ENTERING AN ASSIGNMENT IN THE MASTER ASSIGNMENT CALENDAR

You should use GroupWise for viewing and contributing to the master assignment calendars.. Before you can view an assignment calendar, or enter an assignment in it, you must have access to the assignment calendar. (To create initial access to an assignment calendar, which you need only do once, follow the steps in the how-to entitled Create Initial Access to Multi-User Calendars.) To view an assignment calendar or enter an assignment, follow the steps below. (NOTE: This how-to uses the US Assignment calendar an example; other assignment calendars would be analogously utilized.)

Log into a computer, then start GroupWise.
Left-click "Calendar" in the list in the left-hand window.
From the "calendar view" icons near the upper right part of your screen, select Multi-User.

You should then see, in columns, all of the calendars to which you have acquired access. If the assignment calendar you are interested in is not shown, you may need to create access to that assignment calendar using the procedure described in the how-to entitled Create Initial Access to Multi-User Calendars. If you can see a calendar column for the assignments you are interested in, proceed to the next steps.

NOTE: You can view and enter assignments in one of two ways:

1. You can view the assignment calendar one day at a time within the matrix of your multi-user calendar, or

2. You can "Proxy" into the assignment calendar, then use any of the GroupWise "calendar views" (1-day, 7-day, 1-month, or 1-year) to view and enter assignments. (These views are advantageous in that they allow you to see assignments over larger time-blocks.)

Both methods of viewing and entering assignments are described below. If fact, the actual assignment entry process is virtually identical no matter what the calendar view, as described at the end of this page.

Before proceeding, it is important to understand the "calendar navigation" icons and the "calendar view" icons that appear toward the top left and right (respectively) of the GroupWise screen.

The navigation buttons advance or regress the "date being viewed" by the clicked-on amount of time.

The calender view buttons show a calendar for the day, week, month, year, or for all multi-users, depending on the button selected. Note that the multi-user view shows multi-users in a 1-day columnar format, while the day, week, month, and year views show those amounts of time for the current user only. (If you wish to use the week, month, or year view for another user, such as to view the assignment schedule for a week or month, you must first "proxy" into that user, as described below.)

IMPORTANT NOTE: To view and enter assignments, you must have the notes button (as shown to the right) pushed down in the View Options area (except in 1-day view, where notes are visible by default).

If you are using only your own multi-user view, then you can skip over the following "proxy" steps to the step describing the actual assignment entry.

The advantage of proxying to another user, is that you can see that user's calendar in the week and month view (you could also see the year view, but it's not a very useful view). Thus, in this case, you could view US Assignments for weeks or months, rather than just day-by-day, as would be dictated in multi-user view.

To proxy to US Assignments, click the word Online near the top of the left window frame, then select US Assignments from the menu of Proxy options that should drop down. That area of the screen should now look like the second image to the right. You have now "become" US Assignments, and the calendar views will now apply to the user US Assignments.

Whether you are in your own multi-user view, or have proxied into the US Assignments calendar, you should use the navigation buttons to view dates on which you are potentially interested in viewing or entering assignments. (If you are proxied, you will probably find it easier to view the US Assignments calendar in week or month view,using the calendar view buttons.)

IMPORTANT NOTE: Assignments are related to "days," not to any time period within the day. Hence, assignments are not entered into the daily calendar per se, they are entered into the notes associated with that day. The notes button in the View Options area must be depressed in order to view or enter assignments (except in 1-day view, where notes are visible by default)!

When you can see the day you wish to schedule, right-click within that day's notes area. (In month view, right-click inside the day itself.)

From the menus that appear, left-click on New, then Posted Reminder Note. The Posted Reminder Note creation dialog box appears, as shown to the right. The important area to verify are the Start date (if that's incorrect, you've clicked into the wrong date on the calendar, so cancel and start again).

What you enter into the Subject field is what will appear in the assignment schedule. The format for entering assignments (as illustrated in the image to the right) is:

Grade Level, Subject, Assignment

To conclude and enter the scheduled assignment, click the Post button. The "assignment" should appear in the notes area of the day selected.

If you make a mistake, you can delete the assignment by right-clicking on the assignment within the calendar notes area, then selecting "Delete."