My Calendars in UA Mail

To access My Calendars in UA Mail, click Calendar in the UA Mail navigation bar, and then click the My Calendars button on the UA Mail Calendar menu. The following options are available:

Display Calendars

To display a calendar, check the box next to the calendar(s) to display under Display Calendars, My Calendars.
or choose a calendar from the Select Calendars to display dropdown menu located on the Calendar menu.

Create Calendar

1. Under Create Calendar, enter a Name for the new calendar.
2. Click the Create button.

Edit Calendars

1. In the Edit Calendars section, from the Edit Calendars dropdown menu, select a calendar to edit.
2. The Name of the calendar autofills from the dropdown menu selection.
3. Click the Edit button in the Permissions field.
4. The users to which you want to grant permissions to your calendar must be entered in your Address Book. (The user information for permissions is pulled directly from your Address Book.)
   • To set Owner Permissions, select a new owner from the dropdown menu and place a check mark in the desired box(es) next to Show, Read, Edit, and/or Delete access options.
   • To set Object Creator permissions, place a check mark in the desired box(es) next to Show, Read, Edit, and/or Delete access options.
   • To set Individual Users permissions, select a user to add from the dropdown menu, and place a check mark in the desired box(es)
     next to Show, Read, Edit, and/or Delete access options.
5. Click the Save Calendar button.
6. Enter a Description of the calendar (optional) and click the Save button.

My Free/Busy URL

Copy the My Free/Busy URL in order to provide information of your free or busy times while creating events and to other users when they invite you to an event.

To set Your My Free/Busy URL:

1. Open UA Mail Calendar.
2. Click on the My Calendars button.
3. Copy the My Free/Busy URL.
4. Open the UA Mail Address Book.
5. Add yourself to your Address Book as a contact.
6. Click the edit icon next to your name in the contact list.
7. In the Freebusy URL field, paste your My Free/Busy URL.
8. Click Save.

To set the My Free/Busy URL for users:

1. Have the contact email you his/her My Free/Busy URL.
2. Open the UA Mail Address Book.
3. Click the edit icon next to the contacts name in your contact list.
4. In the Freebusy URL field, paste the contacts Free/Busy URL.
5. Click Save.

Creating Calendar Events in UA Mail

1. To create a new event in UA Mail Calendar, click the New Event button from the menu within the Calendar, or click the plus (+) icon on a day in the Calendar.
2. Enter a Title for the event.
3. Select a calendar for the event from the Calendars dropdown menu. (Only available if multiple calendars exist).
4. To organize entries (and color code), you can create a category. If you do not wish to categorize, use the default, Unfiled.
5. Specify an event Location.
6. Select event Status from the dropdown menu. The default status is "Confirmed" but can be changed later, for example if a meeting is canceled. Choose from:
   • Free
   • Tentative
   • Confirmed
   • Canceled
7. Specify a Time Span for the event. There is an All Day check box option for all day events.
8. If you wish to be notified of an upcoming event, select the time to send notification by selecting the radio button and entering a time span for notification. Events with alarms will be indicated on the calendar with a bell icon.
9. Enter a Description for the event (optional). The description and other information will be displayed when viewing the event or on a mouse over.
10. If you wish to invite Attendees (optional), there is a check box option to Send updates/invitations to all attendees when saving this event.
    This option will send an email to the attendees and provide them with a link to "accept", "accept tentatively", or "decline" the invitation.
    To invite others to an event:
    1. Click the Edit Attendees button.
    2. In the Add Attendees field, enter the email address of a person you would like to attend your event. Click Save Attendees.
       If you wish to add attendees using your Address Book or the LDAP directory, click the Address Book icon.
       Search for and select a name from either your Address Book or the LDAP directory. Click Add. When all the attendees have been selected and added, click Add to Attendees.
    3. Click the Save Attendees button and close the window.
       Events with attendees will be indicated on the calendar with a Group icon.
11. Select event Recurrence (optional). If the event repeats, you can select from various repeat options:
    • No recurrence
    • Daily: Recurs every X day(s)
    • Weekly: Recurs every X week(s) on: X Days
    • Monthly: Recurs every X month(s) on the same date
    • Monthly: Recurs every X month(s) on the same weekday
    • Yearly: Recurs every X year(s)
    • No end date
    • Recur Until X
    An edit to a repeating event applies to all occurrences of the event. A single instance of a repeating event can be modified by:
    • editing the event
    • removing its recurrence information
    • clicking the Save as New button
    • modifying the event independently.
12. Click Save Event. The event will appear on your calendar.

Import/Export Instructions

Import a Calendar to UA Mail Calendar

1. Log in to UA Mail, the University's web-based email program, with your UARK username and password at http://uamail.uark.edu/.
2. Click the Calendar link on the UA Mail navigation menu.
3. Click the Import/Export menu button.
4. Under Import Calendar, select the format of the source file from the drop down menu.
5. Select the calendar to import to from the drop down menu (if multiple calendars exist).
6. Browse to and select the file to import.
7. Choose whether or not to check the box next to 'Replace existing calendar with the imported one? Warning: This deletes all entries in your current calendar'.
8. Click Next.
9. The next step will make certain inquiries about the file to import. Information is provided. Accepting the defaults, click Next.
10. Select two matching fields from Imported fields and Available fields. The matching fields should be selected to correspond as closely as possible, i.e., the "Imported fields: Start Date" should be matched with the "Available fields: Start date", and so on, clicking the "Add Pair" button after each pairing is made.
    The Selected Pair of matching fields to import will be listed below.
11. When all desired Imported fields and Available fields have been matched and added, click Next.
12. Select Preferences for import:
    • Imported Field Start date: Select a choice from the dropdown menus next to "Example values:", "Select the date delimiter:", and "Select the date format:".
    • Imported field: Start Time: Select a choice from the dropdown menus next to "Example values:", "Select the time delimiter:", and "Select the time format:"
    • Imported field: End Date: Select a choice from the dropdown menus next to "Example values:" "Select the date delimiter:" "Select the date format:"
    • Imported field: End Time: Select a choice from the dropdown menus next to "Example values:", "Select the time delimiter:", and "Select the time format:"
13. Click Next.
14. UA Mail will indicate whether the import was successful or not.

Export UA Mail Calendar

1. Log in to UA Mail, the University's web-based email program, with your UARK username and password at http://uamail.uark.edu/.
2. Click the Calendar link on the UA Mail navigation menu.
3. Click the Import/Export menu button.
4. Under Export Calendar, select the export file format from the drop down menu.
5. Select the calendar(s) to export from (if multiple calendars exist).
6. Select the time span to export.
7. Click Export.
8. Save the file to a location that can be accessed easily.