The Calendar tab displays meetings in a specified date range for selected meeting bodies, using the criteria entered in the Search textbox.
The Calendar tab has two views: List View and Calendar View.
List View
List View displays the meetings in the specified date range in list form.
Calendar View
Calendar View displays the meetings in the specified date range in calendar form. If no criteria is entered in the Search textbox, it will return all meetings for the specified date range. You can view the calendar by day, week, month, or timeline (3-day periods, the default being the current date plus the next 2 days).
Searching the Calendar
(Optional) Enter search criteria (keywords) in the Search textbox.
Select a date range from the Date Range drop-down menu.
Select a department from the Departments drop-down menu.
Select the notes checkbox to include agenda and minutes (action) notes. The basic info checkbox is selected by default and includes the name, date, time, and location of the meetings, and comments associated with them.
Click Search Calendar. The search results are displayed. The number of meetings matching your search criteria is displayed at the top of the screen. For each meeting, the meeting name, date, time, and location is displayed, as well as links to the meeting details, agenda, minutes, and video if these are available.
Work with your search results as follows:
To
Do This
Sort the records displayed on the screen
Click Group, and select the appropriate option. You can sort the records by name, meeting date, and meeting location.
Note: You can also click a column heading and use the arrows to sort the meetings, e.g., click the Name column and sort the meetings alphabetically or in reverse alphabetical order.
Export the records to Excel, PDF, or Word
Click Export, and select the appropriate option.
View details of a department
Click the appropriate link in the Name column.
View meeting details
Click the appropriate link in the Meeting Details column, if it's available. A new screen displays details of the meeting. From this screen, you can click links to file details, action details and video. See the figure below.
Add a meeting from the InSite calendar to your Outlook calendar
Click the appropriate Export Calendar icon in the Meeting Date column. This icon displays next to the meeting date for every meeting in the List View and next to the meeting name and time in the Calendar view.
View the meeting agenda
Click the appropriate link in the Agenda column, if it's available.
View the meeting minutes
Click the appropriate link in the Minutes column, if it's available.
View the meeting video
Click the appropriate link in the Video column, if it's available.
View eComments associated with a meeting, if eComment is enabled
Click the appropriate link in the eComment column, if it's available. The eComment popup window displays any eComments submitted on the meeting's agenda items. To learn more about eComments, see eComment Overview.
