How to Authorize Others to See the calendar:

1. Proxy to the new calendar. This is done by clicking on the proxy icon on the left bottom corner of your GroupWise window. Click on the proxy button and enter the resource calendar's name or select it from the address book.
2. Select Tools/Options/Security. In the Proxy Access folder, select Minimum User Access and set the access you want all users to have. For example, to let all others see the calendar entries but not make changes, put a check in the Read column for Appointments.
3. If there are some individuals who should have extra write access and other privileges, add their name. With their name selected, check the special access they should have. Notice that you can authorize others to read items marked a private, for example. This allows you to leave the calendar access open for most GroupWise users, but still be able to share private items with a more select group of users.
4. Click on OK to save your Proxy settings.

NOTE: You can assign Proxy Access via a distribution list.

How to Put Entries onto the Calendar:

As the owner, you can place items onto the resource calendar by proxying to that resource name and adding appointment entries just like you would on your own calendar. If there are items that should be marked private for selective viewing only by those you have authorized to see items marked as private, then:

1. Select the apointment item to be marked as private.
2. From the appointment window, select Actions from the tool bar and click on Mark Private. You will see a lock appear by the private item.
3. If others include the resource calendar in their meeting notices, the meeting notice will be sent to the inbox for the resource. As the owner, you can check the mail for the resource regularly, or you can set up rules that will automatically accept or reject meeting notices sent to the resource as well as rules to automatically reply back to the sender whether their request was accepted or declined.

Defining Automatic Accept/Reject rules for Resource Calendars:

1. Proxy to the resource calendar.
2. Select Tools/Rules from the toolbar.
3. Click on New to create the Accept response.
4. Enter the name: Accept item - no conflict
5. Check the box for When event is/ New Item/ Received.
6. Check the box for If Conditions are/ Appointment and select No for Apointment Conflict Exists.
7. Click on Add Action and select the Accept action. If you want to, you can include a comment to display if someone checks the properties. Example text: Automatically accepted on clear calendar. Click OK.
8. Click on Add Action again and select Reply. Check the boxes for both Reply to Sender and Include Message Received from Sender. Click OK and then fill in the Message to send back to the meeting scheduler such as: Your meeting for calendar xxx was accepted.
9. Click OK and then Save.
10. Click on New to create the Decline response.
11. Enter the rule name: Decline item - conflict
12. Check the box for When event is/ New Item/ Received.
13. Check the box for If Conditions are/ Appointment and select YES for Apointment Conflict Exists.
14. Click on Add Action and select the Decline action. If you want to, you can include a comment to display if someone checks the properties. Example text: Calendar conflict kept entry from being scheduled. Click OK.
15. Click on Add Action again and select Reply. Check the boxes for both Reply to Sender and Include Message Received from Sender. Click OK and then fill in the Message to send back to the meeting scheduler such as: Your meeting request for calendar xxx was declined due to schedule conflicts. Please try another time or contact xxxx.
16. Click OK and then Save.
17. Click on Close to close the Rules window.
18. Schedule some test appointments to insure your notification rules work.

Keep in mind that you cannot use proxy to get to calendars when using the web access at this version of GroupWise.