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HOME » CALENDARS » HOW TO USE ORACLE CALENDAR

How to use Oracle Calendar: Creating Meetings -- Adding Resources and Groups

Adding resources and group members as meeting participants

Resources
Groups

 

Resources

In order to reserve a resource, you must invite the resource to your event, just as you would invite a person.

Note: Unlike people, resources in GUCalendar may not be double-booked.

 
  1. Open a New Meeting window and fill in the general information (see Entering the general information if you need help with this).
 

  1. If you want to add a resource as a participant, in the box beside Add, type R: and the name of the resource, then press the Enter key. 

    Note: Most resource names for physical objects (like computer equipment or vehicles) are listed by department. Most resources for conference rooms are listed by their building location on campus (don't forget the colon after R:).

     

    • If you don't know the name of the resource, but you know the department that manages it, type R: and the department's abbreviation.

     

    • If you don't know the name of a room resource, but you know the location, type R: and the first few letters of the building name.

     

    • If you have no idea what the name is, just type R: then press the Enter key on your keyboard.  This will bring up a list of ALL resources. 

     

    Note: If you still can't find what you're looking for, please contact the department that owns (or manages) the item. They will be able to tell you if the item exists as a GUCalendar resource (and what its resource name is).

 

Note: If you do not have access to reserve the resource, the Unable to Invite window will appear.

If you feel that you should have access to this resource, contact the resource owner.
 

  1. Because resources cannot be double-booked, you must check for conflicts.

 

Note: Just because you invite a resource (such as a conference room) it doesn't necessarily mean you've got it. It's up to the owners of the resource to decide if it's available when you want it.

 
  1. When you create your meeting, you'll be asked if you would like to send an e-mail. (If you're not asked, see Setting Notification Preferences). Don't just assume that the people who maintain a resource are checking their calendars on a regular basis. Use this opportunity to send them an e-mail and make sure they're aware that you want to use the resource.
 

 
  1. Click on the Yes button to send an e-mail to the resource owners. The Mail Message window will appear.
 
  1. Click on the Resource Designates button (the people responsible for managing this resource will be added to the distribution list).

  2. Click on the Send button.
 

Groups

  1. Open a New Meeting window and fill in the general information (see Entering the general information if you need help with this).
 

  1. If you've created a group, and want to add its members as participants, click on the
    Groups button.

 

  1. This will bring up a list of all the groups available to you.

 
  1. Click on the group you want to invite (all the members will appear in the right-hand side of the window).

 

  1. Then click on the OK button. (All the group members will be added to your list of invitees).
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