes and radio buttons in the window selectable and set the options for these individuals.

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    Macintosh

     

11. After you've set rights under this tab, click the Viewing Tasks tab or button. By default no other Oracle Calendar user can see your tasks.

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    Macintosh

     

12. If you want to allow anyone to see the details of your Normal, Confidential or Personal tasks, place a checkmark in the corresponding box by clicking the box.
13. Just as with the Viewing tab or button, you can also set specific viewing rights for individuals. For example you may want to allow members of your own work group to see your Normal tasks.
14. In that case, enter the name of each person and click the checkmark or if you have created an Oracle Calendar group that contains the members of your workgroup:
• Click the magnifying glass icon.
• Click the Groups tab.
• Select the group you want to add and click Add all.
• Click OK.
• You can either set rights individually, or if you would like several people to have the same rights, select them by holding down the Ctrl (Control) key and clicking each name you'd like to set rights for.
• Now uncheck the Same as default or Defaults checkbox to make all the checkboxes and radio buttons in the window selectable and set the options for these individuals.



15. After you've set rights under the Viewing Tasks tab, click the Scheduling tab.
16. By default any other Oracle Calendar user can invite you to a meeting, task or other event. Do not change this setting.

    

17. Click OK. Your Oracle Calendar viewing rights are now set.
18. If someone else also manages your calendar or if you manage someone else’s calendar, you must set Designate Rights. Find out how to this by visiting, Allow Someone Else to Make Changes to Your Calendar.

To get the most out of Oracle Calendar find out how to:

• Use groups
• Keep track of your to-do list
• Display the academic calendar in your Oracle Calendar
• Use Oracle Calendar away from your desk (PocketPC, Palm, cellphones and SmartPhones)
• Control Who Sees Your Calendar
• Allow Someone Else to Make Changes to Your Calendar
• Make Changes to Someone Else's Calendar
• Manage a Resource (conference rooms, projectors, etc.) Calendar
• Customize your Oracle Calendar display