In Corporate Time you do This:

In Meeting Maker You did This:

Logging in

1. First, open your Corporate Time client software. You will see a Sign-In window. (Note: the images in this document are from the Windows version of the client software. The Macintosh version is similar.)
   
   
2. Type the login ID you have been given into the User Name: box. If you do not know your login ID, type your first and last names in the box.
3. Type your CorporateTime password into the Password: box.
4. Type the server information, calendar.umd.edu into the Server Name: box.
5. Click OK, and you will be logged in to the system.

**NOTE**: You can also login through the website https://calendar.umd.edu/ to use the web version of the software. The web interface looks slightly different than the client version and it also has some limitations.

Creating an Appointment/Meeting

There are two methods to create a meeting:

• Drag over the time (select the time slots by highlighting with the mouse pointer).
  
  
• Type in the name of the meeting and press enter/return on your keyboard.
  
  
  
  OR

• Click on the New Meeting icon on the top of the screen (the icon is the clock figure with the yellow sparkle).
  
  
• The New Meeting dialog box appears. Fill in the information, title, location, duration of the meeting, then click the Create button.
  
  
• Your meeting will now appear on the calendar with the information you provided.
  
  

Meeting Options

Inviting others to a meeting:

1. Double click the meeting for which you want to invite others.
2. The Edit Entry box appears.
3. Inside the line labeled Add, type in the name of the person who you wish to invite (if you wish to invite more than one person, enter each person one by one).
4. Press enter, then OK.

In Meeting Maker:

1. Choose Propose Meeting from the File menu. - or - While viewing the daily calendar, hold down the CTRL key, click the mouse on the desired meeting start time and drag the mouse to select the duration of the meeting. A black box will indicate the selected time while you are dragging.
2. Type a title and location for the meeting.
3. Click Guests and select names of people you want to invite to the meeting. You can also choose a meeting room from this list.
4. Click Schedule and pick a time that all your guests can attend, or click Auto-Pick to find the first time that all guests are available.
5. Click Agenda (optional), and type your agenda, or cut and paste from a document you have created in another application.
6. Click Options (optional) to specify reminder or labeling options for the meeting. (These settings are for your calendar; your guests can set their own options if they wish.)
7. Click Send Proposal to send out meeting invitations.

Responding to a Meeting

1. When you are invited to a meeting, that meeting will appear in your calendar and it will have a question mark in the upper right hand corner.
2. To respond to the meeting, double click on it.
3. The View Entry box will appear with the Reply tab selected. All the details about the meeting will appear in the upper half of the window. At the bottom of the box you will see 3 choices:
   
   I will attend
   I will not attend
   I will confirm later
4. Select one of those choices and press ok

In Meeting Maker:

1. Click OK when you get a notification that you have an active message or choose Messages from the View menu to see a list of your invitations and other Meeting Maker XP messages.
2. From the Active Messages folder, double-click the new message to read the invitation. Click Guests, Schedule, or Agenda to see details about the meeting. Click Comments if you want to send a message back with your reply.
3. To accept an invitation, click the Yes button, then click Reply. If you cannot attend, or want to wait until later to decide, click the appropriate button, then click Reply.

Creating a Task list (To do list)

1. You must be in "day view" to see the list.
2. To create an item in the list, click the edit menu, select new then select Task.
3. The New Task dialog box appears. Type in a name for the task in the Description: field. Select the start time and date as well as the due date and time.
4. You will also see a tab labeled Reminders. Here you can specify if you want to be notified of an upcoming task.
5. In the Details tab, there is a section where you can add a description about the task.
   
   
6. Once you specify all the information for a task, click OK

In Meeting Maker:

1. Select To-Do List from the View menu.
2. Click New to create a new to-do item.
3. Type a title for the item.
4. Assign a date to the to-do item (optional). Use the Priority menu if you want to set a priority for the item (for instance, High, Medium).
5. Use the space provided for Notes if you want to add more information about the item.
6. To make this a group to-do item, click Participants, and specify people you want to send the to-do item to.
7. Click Reminder if you want to set a time to be reminded of the item.
8. Click Create. Meeting Maker XP adds the to-do item to your list. If you selected participants for the item, Meeting Maker XP sends them a to-do item proposal. Click Private to keep your proxies from viewing the item. Click Done to mark a to-do completed.

Day Event/Day Note

Both have the same function, therefore use either one. You would use one of them to add supplemental items to your calendar (items which appear at the bottom of the calendar).

To create a Day Note or Event click on either of the "blue flag" icon or the "push pin" icon.

1. The New Day Event/Note window appears. Type in the task inside the Title field.
2. The notes are usually for personal purposes, but if you want to add this note to another person's calendar, you may do so by typing in the name inside the Add field.
3. Click Create when you are finished.
   
   

In Meeting Maker:

Repeating Meetings

To create repeating meetings, double click on the meeting which you want to repeat. Click the repeating tab.

1. Select how you would like your Meeting to repeat using the Frequency drop-down list box.
2. Enter the Start date of your Meeting. You can enter it directly into the Date box, use the arrows or click the Calendar button.
3. Set the End date by selecting either the "Until" or the "For" box.
   • If you select "Until," you can enter the date directly into the Date box, use the arrows or click the Calendar button.
   • If you select "For," set the duration using the drop-down list box and type the interval in the left-hand edit box.
4. Select the "Include" checkboxes to include Saturdays, Sundays and Holidays when scheduling the recurring Meeting.
5. Select the way your Agenda should handle conflicts when scheduling repeating Meetings using the "Conflicts" drop-down list box.
6. Click List Dates to view the list of dates on which your Meeting is set to be scheduled. Make sure that you click List Dates to display a list of all the dates on which your Meeting has been scheduled, otherwise the meetings will NOT repeat.
7. The list will appear in the list box below. If you change your settings and click List Dates again, the list will be updated to reflect the changes.
8. You can use the "Additional date" edit box to add additional dates not included in the repetition you have specified. You can set the date using the arrows to the right-hand side of the edit box or by clicking the Calendar button. Click the Checkmark button to add the date.
9. You can delete dates by selecting them in the list box and pressing Delete.
10. Use the Shift and Control keys to delete multiple recurrences at once.
11. Click Clear All to cancel the entire list of dates.
12. Click OK to return to the General tab of the New Meeting dialog box.

In Meeting Maker:

If the activity is recurring, click Frequency and select one of the options. Click Ongoing, or pick an end date.

Color Schemes

Corporate Time provides three pre-set color schemes for meetings, based on attendance status, meeting priority, or who created the meeting.

To change the color scheme select the Options menu, click on Agenda.

The Agenda Properties box appears. Select an option under Color Meetings by to change the color scheme.

In Meeting Maker:

You can customize colors and labels as you choose.

Group Agenda

The Group Agenda gives you a more convenient way of scheduling an Entry with several other users, instead of viewing each Agenda individually.

1. To create a group agenda.
2. Click the File menu, select Open Agenda, then click A Group Agenda. Type in the names of the people that you want to see and click OK.
   
   
3. The Group Agenda is made up of a number of columns. The first column, the Combined View, shows the available times of people and Resources you selected for your Group Agenda are available. All subsequent columns show the individual Day Views for each person and Resource included in this Group Agenda.
   
   

In Meeting Maker:

You must open each person's calendar separately, the option of a combined view for different people is not available.

Access Rights for Permissions

To set access rights:

1. Click the Options menu and select Access Rights
2. Select the Viewing tab.
   
   
3. The Viewing tab allows you to control what Meetings, Day Events, and Daily Notes in your Agenda will be visible to other users.
4. To grant viewing rights to another user, select the person's name from the list of users with special Access Rights shown in the list box. If the name is not already in the list, add it using the edit box.
5. Use the checkboxes to choose what viewing rights you want to give the user for Meetings, Day Events, and Daily Notes. You set the rights separately for Normal, Confidential and Personal Access levels (you cannot block another user from viewing Public Entries). Note: If you only give the right to view Busy times, the user will not be able to view Day Events or Notes with that Access level in your Agenda.
6. Instead of setting the rights for each type of Entry individually, you can also choose to grant the user:
   1. Full viewing rights: The user will have rights to view all Meetings, Day Events, and Notes.
   2. No viewing rights: The user will only have the right to view Public Meetings, Day Events, and Daily Notes in your Agenda (Public Events can always be viewed by all users).
   3. Same as Default: The user's rights will be the same as the Default. Select this option if you do not want to give the person any special Access Rights on this tab of the dialog box, but still want to keep the name on the list in order to set his or her rights on another tab.
7. You can delete a name from the list of users with special Access Rights by selecting the name and clicking Delete. They will then revert to having the same rights as the Default.
8. If you want to modify the Default settings, select "Default: Any unlisted person" in the list box and choose settings in the same way you would for an individual user (see above). Click OK only when finished with all tabs in the dialog box.

Permissions

Permissions are used to grant others access to your calendar.

1. To set permissions click on the Options menu, then select Entry Defaults.
2. The Entry Defaults box appears.
3. You will notice 4 tabs for which you can set permissions (Meetings , Tasks, Day Events, Daily Notes). You must set each one separately.
4. The four options are:
   • Public - Grants access rights to everyone
   • Normal - Allows you choose the individuals that can see your calendar
   • Confidential/Personal - These settings are used to prevent other from viewing your calendar information.

In Meeting Maker:

You give people access rights to view your calendar.

Designates

Allow someone else to manage, have read/write permissions on your calendar.

• To add a designate to your calendar, go to the Options menu and select access rights
• Select the Designate tab.
• In the input field type in the name of the person who you would like to give designate permissions to and press enter.
  
  
• Now the designate must be granted the appropriate access rights.
  
  
• Select Full Designate rights to give permission to modify all of the entries. To give custom permissions, uncheck Full Designate rights and check the desired permissions for Normal Entries, Confidential Entries, and all the other entries individually.
• Press the OK button when done.

In Meeting Maker:

A proxy is someone who has access to your calendar. Your proxies can keep track of meeting and activities, and can print your calendar for you. You can designate specific activities and to-do items as private if you do not want your proxy to view them.

1. Choose Proxy List from the Edit menu.
2. Select the users you want as proxies and click Read/Write or Read-Only. A Read/Write proxy can change your calendar; a Read-Only proxy can only view your calendar.
3. Click OK to authorize the selected users to access your calendar.

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