Netscape Calendar
About Netscape Calendar
Getting Started
The Agenda Pages
The In-tray
The Task Display
Working as a Designate
Agenda Entries
Daily Notes
Day Events
Holidays
Reminders
Creating Lists
of People and Resources
Groups
Searching
Access Rights
Setting Preferences
Printing
The Mail
The Off-line Agenda
Importing & Exporting
Glossary
About Netscape Calendar
This Agenda will look familiar to anyone who has used a paper agenda
before. To enter an appointment in
your Agenda, simply highlight the block of time, enter a title for
the meeting and press Enter.
You can create a recurring meeting, write in details about it, set reminders
for it, and invite other people or resources
to it. Your Agenda can even suggest dates and times when all the people
and resources you have invited are available.
Netscape Calendar is more than just a personal calendar: it is an enterprise-wide
organizer. By creating a Group Agenda,
which displays the Daily Agenda view of several people or resources side
by side, you can view everyone's schedule and invite them all to the meeting.
You can also notify the invitees of the event by e-mail. For those who
need to schedule events with people in other time zones, all Agendas are
converted to the local time of the person doing the scheduling, making
it easier to arrange convenient meeting times around the world.
You can view your Agenda by day,
by week, or by month.
Should you want to reschedule an event, you can drag and drop it to a new
time, a new day in the week view, or a different week in the month view.
All the people and resources invited will be notified of the change. If
someone has invited you to a meeting, you can view it by double-clicking
it. From there you can respond that you will attend, not attend, have not
yet decided, or would prefer another time. You can also check who has responded
to your invitations by double-clicking the meeting in question.
The In-tray folders contain events you have
received, sent out, accepted, and refused. By double-clicking any event
in the In-tray you can see details about it. You can also drag and drop
events from one folder to another to respond to them quickly. This makes
it simple to respond to new invitations, to change your mind about attending
a meeting, or to track the attendance of others.
Access rights allow you to control who
has access to your Agenda, and how much of it they can access. You can
assign full access rights, allowing another user to see details of your
events and notes. You can assign rights that allow others to see when you
are busy without seeing the details of the event. You can also prevent
others from seeing anything in your Agenda at all.
Designate rights let you authorize
selected individuals to work within your Agenda on your behalf. A designate
can access your Agenda just as you would, and create, edit, and respond
to events for you. You can grant full or partial designate rights to one
or several people.
You can print your own customized pages or pages
for a number of commercial paper planners. You can print your Daily, Weekly,
or Monthly Agenda, a Task list, your In-tray, and other combinations.
If you require mobility, you can export your calendar to a laptop as
an off-line Agenda. You can also export
the Agendas of those people and resources you deal with most often. While
off-line, you can schedule meetings, group meetings, and respond to invitations
as you would normally.
Getting Started
You can open the Agenda as a person (not necessarily yourself) or a
resource. However, you must always be
able to supply the correct password.
- See Also
- Signing in to your Agenda
- Changing your Password
Signing in to an Agenda
You can work in your Agenda on-line or off-line. To access your Agenda
on-line, you must be connected to your server; to work in your off-line
Agenda, an off-line database must first be created.
- Summary
- Signing in to your On-line
Agenda
- Signing in to your Off-line
Agenda
- Signing in as a Resource
- See Also
- Searching for your user name
- Changing your Password
- The Off-line Agenda
Signing in to an On-line
Agenda
When you launch your Agenda, a dialog box will ask you to sign in.
- In Brief
- Enter your user name.
- Enter your password.
- Enter your server name.
- Click OK.
Details
Your user name is the name by which the system knows you. Once you have
entered a server name, you can search for your user name by clicking the
magnifying glass button. This opens the Directory Search.
The server is the computer to which the workstations of a network are
connected. It is where the centralized database of all the user data is
kept. By clicking the arrow next to the Server Name edit box, you can see
a list of servers you have recently signed in to. Either select a server
name from the list or type in another server name.
A node is a database located on a server. There may be, and often are,
several nodes on one server. Nodes are identified by a number or a name.
You must specify the node to which you want to connect. For example, if
your server name is "hudson" and your data is stored on the node
"administration", you would enter "hudson, administration"
as your server name. (If you enter only the server name, a dialog box may
appear containing a list of the nodes available on the server. Select one.)
- See Also
- Searching
Signing in to Your
Off-line Agenda
When you open your Agenda off-line
for the first time, you will need to create an off-line database if you
have not already downloaded your on-line Agenda. Otherwise, you open your
off-line Agenda the same way you would open your on-line Agenda.
- In Brief
- Enter your user name.
- Enter your password.
- Enter your "Off-line" as your server name.
- Click OK.
Details
If you have not already downloaded your on-line Agenda, the Off-line
Agenda Configuration dialog box will appear the first time you open your
off-line Agenda. Fill in your name, time zone, and where you would like
your off-line Agenda to be stored. Click Browse to select the location.
Click OK when you have finished.
The Sign-In dialog box then re-appears, allowing you to sign in to your
new off-line Agenda.
Signing in as a Resource
Whenever you need to work as a resource, you should do so as a designate.
To work as the designate of a resource, you must sign in as the resource,
grant yourself the necessary access rights, and then open the resource's
Agenda as a designate from within your own Agenda.
- In Brief
- Sign in as the Resource.
- Grant yourself designate rights
to the Resource's Agenda.
- Sign in to your own Agenda.
- Open the Resource's Agenda as a designate.
Details
When you sign in to the system as a resource, you will have only the
following capabilities:
changing the assigned Access Rights (to set modification and scheduling
rights for other users on the system).
changing the password for signing on as the resource.
See Also
Signing in to your On-line
Agenda
Granting Access Rights to other Users
Changing Your Password
To change your password, go to the Edit menu of the main window and
select Change Password....
- In Brief
- Enter your old password (if you have one).
- Enter your new password.
- Click OK.
- Re-enter your new password to verify it.
- Click OK again.
Details
Your password may be up to 15 characters long, is case-sensitive (it
distinguishes between uppercase and lowercase characters), and may include
any alphanumeric character.
The Agenda Pages
The Agenda pages are displayed in three basic formats:
They can show either your personal Agenda, the Agenda of another person
or resource, or a
Group Agenda showing the Entries of a group of people on one Daily
page. If you have been granted the rights by another user, you may open
any of these Agenda pages as a designate
for that user.
The Agenda pages not only allow you to see the Entries, but also to
edit existing Entries and add new Entries directly on the page.
How to open your Agenda
You can open your Agenda in one of two ways:
- Select Open Agenda from the File Menu of the main window
- Select the Agenda button from the toolbar.
See Also
Opening Agendas
Working as a Designate
Assigning Access Rights
The Daily Agenda Page
The Daily Agenda page is divided into four sections:
You can resize the three views to suit your needs. The cursor changes
into an "X" when you point at the little grey boxes on the splitters
between the panes. Move the splitters by clicking the box and dragging
it to resize the window pane.
The Day View
Your day is displayed here, divided into time slots that you can decrease
or increase using the commands Decrease Time Slot and Increase Time Slot
from the Edit Menu of the main window. When you decrease the time slots,
you can see your time in fine detail--down to as little as five minute
intervals. Increasing your time slots allows you an overview of your entire
day, as you can put up to one hour of time into one slot.
Agenda Entries scheduled for the
day you are viewing appear in the corresponding time slots, color-coded
according to Importance level,
Status, or Ownership.
Conflicting Agenda Entries are shown side by side. The event title is displayed
at the top of the Entry. (According to your preferences, the start and
end times, and the location of the event may also be displayed.) Several
icons could also appear there. These allow you a quick overview of the
Agenda Entry by indicating:
- your reply to the Entry (a checkmark, an 'X', or a question-mark)
- that there is more than one attendee (a Group icon)
- that there is a description (a Pencil icon) or a file (a Paper-clip
icon) attached to the Entry
- that you have set a reminder for the Entry (a Bell icon)
You can add Agenda Entries in the Day View by clicking on the time slot
where you wish your Entry to start and dragging the cursor to the preferred
end time. The selected block of time is highlighted and you can type the
title of your Agenda Entry directly into the block. If you wish to add
more information than the title and the start and end times, double-click
the block to bring up the New Agenda Entry dialog box.
You can change the duration of an Agenda Entry directly on your Agenda
page as well. Click the edge of the Agenda Entry to select it. Four handles
will appear on the corners. Click the handle you want to use and drag it
to lengthen or shorten the Agenda Entry. Notice that the cursor changes
when you point at the handles. Your Agenda will resize the Agenda Entry
and adjust the display of any Agenda Entries that occupy the same time
slots.
Furthermore, you can move the Agenda Entry in a similar way. To move
the Agenda Entry, click it and then drag it to its new location. Your Agenda
will resize the Agenda Entry and adjust the display to accommodate any
conflicts.
To delete an Agenda Entry, select it and then choose Delete Entry from
the Edit Menu. You can only delete Entries that you own (that is, Entries
created in your Agenda by you or one of your designates).
If you have invited others to the Entry you are deleting, it will also
be deleted from their Agendas and the Entries You've Sent Out folder of
your In-tray. You cannot edit or delete Entries owned by others, but you
can choose not to display Entries that you have refused (see Agenda
Preferences - Display).
There are two ways to get to the Edit Entry dialog box in order to edit
your Agenda Entries:
- You can select the Agenda Entry and then choose Open Selected Entry...
from the Agenda menu.
- You can double-click the Entry.
If you only want to edit the title of an Agenda Entry, you can click
it and type in the new title directly in the highlighted Entry in the Day
View.
When an Agenda Entry is highlighted, the Tab key will always
select the next Entry in chronological order for you. Shift + Tab
will take you in reverse chronological order.
The Task View
Your Tasks will be displayed in this view.
If the Daily page of the current date is displayed, the following
Tasks will be listed in the Task View:
- Active Tasks (the Start date has passed, but the Task is not not overdue).
- Tasks that don't have a Start date, but have a Due date in the future.
- Overdue Tasks (Tasks whose Due date has passed).
- Completed Tasks will only be listed if the current date is their date
of Completion or if they were completed earlier but the current date was
their Due date.
If the Daily page of a passed date is displayed, the following
Tasks will be listed in the Task View:
- Active Tasks whose Start dates have passed on the displayed date.
- Completed Tasks if the displayed date is the due date or the date of
Completion.
- Overdue Tasks whose Start dates have passed on the displayed date.
(Note that these Tasks are not displayed as overdue if they were not overdue
on the displayed date.)
If the Daily page of a future date is displayed, the following
Tasks will be listed in the Task View:
- Tasks for which the displayed date is the Start or Due date.
- Tasks that don't have a Start date, but have a Due date later than
the displayed date.
Beside each Task appears a small box. These allow you a quick overview
of your Tasks, by indicating that:
- the Task's due date has not passed (a plain gray square)
- the Task is overdue (the square has red edges)
- the Task is completed (there is a blue checkmark in the square).
Other icons may also be displayed in the Task View, to give you further
information about each Task:
- The Bell icon indicates that you've set Reminders about the Task.
- The Pen icon indicates that Comments have been written into the Task.
- The Paper clip icon indicates that the Task has an attached file.
In the Task View list, the Tasks are listed in chronological order according
to their due date; Tasks without a Due date are found at the top of the
list.
By double-clicking a Task you can call up the Edit Task dialog box.
Double-clicking below the existing Tasks in the Task View or choosing New
Task from the Agenda menu calls up the New Task dialog box. These dialog
boxes allow you to make changes to your Tasks or create new Tasks directly
on your Daily Agenda page.
You can also select a Task in the Task View and use the command Print
Selected Entry from the Agenda menu, and the comands Duplicate Entry and
Delete Entry from the Edit menu.
When you have finished working on a Task, you can mark it as completed
by clicking on the box beside it in the Task View. Your Agenda will automatically
make all the necessary changes.
The Notes View
Daily Notes, Holidays,
Upcoming Reminders, and Day
Events will be displayed here. Double-click the Entry's icon to view
it.
Next to each Entry in the Notes View, there is an icon to indicate the
type of Entry. The icons appear as follows:
- Daily Note - A piece of yellow paper
- Holiday - Balloons
- Day Event - A star
- Upcoming Day Event - A star with a double downward arrow
- Upcoming Agenda Entry - A clock with a double downward arrow
- Upcoming Note - A piece of yellow paper with a double downward arrow
- Upcoming Task - A gray checkmarked square with a double downward arrow
- Upcoming Holiday - Balloons with a double downward arrow
You can open the Entries in the Notes View by double-clicking them:
- When you double-click a Holiday or an Entry you don't own, the View
Entry dialog box appears. Here you will find detailed information about
the Entry.
- If you double-click an Entry that you own (that is, a Daily Note, a
Day Event, or an Upcoming Reminder for an Entry that you or one of your
designates created in your Agenda),
the Edit Entry dialog box appears. In this dialog box you can modify the
Entry.
You can create a Daily Note either by choosing New Daily Note from the
Agenda Menu or by double-clicking in the Notes View below any other Entries
already displayed there. You can also send copies of your Daily Notes to
other users.
The Date Control bar on the
Daily page
The Date Control bar appears along the upper edge of your Agenda pages.
It lets you navigate through your Agenda.
On the Daily page, the buttons work as follows:
- The double left arrow moves you back one week.
- The double right arrow moves you forward one week.
- The left arrow moves you back one day.
- The right arrow moves you forward one day.
- The Shorter Rows button makes the rows of your calendar shorter, without
changing the interval that each Time Slot represents.
- The Taller Rows button makes the rows of your calendar taller, without
changing the interval that each Time Slot represents.
When you click the calendar button, a calendar that allows you to select
a specific date appears on screen.
At the far left of the Date Control bar, you may also see an upward
pointing arrow or a downward pointing arrow. These indicate, respectively,
that there are more Entries earlier and later in your Agenda, which are
not visible on screen at the moment. Scroll up or down in the Day View
to see these Entries.
- See Also
- Customizing the display
- Agenda Entries
- Daily Notes
- Tasks
- Day Events
- Holidays
The Weekly Agenda Page
The Weekly Agenda page is divided into three Views:
- The Week View: subdivided into five, six, or seven Day
Views (according to your preferences)
- The Notes View: subdivided into five,
six, or seven Views (according to your preferences)
- The Date Control bar
You can resize the Week View and the Notes View to suit your needs.
The cursor changes into an "X" when you point at the splitters
between the views. To move the splitters, click the small grey box and
drag the splitter to its new location.
Each of the Day Views contained in the Week View behave in the same
way as the Day View on your Daily Agenda page. By double-clicking the heading
of any of the day columns, you can bring up the Daily Agenda page for that
day. And when you reschedule an Entry on screen, you can move it not only
within the day on which it was scheduled, but also from one Day View to
another within that week.
The Notes View that corresponds to each Day View behaves the same as
The Notes View on the Daily Page. On the
Weekly page you can also drag and drop Day Events and Daily Notes between
days.
The Date Control bar on the
Weekly page
The Date Control bar appears along the upper edge of your Agenda pages.
It lets you navigate through your Agenda.
On the Weekly page, the buttons work as follows:
- The double left arrow moves you back one month.
- The double right arrow moves you forward one month.
- The left arrow moves you back one week.
- The right arrow moves you forward one week.
- The Shorter Rows button makes the rows of your calendar shorter, without
changing the interval that each Time Slot represents.
- The Taller Rows button makes the rows of your calendar taller, without
changing the interval that each Time Slot represents.
When you click the calendar button, a calendar that allows you to select
a specific date appears on screen.
At the far left of the Date Control bar, you may also see an upward
pointing arrow or a downward pointing arrow. These indicate, respectively,
that there are more Entries earlier and later in your Agenda, which are
not visible on screen at the moment. Scroll up or down in the Week View
to see these Entries.
The Monthly Agenda Page
The Monthly Agenda page is divided into two Views:
The Month View
In the Month View, each day of the month has its own grid square where
the Entries scheduled on that day are shown. At the beginning and the end
of the month, any grid squares not used for the current month will contain
the days of the previous or following month in gray. The current date is
displayed in red. You can resize individual columns or rows by clicking
the splitters you want to move with the cursor and dragging them to resize
the column or row. To return to the default grid setting, click the Grid
button on the Date Control bar.
The Month View will display Agenda Entries, Day Events, Daily Notes,
and Holidays. Holiday titles will appear in red next to the date along
the upper edge of the grid square. Agenda Entries will be listed first,
followed by Daily Notes, Day Events, and Holidays. You select an Entry
by clicking it. When an Entry is selected, you can scroll through all the
Entries in the grid square using the up and down arrows on the keyboard.
(Those grid squares containing more Entries than displayed in the grid
square will show an arrow at the top indicating there is more to see below.)
You can do many different things within the Month View:
- Double-clicking the upper edge of a grid square takes you to the Daily
Agenda page for that date.
- Double-clicking an individual Entry that you own allows you to edit
it in the Edit Entry dialog box.
- Double-clicking an Entry that you don't own calls up the View Entry
dialog box, which gives you more information about the Entry.
- Double-clicking beneath existing Entries in a grid square calls up
the New Agenda Entry dialog box, where you can schedule a new Agenda Entry
for that date.
The Month View also lets you move Entries you own from one day to another
by clicking on the Entry and dragging it to another grid square.
The Date Control bar on
the Monthly page
The Date Control bar appears along the upper edge of your Agenda pages.
It lets you navigate through your Agenda using five buttons.
On the Monthly Page, the buttons work as follows:
- The double left arrow moves you back six months.
- The double right arrow moves you forward six months.
- The left arrow moves you back one month.
- The right arrow moves you forward one month.
- The Grid button on the right-hand side of the control bar returns the
calendar grid to its default setting.
When you click the Calendar button, a calendar that allows you to select
a specific date appears on screen.
The Group Agenda
The Group Agenda lets you open several Agendas side by side, so you
can view the Entries of others and schedule Entries at times when everyone
is available. Choose which Agendas will be included in your Group Agenda
using the Selection for Group Agenda dialog box. It appears when you go
to the File menu, select Open Agenda, and then select Open Group Agenda
from the submenu.
The Group Agenda consists of a series of columns. The names of each
person or resource included in the Group
Agenda appears along the top of the columns.
The first column is a Combined view: its blank time slots indicate at
what times all the people and resources in the Group Agenda are available.
The other columns display the individual Agendas that make up the Group
Agenda.
- See Also
- The Day View
- Opening a Group Agenda
Opening Agendas
- In Brief
- From the File Menu select Open Agenda.
- From the submenu select An Agenda.
- Select the Agenda you want to open.
- Click OK.
Details
Select the Agenda you want to open:
- click "Modify your own Agenda" to open your own Agenda
- click "View the Agenda of:" to open the Agenda of another
user
- click "Modify, as Designate, the Agenda of:" to work in the
Agenda of another user as their designate.
To open your own Agenda
Select "Modify your own Agenda" and click OK.
To view the Agenda of another Person or a Resource
Select "View the Agenda of:" and then type the name of the
person or resource in the edit box. If
you do not know the name, click the magnifying glass button to open the
Directory Search. When you have entered your selection,
click OK.
To open the Agenda of another person or resource as a Designate
Select "Modify, as designate, the Agenda of:". From the list
displayed, select the person or resource for whom you wish to work as a
designate. (Only those people and resources who have given you designate
rights will be displayed.) Click OK.
Selecting Users for
the Group Agenda
The Selection for the Group Agenda dialog box appears when you choose
to open a Group Agenda. To do so, go to the File menu, select Open an Agenda,
and from the submenu select A Group Agenda.
- In Brief
- Create a list of all the people and resources
you want to include in the Group Agenda.
- Click OK.
Details
To add people or resources to the list, type their name in the Add edit
box.
If you want to add a resource, type r:, re:, or res: followed by the
resource's name.
If you want to add a group, type g:, gr:, or grp: followed by the group's
name.
You can also search the Directory for the names
of people and resources by clicking the magnifying glass button.
To add a group, click the group button and make your selection.
- See Also
Creating a list of
people or resources
The In-Tray
The In-tray is where you receive and manage Entries (Agenda Entries,
Day Events, Daily Notes, and Holidays) from other users.
The In-tray also contains a list of the Entries you have sent to others,
accepted, and refused.
To access your In-tray, go to the File Menu and select Open In-tray.
The In-tray folders
When you open the In-tray, you will see a folder labeled with your name.
If you have opened other Agendas as a designate, folders will also appear
for the people in whose Agendas you are working.
You open or close a folder by clicking its icon. When you open the folder
with your name on it, four other folders will appear:
- New entries
- Entries you've accepted
- Entries you've sent out
- Entries you've refused
Opening any of these four folders (by clicking them) will display a
list of the folder's contents. Each item in the list is preceded by an
icon, which identifies the item as an Agenda Entry, Daily Note, Holiday,
or Day Event.
The icons appear as follows:
- Agenda Entry - A clock
- Day Event - A star
- Daily Note - A piece of yellow note paper
- Holiday - Balloons
Recurring Entries appear with a stacked icon and a downwards arrow.
Working in the In-tray
You can handle Entries in a number of ways in the In-tray.
Clicking an Entry's icon will display a list of all the people and resources
to whom the Entry has been sent. The icon next to each name indicates how
the person has responded.
- A checkmark indicates the person has accepted the invitation
- An "X" indicates the person has refused the invitation
- A question mark indicates the person has not yet responded to the invitation
Your name also appears on the list of people and resources. If you
double-click your name, the Reply dialog box appears.
If you click the icon of a recurring Entry, however, the Entry's recurrences
with be displayed. Clicking the icon of one of these recurrences displays
the list of people and resources invited.
By double-clicking the title of an Entry created by another user (not
its icon), you will see either the Reply dialog box or the View Entry dialog
box. Double-clicking an Entry you sent displays the Edit dialog box.
You can click and drag Entries from one folder to another. Your Agenda
will automatically make the necessary changes in your Agenda pages.
If you select an Entry and choose Find Entry from the In-tray menu,
the Daily Agenda page on which the Entry appears is displayed.
You can also print an Entry from the In-tray by selecting it and choosing
Print Entry from the In-tray menu. Clicking the Print button on the toolbar
prints the entire contents of the In-tray.
See Also
- New Entries Folder
- Accepted Entries Folder
- Sent Entries Folder
- Refused Entries Folder
- Replying to an Invitation
The New Entries folder
The New Entries folder contains all the invitations to which you have
not responded.
It is a good idea to periodically check your In-tray for new Entries.
You can also choose to receive a mail message notifying you whenever you
receive a new Entry in your In-tray.
- See Also
- Setting up the New Entries
folder
- Mail Notification
The Accepted Entries folder
This folder contains Entries you've accepted, that is, Entries you
have chosen to keep in your Agenda.
You can change your reply to the Entries in this folder by dragging
the Entry to another folder or by double-clicking the title of the Entry
to access the Reply page.
- See Also
- Replying to an Invitation
The Sent Entries folder
This folder contains the Entries you have sent to others.
To delete Entries you have sent out, select the Entry, go to the In-tray
menu, and select Delete Entry.
The Refused Entries folder
This folder contains the Entries you have refused, that is, the Entries
you have chosen not to keep in your Agenda.
You can change your reply to the Entries in this folder by dragging
the Entry to another folder or by double-clicking the title of the Entry
to access the Reply page.
Replying to an Invitation
The Fast Reply dialog box will appear when you double-click an Entry,
if you have set your Preferences to do so.
- In Brief
- Select the appropriate message.
- If you wish to send an e-mail message with your reply, click the mail
message button and create your message.
- If you are replying to an Agenda Entry and would prefer it to be rescheduled
at another time, indicate this by checking the "I would prefer another
time" box.
- Click OK.
Details
When you send a reply to an Invitation, it will automatically be moved
to the appropriate In-tray folder. If you choose to reply later, the Entry
will remain in the New Entries folder.
See Also
Receiving Mail Notification
Tasks
The Tasks Display contains all of your Tasks: active, incomplete, completed,
and overdue.
To open your Tasks Display, select Open Tasks... from the File Menu.
- Summary
- Opening a Tasks Display
- Viewing the Tasks of
another User
- Opening
the Tasks of another User as a Designate
- The Task View of your
Daily Agenda page
- Creating Tasks
- Adding details
and attaching files to a Task
- Setting Reminders for a Task
- Editing Tasks
- See Also
- Entry Defaults for
Tasks
Opening a Task Display
When you select Open Tasks... from the File Menu, you will have three
options to choose from:
- Summary
- From the File Menu, select Open Tasks.
- Select the Task Display you want to open.
- Click OK.
Details
To open your own Tasks
Select "Modify your own Tasks" and click OK.
To view the Tasks
of another Person
Select "View the Tasks of:" and then type the name of the
person in the edit box. If you do not know the name, click the magnifying
glass button to open the Directory Search. When you have entered your selection,
click OK.
To
open the Tasks of another person as a Designate
Select "Modify as designate the Tasks of:". From the list
displayed, select the person for whom you wish to work as a Designate.
(Only those users who have given you designate rights will be displayed.)
Click OK.
- What's Next
- The Tasks View of your
Daily Agenda page
The Task View of
the Daily Agenda Page
The Task View is part of your Daily agenda page. It contains active
Tasks (those whose start dates have passed), Tasks with a due date in the
future (for those Tasks that do not have a start date), and overdue Tasks
for the date you are viewing.
A small box will appear next to each task.
- a grey outline indicates an active Task or a Task due in the future
- a red outline indicates an overdue Task
- a blue checkmark indicates a completed Task
By double-clicking a Task, you can call up the Edit Task dialog box.
This lets you make changes to your Tasks directly on your Daily Agenda
page.
To create a new Task, go to the Agenda Menu and select New Task....
You can also make changes to a Task by selecting it and using the commands
available from the Edit Menu.
- See Also
- Creating Tasks
- Editing Tasks
Creating Tasks
The New Task dialog box (Tasks Menu, New Task... or Agenda Menu, New
Task...) lets you create a Task. Your Task may (or may not) have a due
date, due time, start date, and start time.
- In Brief
- Enter the description of your Task.
- On the General
Page, enter the following: due date and time and/or start date and
time, completion, Priority and Access
level.
- Go to the Reminders page
to set reminders for the start and/or due times.
- On the Details
page you can add comments about your Task or attach
a file.
- When you are done, click OK.
Details
Entering
general information about your Task
On the General page, check the Due date box to set a Due date and time
for your Task. Then enter the Task's due date. Use the arrows to the right
of the box or click the calendar icon. Then enter the due time using the
arrows to the right of the box or by clicking the clock icon.
To set a Start date and time for your Task, check the Start Date box
and follow the same procedure as above.
To indicate how much of the Task has been completed, drag the slider
to the correct value (5% increments). If the Task has been completed, check
the Completion Date box to mark the date on which the Task was finished.
Select a Priority and an Access level
from the pull-down menus. The Access level controls what information other
users will be able to see about the Entry you are creating. If you do not
indicate a Priority and an Access level, your default
options will be used.
Setting reminders for a
Task
On the Reminders page, indicate the reminders you wish to set. You can
set separate reminders for your start time and due time. (If you have not
set a start date, no reminder can be set for the start time. The same is
true for the due date.)
Then set how you wish to be reminded. You can either be reminded by
a pop-up window or you can have the Reminder
appear in the Notes View (at the bottom of the Daily and Weekly Agenda
pages). Click the arrow next to the display box and select one option.
You can be reminded minutes, hours, days or weeks in advance. To view
your options , click the arrow to the right of the box. TSelect an option
and then type the appropriate number in the edit box.
Adding details
and attaching files to a Task
On the Details page you can type your text directly into the edit box
or copy, cut, and paste text from other applications. You can enter up
to 32,000 characters (32K) in this space.
You can also attach an entire file to your Task. To attach a document,
do the following:
- Click Attach.
- Select the file you wish to attach to your Task.
- Click OK.
Should you change your mind, you can remove the file by clicking Remove.
- What's Next
- Editing Tasks
Editing Tasks
To make changes to a Task, use the Edit Task dialog box. You can access
it by double-clicking the Task you want to edit.
The Edit Task dialog box behaves in the same way as the CreateTask dialog
box.
- In Brief
- Change the description of your Task in the edit box.
- On the General Page, you can change the following: due date and time
and/or start date and time, completion, Priority, and Access level.
- Go to the Reminders page to reset reminders for the start and/or due
times.
- On the Details page you can add comments about your Task and attach
or remove files from the Task.
- Click OK when you have finished editing the Task.
See Also
Creating Tasks
Working as a Designate
- Summary
- Working as a Designate
in another User's Agenda
- Working as a Designate
in another User's Task Display
Working as a Designate for
a Resource
- Signing in as a Resource
- Opening the Group Agenda as
a Designate
- See Also
- Assigning Designate Rights
Working as a Designate
in Another User's Agenda
A designate is someone who has the right to work in the Agenda of another
user. However, designates can only carry out those operations the owner
of the Agenda has granted them the right to perform.
Opening an Agenda as a Designate lets you work in someone else's Agenda
on their behalf (the Agenda's owner must first give you the right to do
so). As a designate, you can view, edit, and create Agenda Entries owned
by that Agenda, according to the rights that you have been given.
- See Also
- Opening an Agenda
- Assigning Designate Rights
Working as a Designate
in Another User's Task Display
To open the Tasks of another user as a Designate, select Open Tasks...
from the File menu. Click the button "Modify, as a Designate, the
Tasks of" and select the user from the list displayed. No names will
appear on the list if you have not been granted rights by any other user.
Click OK. The Task View of the selected user will open. You will
then be able to view and modify those Tasks to which you have been given
rights.
See Also
Assigning Designate Rights
Working as a Designate
for a Resource
Whenever you work in the Agenda of a resource,
you should do so as a designate. To do so, you must first sign in as the
resource. As the resource, you can do the following:
- change the assigned access rights (setting modification and scheduling
rights for other users on the system)
- change the password for signing on as the resource
Grant yourself the necessary designate rights, and then access the resource's
Agenda as a designate from within your own Agenda.
See Also
Signing in
Assigning Designate Rights
Opening the Group Agenda
as a Designate
Opening a Group Agenda as a Designate lets you create Entries using
the Group Agenda while working as a designate for someone else.
To open a Group Agenda as a designate, go to the File menu and select
Open Agenda. Then select Open Group Agenda as Designate from the submenu.
The Designate Select dialog box appears, asking you for whom you wish to
work as a designate.
Once you have chosen for whom you are working as a designate, the Selection
for Group Agenda dialog box appears. Use it to select the users who will
be included in your Group Agenda. A Group Agenda is then created. Working
in the Group Agenda as a Designate is the same as working in your own Group
Agenda.
See Also
Assigning Designate Rights
The Group Agenda
Agenda Entries
Agenda Entries are those Entries with a scheduled start and end time.
They may be meetings, courses, or any other event occupying a specific
block of time.
You can assign your Agenda Entries a location, invite others to attend,
and make them recurring events.
- Summary
- Creating an Agenda Entry
- Inviting others to an
Agenda Entry
- Adding
details and attaching files to an Agenda Entry
Setting Reminders
for an Agenda Entry
- Creating a Recurring Agenda
Entry
- Editing an Agenda Entry
- Linking a Task to an Agenda
Entry
- Viewing
an Agenda Entry created by someone else
- Replying to an Agenda Entry received
from someone else
- Finding another
time or date for an Agenda Entry
- Deleting an Agenda Entry
- See Also
- Entry Defaults
for Agenda Entries
Creating an Agenda Entry
Use the New Agenda Entry dialog box to create new Agenda Entries. To
access this dialog box, select New Entry... from the Agenda menu.
Details
Entering
general information about your Entry
On the General page, enter the title of your Agenda Entry in the Title
box. Check the Tentative box if you do not wish to make your Agenda Entry
definite yet. (You can make it definite later by editting the Entry.) When
you check "Tentative", a (T) appears next to the title of your
Entry, indicating that it is a tentative Entry.
In the Date box, enter the date of your Agenda Entry. Use the scroll
buttons to the right of the box or click the calendar icon.
In the Start Time box set the start time of your Agenda Entry. Use the
arrows to the right of the box or click the clock icon. Then set the time
your Agenda Entry will finish in the End Time box.
Notice that the duration of the Agenda Entry appears in the Duration
box. You can adjust the duration of the Agenda Entry by using the arrows
to the right of the box. Your Agenda will automatically adjust the End
Time for you.
Click Check for Conflicts to see if the Entry you are creating
conflicts with Entries already scheduled in your Agenda. If a conflict
is found, your Agenda can help you find another time or date for the Entry.
To do so, click Suggest
a date/time.
Inviting others to
an Agenda Entry
Use the edit box on the General page to add
people, groups, or resources to your Entry. They will be added to the
list box at the bottom of the dialog box.
To add several users or groups at once, use the search feature. Click
the magnifying glass button to open the Directory
Search.
To delete a name from the list you have created, select the name in
the list box and click Delete.
Adding
a location, Importance level and Access level
In the Location edit box, type in the location for your Entry. If this
location is also a resource available on your system (such as a conference
room), you should also include it on your list of participants.
Select an Importance level and an Access level from the pull-down menus.
The Access level controls what information other users will be able to
see about the Entry you are creating. If you do not indicate an Importance
level and an Access level, your default
options will be used.
Creating a Recurring
Agenda Entry
On the Repeating page, indicate how frequently you would like the Entry
to recur (for example, every day, once a week on Wednesdays, on the second
Tuesday of every month, and so on). Click the arrow to the right of the
edit box to display your options (days, weeks, month on day, month on date,
or years). Select one. In the small edit box to the left, enter the appropriate
number. (For example, 1 week, 2 months, 5 years, and so on.)
When you select Week, Month on Date, or Month on Day, your Agenda will
give you a list of days or dates in the list box. Choose one. For example,
if you choose Week, the days of the week will be displayed. Choose on which
day of the week you want the Entry to be scheduled. You can also choose
more than one selection by doing the following:
- To choose a block of consecutive days from the list, hold down Shift
when you click your selections
- To choose several non-consecutive days from the list, hold down Control
when you click your selections
Enter the Start date using the scroll buttons or by clicking the calendar
icon.
Set the End date by clicking either the "Until" or the "For"
button. If you click the "Until" button, set the date using the
scroll buttons or by clicking the calendar icon. If you choose the "For"
button, set the duration by selecting one of the options from the right-hand
edit box (days, weeks, months, years). Then type the interval in the small
left-hand edit box.
To include Saturdays, Sundays, and Holidays when scheduling recurring
Agenda Entries, check the appropriate boxes.
When you click List Dates, your Agenda will display a list of all the
dates on which your Entry has been scheduled. You can choose the way your
Agenda should handle scheduling conflicts.
- If you select Display conflicts, an icon appears next to those dates
with a conflict; if no icon appears there is no conflict on that date.
- If you select Suggest times when conflicts, conflicts will be marked
by an icon. Another dialog box will also appear, suggesting
times where you could reschedule the Entry.
- If you choose Ignore conflicts, your Agenda will only display a list
of dates, without indicating whether a conflict exists.
To generate your list of recurrences, click List Dates. The list
will appear in the list box below. To delete a date from this list, select
the date and click Delete. To delete the entire list, click Clear
All.
You should keep in mind that if you make changes to your parameters
(for example, if you change the "From" date) and then create
another list, your previous list will be overwritten.
If you want to add a date to your list that is not included in the parameters
you entered, use the Additional date edit box.
Create the date using the scroll buttons to the right-hand side of the
edit box or choose the calendar icon. Once the date is set, click Add
to accept it.
Adding
details and attaching files to an Agenda Entry
On the Details page you can type your text directly into the edit box
or copy, cut and paste text from other applications. You can enter up to
32,000 characters (32K) in this space.
You can also attach an entire file
to your Entry. To attach a document, do the following:
- Click Attach.
- Select the file you wish to attach to your Entry.
- Click OK.
Should you change your mind, you can remove the file by clicking Remove.
Setting Reminders
for an Agenda Entry
On the Reminders page, check "Display Reminders" to turn the
reminder on.
Then set how you wish to be reminded. You can either be reminded by
a Pop-up window or you can have the reminder
appear in the Notes View (at the bottom of the Daily and Weekly Agenda
pages). Click the arrow next to the display box and select one option.
You can be reminded minutes, hours, days, or weeks in advance. To view
your options and select one, click the arrow to the right of the box. Then
type the appropriate number in the edit box.
If this is a recurring Agenda Entry, the dates for the Entry appear
in the list box below. The Reminder you have set will apply to only the
selected Entry. To apply the Reminder to all recurrences of the Entry,
click Apply to All.
To turn the reminders off, uncheck "Display Reminders".
- What's Next
- Editing an Agenda Entry
- See Also
- Setting the
Default Entries for Agenda Entries
Editing an Agenda Entry
To make changes to an Agenda Entry you have scheduled, use the Edit
Agenda Entry dialog box. You can access it by either double-clicking the
Entry on your Agenda page or by going to the File menu and selecting Edit
Event....
This dialog box behaves very much like the New Agenda Entry dialog box,
which you used to create the Entry. However, there are two additional pages:
the Linked Tasks page and the Reply page.
The Linked Tasks page lets you create Tasks related to the Entry.
On the Reply page you can indicate whether or not you will attend the
event. (Although you have scheduled the event, you may not be able to attend.
You can decline the event, without cancelling it for the other participants.)
- In Brief
On the General page, you can change the title, date, and time.
You can also make changes to the list of people and resources
you have invited to the Entry.
On the Summary page, you can change the location, Importance
level and Access level you assigned
the Entry.
To add details or attach a file
to your Entry, go to the Details page. Enter your details in the edit box.
Use the Linked Tasks page
to create and manage Tasks related to the Entry.
On the Reminders page you can set a reminder for your Entry. Choose
a reminder type and indicate how soon before the Entry you want to be reminded.
On the Reply page, you can indicate
whether or not you will be attending the event.
When you have completed all your changes, click OK.
Details
Linking a Task to an
Agenda Entry
To create or edit Tasks linked to your Agenda Entry, use the Linked
Tasks page of the Edit Agenda Entry dialog box.
To create a new Task, click New. This will open the Create
Tasks dialog box. To edit a Task you have already linked with this
Entry, double-click the Task on the list.
To delete a Task, select the Task and click Delete. To unlink
a Task from the Agenda Entry, select the Task and click Unlink.
An unlinked task is not deleted. It is simply no longer connected to the
Entry.
When you print an Entry (by selecting Print... from the Agenda menu
or the print button on the toolbar) that has Tasks linked to it, those
Tasks will be included in the print-out.
Note: You cannot link a pre-existing Task with an Entry. A Task linked
to an Entry must be created from within that Entry.
What's Next
Viewing
an Agenda Entry created by someone else
See Also
Creating an Agenda Entry
Viewing
an Agenda Entry Created by Someone Else
The View Entry dialog box displays information about an Agenda Entry
you cannot edit. To view an Entry, either double-click its icon in your
In-tray (if you have set your Preferences for this option) or in your Agenda
page.
This dialog box will only appear if you do not own the Entry you have
selected. If you own the Entry, the Edit
Entry dialog box appears instead. (You cannot edit information about
events you do not own.)
- In Brief
- Enter your Reply to the Entry on the Reply
page. It appears on top when you open an Entry created by another user.
It also contains a summary of the Entry, so you do not necessarily need
to view the other pages of the dialog box.
- If there are details included or there is an attached file, go to the
Details page to view them.
- Use the Linked
Tasks page to create and manage Tasks related to the Entry.
- On the Reminders page you can set a reminder for your Entry. Choose
a reminder type and indicate how soon before the Entry you want to be reminded.
Details
Replying to an Entry
The Reply page of the dialog box lets you reply (or change your reply)
to the Agenda Entry you are viewing.
If the Entry is a recurring one, a list box at the bottom of the dialog
box will show the recurrences of the Entry, and indicate your reply to
them using:
A circled checkmark for Entries you have accepted
A circled "X" for Entries you have refused
A circled question mark for Entries you have not responded to yet.
To change your reply, select the appropriate message from the list.
The message "I would prefer another time" can accompany any of
the options. To send an e-mail message with your reply, click the mail
message button.
If the Entry you are viewing is a recurring one, click Apply to All
to respond to all recurrences. (Otherwise your reply only applies to the
currently selected recurrence of the Entry.)
Linking
a Task to an Agenda Entry
To create or edit Tasks linked to your Agenda Entry, use the Linked
Tasks page.
To create a new Task, click New. This will open the Create
Tasks dialog box. To edit a Task you have already linked with this
Entry, double-click the Task on the list.
To delete a Task, select the Task and click Delete. To unlink
a Task from the Agenda Entry, select the Task and click Unlink.
An unlinked task is not deleted. It is simply no longer connected to the
Entry.
When you print an Entry (by selecting Print... from the Agenda menu
or the print button on the toolbar) that has Tasks linked to it, those
Tasks will be included in the print-out.
Note: You cannot link a pre-existing Task with an Entry. A Task linked
to an Entry must be created from within that Entry.
What's Next
Finding another
time or date for an Agenda Entry
Finding
Another Time or Date for an Agenda Entry
When you create or edit an Agenda Entry, you can ask your Agenda to
suggest a date or time for your Entry. The Agenda will find a block of
time during which all the people and resources invited are available and
that fits your specifications. Clicking Suggest a date/time will bring
up the Suggest Time/Date dialog box.
- In Brief
- Indicate the range of dates within which you want to schedule your
Entry.
- Enter the amount of time you want to find
in the Duration box.
- Indicate the range of time within which you want to schedule your Entry.
- Set the maximum number of suggestions you want to see.
- Click List Suggestions to start the search.
- Select one of the suggestions displayed.
- Click OK.
Details
The time range offers three options to indicate
the time frame for your search.
To specify a time range, click "Between" and set the range
using the arrows to the right of the boxes or by choosing the clock icon.
If you select "Within Normal Hours" your Agenda will use
the Normal Hours you have set in your Scheduling Preferences.
Select "Within Extended Hours" -- your Agenda will use the
Extended Hours you have set in your Scheduling Preferences.
What's Next
Deleting an Agenda Entry
Deleting an Agenda Entry
To delete an Agenda Entry, Task, Day Event, or Daily Note you own,
select it and do one of the following:
Press Ctrl + Del.
Go to the Edit menu and select Delete Selected Entry...
Details
A dialog box appears, asking you whether you really want to delete the
selected item. Click Yes to delete the Entry; click No to
keep the Entry.
Deleting a recurring
Agenda Entry
When you select and delete a recurring Agenda Entry, a dialog box appears
containing all the recurrences of the Entry. Select the instances of the
Entry you want to delete, and click Delete. To select all instances
of the Entry, click Delete All.
Daily Notes
A Daily Note is a short memo you can enter into your Agenda. It does
not have a time. Daily Notes can be up to 64 characters long. They can
be either a one-time note or a recurring one, and you can send others a
copy of your Daily Note.
- Summary
- Creating a Daily Note
- Sending others a copy
of your Note
- Creating a recurring Note
- Setting a reminder for
a Note
- Editing a Daily Note
- Viewing a Daily Note written by someone
else
- Displaying a Note from another user in
your Agenda
- Deleting a Daily Note
Creating a Daily Note
Use the New Daily Note dialog box to create new Daily Notes. To access
this dialog box select New Daily Note... from the Agenda menu.
Creating a Note is similar to creating an Agenda Entry. Fewer fields
appear on certain pages of the dialog box (for example, there are no start
and end times or Importance level),
but the process is basically the same.
- In Brief
- On the General page, enter the text of the Note.
- Select any people and resources you
want to send a copy of
your Note.
- Go to the Summary page. Enter
the Access level for your Note.
- If you are creating a recurring
Note, go the Repeating page. Create the recurrences for your Note.
- Go to the Reminders page
to set a reminder for your Note. Choose a reminder type and indicate how
soon before the Note you want to be reminded.
- Click OK when you have finished.
Details
Sending your Daily
Note to others
Use the edit box on the General page to send a copy of your Note to
other users. They will be added
to the list box at the bottom of the dialog box.
To add several users at once, use the search feature. Click the magnifying
glass button to open the Directory Search.
- To delete a name from the list you have created, select it in the list
box and click Delete.
Adding an Access level
The Access level controls whether other users will be able to see the
Note you are creating. If you do not indicate an Access level, your default
options will be used.
Creating a recurring
Daily Note
On the Repeating page, indicate how frequently you would like the Note
to recur (for example, every day, once a week on Wednesdays, on the second
Tuesday of every month, and so on). Click the arrow to the right of the
edit box to display your options (Days, weeks, month on day, month on date,
or years). Select one. In the small edit box to the left, enter the appropriate
number. (For example, 1 week, 2 months, 5 years, and so on)
When you select Week, Month on Date, or Month on Day, your Agenda will
give you a list of days or dates in the list box. Choose one. For example,
if you choose Week, the days of the week will be displayed. Choose on which
day of the week you want the Note to appear. You can also choose more than
one selection by doing the following:
To choose a block of consecutive days from the list hold down Shift
when you click your selections
To choose several non-consecutive days from the list, hold down Control
when you click your selections
Enter the Start date using the scroll buttons or by clicking the calendar
icon.
Set the End date by clicking either the "Until" or the "For"
button. If you click the "Until" button, set the date using the
scroll buttons or by clicking the calendar icon. If you choose the "For"
button, set the duration by selecting one of the options from the right-hand
edit box (days, weeks, months, years). Then type the interval in the small
left-hand edit box.
To include Saturdays, Sundays, and Holidays when scheduling recurring
Daily Notes, check the appropriate boxes.
To generate your list of recurrences, click List Dates. The list
will appear in the list box below. To delete a date from this list, select
the date and click Delete. To delete the entire list, click Clear
All.
You should keep in mind that if you make changes to your parameters
and then create another list, your previous list will be overwritten.
If you want to add a date to your list that is not included in the parameters
you entered, use the Additional date edit box.
Create the date using the scroll buttons to the right-hand side of the
edit box of choose the calendar icon. Once the date is set, click Add
to accept it.
Setting Reminders
for a Daily Note
On the Reminders page, check "Display Reminders" to turn the
Reminder on. To turn it off, uncheck this box.
Then set how you wish to be reminded. You can either be reminded by
a pop-up window or you can have the reminder
appear in the Notes View (at the bottom of the Daily and Weekly Agenda
pages). Click the arrow next to the display box and select one option.
You can be reminded minutes, hours, days, or weeks in advance. To view
your options and select one, click the arrow to the right of the box. Then
type the appropriate number in the edit box.
If this is a recurring Daily Note, the dates for the Note appear on
the list below. The reminder you have set will apply to only the selected
recurrence. To apply the reminder to all recurrences of the Note, click
Apply to All.
What's Next
Editing a Daily Note
Editing a Daily Note
The Edit Daily Note dialog box lets you make changes to a Note you
have created. Access this dialog box either by double-clicking the Note
in your Agenda Page or by selecting the Note and choosing Open Selected
Entry... from the Agenda menu.
- In Brief
- On the General page you can change the text of your note.
- You can also make changes to the
list of people and resources to whom you have sent a copy of the Note.
- On the Summary page you can change the Access
level you assigned the Note.
- On the Reminders page you can set a reminder for your Note. Choose
a reminder type and indicate how soon before the Note you want to be reminded.
- On the Reply page, you can indicate whether or not you want to keep
the Note in your Agenda. (Although you created the Note, you may no longer
want to keep it in your Agenda. If you decline the Note, it will be removed
from your Agenda, but will still exist for those people to whom you have
sent a copy.)
- Click OK when you have finished.
- What's Next
- Viewing a Daily Note
Viewing a Daily Note Written by
Someone Else
The View Note dialog box displays information about the Daily Note
you have selected. You can view Notes by either double-clicking them in
your In-tray or in your Agenda page.
This dialog box appears only if you do not own the Note you have selected.
If you own the Note, the Edit dialog box
appears instead. (You cannot edit information about events you do not own.)
- In Brief
- Enter your Reply to the Note on the
Agenda page. It appears on top when you open a Note created by another
user. It also contains a summary of the Note, so you do not necessarily
need to view the other pages of the dialog box.
- On the Reminders page you can set a reminder for your Entry. Choose
a reminder type and indicate how soon before the Entry you want to be reminded.
- Click OK.
Details
Replying to a Note
The Agenda page of the dialog box lets you decide whether you want to
keep the Note you are viewing in your Agenda.
If the Note is a recurring one, a list box at the bottom of the dialog
box will show the recurrences of the Note, and indicate your reply to them
using:
- A circled checkmark for Notes you have kept in your Agenda
- A circled "X" for Notes you have removed from your Agenda
- A circled question mark for Notes about which you have not yet made
a decision.
To change your reply, select the appropriate message from the list.
If the Note you are viewing is a recurring one, click Apply to All
to respond to all recurrences. (Otherwise your reply only applies to the
currently selected recurrence.)
- What's Next
- Deleting a Daily Note
Deleting a Daily Note
To delete a Daily Note you own, select it and do one of the following:
Press Ctrl + Del.
Go to the Edit menu and select Delete Selected Entry...
Details
A dialog box will appear, asking you whether you really want to delete
the selected item. Click Yes to delete the Note; click No to
keep the Note.
Deleting a recurring Daily Note
When you select and delete a recurring Note, a dialog box will appear
containing all that note's recurrences. Select the instances of the Note
you want to delete, and click Delete. To select all instances of
the Note, click Delete All.
Day Events
A Day Event is an Entry that runs for an entire day. However, it does
not block out the time in your Agenda. You can still schedule regular Entries
for that day without creating a conflict. Day Events can be either a one-time
event or a recurring one, and you can invite others to your Day Events.
- Summary
- Creating a Day Event
- Inviting others to your
Day Event
- Creating a recurring Day
Event
- Setting a reminder for
a Day Event
- Editing a Day Event
- Viewing a Day Event created by someone
else
- Replying to a Day Event to which
you have been invited
- Deleting a Day Event
Creating a Day Event
Use the New Day Event dialog box to create new Day Events. To access
this dialog box select New Day Event... from the Agenda menu.
Creating a Day Event is similar to creating an Agenda Entry. Fewer fields
appear on certain pages of the dialog box (for example, there are no start
and end times or Importance level),
but the process is basically the same.
- In Brief
- On the General page, enter the title of the Day Event.
- Select any people and resources you
want to invite to your
Day Event.
- Go to the Summary page. Enter
the Access level for your Day Event.
- If you are creating a recurring
Day Event, go the Repeating page. Create the recurrences for your Day
Event.
- Go to the Reminders page
to set a reminder for your Day Event. Choose a reminder type and indicate
how soon before the Day Event you want to be reminded.
- Click OK when you have finished.
Details
Inviting others to
your Day Event
Use the edit box on the General page to invite other people and resources
to your Day Event. They will be added
to the list box at the bottom of the dialog box.
To add several people, resources, or groups at once, use the search
feature. Click the magnifying glass button to open the Directory
Search.
- To delete a name from the list you have created, select it in the list
box and click Delete.
Adding an Access level
The Access level controls whether other users will be able to see the
Day Event you are creating. If you do not indicate an Access Level, your
default options
will be used.
Creating a recurring Day
Event
On the Repeating page, indicate how frequently you would like the Day
Event to recur (for example, every day, once a week on Wednesdays, on the
second Tuesday of every month, and so on). Click the arrow to the right
of the edit box to display your options (Days, weeks, month on day, month
on date, or years). Select one. In the small edit box to the left, enter
the appropriate number. (For example, 1 week, 2 months, 5 years, and so
on.)
When you select Week, Month on Date, or Month on Day, your Agenda will
give you a list of days or dates in the list box. Choose one. For example,
if you choose Week, the days of the week will be displayed. Choose on which
day of the week you want the Entry to be scheduled. You can also choose
more than one selection by doing the following:
To choose a block of consecutive days from the list hold down Shift
when you click your selections;
To choose several non-consecutive days from the list, hold down Control
when you click your selections.
Enter the Start date using the scroll buttons or by clicking the calendar
icon.
Set the End date by clicking either the "Until" or the "For"
button. If you click the "Until" button, set the date using the
scroll buttons or by clicking the calendar icon. If you choose the "For"
button, set the duration by selecting one of the options from the right-hand
edit box (days, weeks, months, years). Then type the interval in the small
left-hand edit box.
To include Saturdays, Sundays, and Holidays when scheduling recurring
Day Events, check the appropriate boxes.
To generate your list of recurrences, click List Dates. The list
will appear in the list box below. To delete a date from this list, select
the date and click Delete. To delete the entire list, click Clear
All.
You should keep in mind that if you make changes to your parameters
and then create another list, your previous list will be overwritten.
If you want to add a date to your list that is not included in the parameters
you entered, use the Additional date edit box.
Create the date using the scroll buttons to the right-hand side of the
edit box of choose the calendar icon. Once the date is set, click Add
to accept it.
Setting Reminders for
a Day Event
On the Reminders page, check "Display Reminders" to turn the
Reminder on. To turn it off, uncheck this box.
Then set how you wish to be reminded. You can either be reminded by
a pop-up window or you can have the reminder
appear in the Notes View (at the bottom of the Daily and Weekly Agenda
pages). Click the arrow next to the display box and select one option.
You can be reminded minutes, hours, days, or weeks in advance. To view
your options and select one, click the arrow to the right of the box. Then
type the appropriate number in the edit box.
If this is a recurring Day Event, the dates for the Day Event appear
on the list below. The reminder you have set will apply to only the selected
recurrence. To apply the reminder to all recurrences of the Day Event,
click Apply to All.
What's Next
Editing a Day Event
Editing a Day Event
The Edit Day Event dialog box lets you make changes to a Day Event
you own. Access this dialog box either by double-clicking the Day Event
in your Agenda Page or by selecting it and choosing Open Selected Entry...
from the Agenda menu.
- In Brief
- On the General page you can change the title of your Day Event.
- You can also make changes to the list of people and resources
you have invited to the Day Event.
- On the Summary page you can change the Access
level you assigned the Day Event.
- On the Reminders page you can set a reminder for your Day Event. Choose
a reminder type and indicate how soon before the Day Event you want to
be reminded.
- On the Reply page, you can indicate whether or not you want to keep
the Day Event in your Agenda. (Although you created the Day Event, you
may no longer want to keep it in your Agenda. If you decline the Day Event,
it will be removed from your Agenda, but will still exist for those people
you have invited.)
- Click OK when you have finished.
- What's Next
- Viewing a Day Event
Viewing a Day Event Created by Someone
Else
The View Day Event dialog box displays information about the Day Event
you have selected. You can view Day Events by either double-clicking them
in your In-tray or in your Agenda page.
This dialog box appears only if you do not own the Day Event you have
selected. If you own it, the Edit dialog
box appears instead. (You cannot edit information about events you
do not own.)
- In Brief
- Enter your Reply to the Day Event
on the Agenda page. It appears on top when you open an Entry created by
another user. It also contains a summary of the Day Event, so you do not
necessarily need to view the other pages of the dialog box.
- On the Reminders page you can set a reminder for your Day Event. Choose
a reminder type and indicate how soon before the Day Event you want to
be reminded.
- Click OK.
Details
Replying to a Day Event
The Agenda page of the dialog box lets you decide whether you want to
keep the Day Event you are viewing in your Agenda.
If the Day Event is a recurring one, a list box at the bottom of the
dialog box will show the recurrences of the Note and indicate your reply
to them using:
- A circled checkmark for Day Events you have kept in your Agenda
- A circled "X" for Day Events you have removed from your Agenda
- A circled question mark for Day Events about which you have not yet
made a decision
To change your reply, select the appropriate message from the list.
If the Day Event you are viewing is a recurring one, click Apply
to All to respond to all recurrences. (Otherwise your reply applies
only to the currently selected recurrence.)
- What's Next
- Deleting a Day Event
Deleting a Day Event
To delete a Day Event you own, select it and do one of the following:
Press Ctrl + Del.
Go to the Edit menu and select Delete Selected Entry...
Details
A dialog box appears, asking you whether you really want to delete the
selected item. Click Yes to delete the Day Event; click No to
keep the Day Event.
Deleting a recurring Day Event
When you select and delete a recurring Day Event, a dialog box will
appear containing all its recurrences. Select the instances of the Day
Event you want to delete, and click Delete. To select all its instances,
click Delete All.
Holidays
On your Daily and Weekly Agenda pages Holidays are displayed in the
Notes View. They appear next to the date in the Monthly Agenda page. The
Balloon icon indicates a Holiday.
Holidays appear in the New Entries folder of your In-tray, where you
can decide whether to keep them in your Agenda.
- Summary
- Creating a Holiday
- Editing and Deleting Holidays
- Viewing a Holiday
- Displaying a Holiday in the Agenda
- Setting reminders for a Holiday
Creating a Holiday
You can enter Holidays into the Agenda (provided you have been granted
the authorization to do so) by selecting Holidays... from the Edit menu.
- In Brief
- Enter the name of the Holiday in the Title box.
- Enter the date of the Holiday.
- Click the checkmark to accept the new Holiday.
- Click Done when you have finished (you may wish to create more
than one holiday at a time).
Details
All the Holidays in the system appear in the list box. You can sort
them according to date or title by clicking the appropriate button.
Deleting a Holiday
To delete a Holiday from the list, select the Holiday and click Delete.
Note: You cannot edit a Holiday. If you need to make changes to a Holiday
you have created, you must delete it and create a new one.
Viewing a Holiday
This dialog box displays information about the Holiday you have selected.
It appears when you double-click the Holiday in your In-tray (if you have
set your Preferences for this option) or your Agenda pages.
- In Brief
On the Agenda page, indicate whether
you want to keep (i.e., display) the Holiday in your Agenda.
You can set a Reminder
for the Holiday by using the Reminders page.
Click OK.
Details
Replying to a Holiday
The Agenda page of the dialog box lets you decide whether you want to
keep the Holiday you are viewing in your Agenda.
To change your reply, select the appropriate message from the list.
Setting Reminders for
a Holiday
On the Reminders page, check "Display Reminders" to turn the
Reminder on. To turn it off, uncheck this box.
Then set how you wish to be reminded. You can either be reminded by
a pop-up window or you can have the reminder
appear in the Notes View (at the bottom of the Daily and Weekly Agenda
pages). Click the arrow next to the display box and select one option.
You can be reminded minutes, hours, days, or weeks in advance. To view
your options and select one, click the arrow to the right of the box. Then
type the appropriate number in the edit box.
Reminders
You can set reminders for your Agenda Entries, Day Events, Daily Notes,
Holidays, and Tasks when you create, edit, or view them. To do so, use
the Reminders page of the dialog box.
There are two types of reminders available: Pop-Up Reminders and Upcoming
Reminders.
- Summary
- Pop-Up Reminders
- Upcoming Reminders
- See Also
- Setting up the Entry Defaults
Pop-Up Reminders
A Pop-Up Reminder is a dialog box that appears on-screen at the time
you set. It contains information about the Entry of which you are being
reminded.
You can clear or snooze the Reminder. You can also open the Entry to
view it in detail.
- In Brief
- View the Reminders in the dialog box (click Next to scroll through
multiple Reminders).
- Choose how you wish to handle the Reminder (Clear or Snooze).
Details
The Reminders Pop-Up dialog box contains information about the Entry
about which you are being reminded. It can contain more than one Reminder
at a time. To scroll thought the Reminders, click Next.
Click Snooze to postpone the Reminder. Clicking Clear permanently
turns off the Reminder you are viewing; Clear All permanently turns
off all the Reminders contained in the dialog box.
Click View to display the Entry about which you are being reminded
(you cannot edit the Entry here).
To turn all your pop-up reminders off temporarily, type Ctrl + R.
Type Ctrl + R again to reactivate them.
- What's Next
- Upcoming Reminders
Upcoming Reminders
Upcoming Reminders appear in the Notes View of your Daily and Weekly
Agenda pages.
They can appear days, weeks, months, or even years before the Entry,
and appear on every day during your chosen interval. For example, if you
set an Upcoming Reminder a week in advance, it will appear in the Notes
View each day for the week leading up to your Entry.
By double-clicking an Upcoming Reminder, you can open the Entry to view
it.
These Reminders will appear in your Notes View even if you turn off
the pop-up Reminders (Ctrl + R).
Creating Lists
of People and Resources
Whenever you need to add people, resources, or groups to a list (such
as when you are inviting people to an event, reserving resources, or creating
a group), you will follow the steps outlined below.
- In Brief
- Enter the name of the person,
resource, or group
in the edit box.
- Click the checkmark to accept the name. (Clicking the "X"
will erase the name.)
- If you are unsure of the name, click the magnifying glass button to
open the Directory Search.
- If you want to add an entire group, click the group button to open
the Select a Group dialog
box.
- Repeat until all the people and resources you want are on the list.
Details
Entering a person's
name in the edit box
To add a person to the list you are creating, type the person's name
in the edit box. You can also enter the person's initials (leave a space
between the two letters).
If a person's first or last name consists of two words, the words must
be joined by a caret (^). For example: Mary^Jane Wray or John Van^der^Wegen.
Should there be more than one person in the database with the initials
you have entered, a list of names will appear. Select the correct person
from that list.
You can also choose to enter a person's organization units, with or
without the user's name. The organization units must be separated from
the name, and from one another, by slashes. For example: Jay Ford/CORP/MKTG/EXT.
Depending on your company's system of organization, a person may have
as many as four organization units.
Once the name is in the edit box, click the checkmark to add it to your
list.
Entering a resource
in the edit box
To enter the name of a resource in
the edit box, type, "r:", "re:", or "res:",
followed by the resource's name. You can also enter the resource number.
It must be preceded by a slash. For example: r: Meeting Room/R222.
Once the resource's name is in the edit box, click the checkmark to
add it to the list.
Entering a group in
the edit box
To enter the name of a group in the edit box, type "g:". "gr:",
or "grp:" followed by the group's name.
Once the group's name is in the edit box, click the checkmark to add
it to the list. The members of the group will appear on the list individually
(the name of the group will not actually appear on the list.)
Using the Select a Group
box
You can also click the Group button to access the Select a Group dialog
box.
Check the types of groups you wish to see. The corresponding groups
will be displayed in the left-hand list box. When you select a group in
that list, its members will be displayed in the right-hand list box.
To add a group to your list, select the group in the left-hand list
box and click OK. The group's members will be added to the list
you are creating.
Groups
Your Agenda can create groups of users, allowing you to schedule Entries
with a number of people and resources more simply.
- Summary
- Creating groups
- Modifying and deleting groups
- See Also
- Creating a list of
people and resources
Creating groups
You can create groups of people and resources within your Agenda.
To create a group, go to the Edit menu on the main window and select
Manage Groups.
- In Brief
- Enter the name of the group in the Add Group edit box.
- Select a group type from the pull-down
menu.
- Click the checkmark to create the group. It now appears in the list
of groups.
- Add people or resources to the group
using the Add Member
edit box. Members' names will appear in the list box below.
- Click OK.
Details
You can print a list of the groups that exist on your system by clicking
Print Groups. The print-out will contain a list of all groups, with
a list of each group's members (up to a maximum of 50 members).
To print a list of the members of a specific group, select the group
and click Print Members. The print-out will list all the members
of the group.
- What's Next
- Modifying and deleting groups
Modifying and Deleting
Groups
You can modify or delete existing groups using the Group Management
dialog box. Open it by selecting Manage Groups from the Edit menu in the
main window.
- In Brief
- Select the group you want to modify from the list of groups available.
The name will then appear in the Modify Selected Group edit box.
- You can now edit the group's name.
- You can also assign the group a new group
type.
- To add new members to the group, use the Add
Member edit box.
- To delete members, select the member from the list and click Delete
Member.
- To delete the group completely, click Delete Group.
- Click OK.
Searching
You can access the Directory Search dialog box from any dialog box
where you need to enter the names of people, resources, or groups. To do
so, click the magnifying glass button.
The Directory Search will also appear when you select Search Directory
from the Edit menu of the main window.
The Directory Search will look and function differently, depending on
the kind of search you are doing. There are three types of searches possible:
- searching for a single user
- searching for several users
- viewing the directory
You can also search to find where a person, resource, or group will
be on a particular date or at a particular time by using the Where Is...?
dialog box.
- See Also
- Searching for a single user
- Searching for several users
- Viewing the Directory
- Where is...?
Searching for a Single User
When you click the magnifying glass button in a dialog box where you
can select only one person or resource, the Directory Search dialog box
that appears will only allow you to select a single user.
This is the case, for example, when you search for a user name in the
Open an Agenda dialog box.
- Summary
- Using the People page
- Using the Resources page
- Using the Groups page
- See Also
- User Information
- Resource Information
Searching for Several Users
When you click the magnifying glass button in a dialog box where you
can select several people or resources, the Directory Search dialog box
will allow you to select several users.
This is the case, for example, when you are creating a list of participants
for an Entry.
The People, Resources, and Groups pages of the dialog box look and
function the same way when selecting a several users. However, you can
create a list of users, from one or more of the pages in the Search dialog
box.
- Summary
- Using the People page
- Using the Resources page
- Using the Groups page
Creating a list of people or resources
- See Also
- User Information
- Resource Information
Viewing the Directory
The Directory Search dialog box that appears when you select Directory
Search from the Edit menu of the main window lets you search for people,
resources, and groups. However, you cannot select a user or create a list
from here. The Directory Search simply provides quick access to information
about the people, resources, and groups on your system.
- Summary
- Using the People page
- Using the Resources page
- Using the Groups page
- See Also
- User Information
- Resource Information
Using the People Page to Select
a Single User
To search for and select a person, use the People page of the Directory
Search dialog box.
- In Brief
- Enter a search parameter,
such as a name, initials, or organization unit.
- Click Search.
- Select the person from the list of people
found.
- Click OK.
Details
Entering search parameters
You must enter a search parameter to begin your search. You can type
in the first few letters of a person's last name or enter information in
any of the other available fields. If you click Search without entering
a search parameter, all the people in the system directory may appear in
the list box. On some systems, however, you may get the message, "Surname
string too short", in which case you will need to enter a search parameter.
The search results
The results of your search will be displayed in the list box at the
bottom of the dialog box. Those users appearing with an (F) next to their
name are foreign users. Those users with an (R) or other notes in brackets
next to their names are remote users.
Printing your search results
You can print the entire list of users found by clicking Print.
- What's Next
- Using the Resources page to select
a single user
Using the Resources Page to
Select a Single User
To search for and select a resource, use the Resources page of the
Directory Search dialog box.
- In Brief
- Enter a search parameter
-- either part of the resource name or resource number.
- Check "Local Resources Only" if you want to limit your search.
- Click Search.
- Select the resource from the list of
resources found.
- Click OK.
Details
Entering search parameters
You must enter a search parameter to begin your search. You can enter
either part of the resource name or resource number. If you click Search
without entering a search parameter, all resources in the system directory
may appear in the list box. You can also limit your search by checking
"Local Resources Only". Only those resources with an Agenda on
the same node as yours will be displayed.
The search results
The results of your search will be displayed in the list box at the
bottom of the dialog box. If you have not limited your search to local
resources, those resources with an (R) or other notes in brackets next
to their names are remote resources.
Printing your search results
You can print the entire list of resources found by clicking Print.
- What's Next
- Using the Groups page to select a
single user
Using the Groups Page to Select
a Single User
To search for and select a person or resource, you can use the Groups
page of the Directory Search dialog box.
- In Brief
- Check the types of groups you want displayed.
- Click Search.
- Select a group. Its members will be displayed in the list
of people or resources found.
- Select the person or resource.
- Click OK.
Details
This page of the Search directory will not appear if you click the magnifying
glass button from the sign-in dialog box. Only the People and Resources
pages will appear in that case.
Group types
Each group is assigned one of four group types. These control who has
access to each group. Public groups are those groups available to other
users. Private groups are those groups you have created only for your own
use.
The search results
The members of the group you have selected will be displayed in the
list box at the bottom of the dialog box.
Printing your search results
You can print the entire list of users found by clicking Print.
- What's Next
- Creating a list of people or resources
Creating a List of People or
Resources
The bottom part of the Directory Search dialog box for selecting several
people or resources consists of two list boxes and a series of buttons.
These let you construct your list using one or more pages of the dialog
box.
The left-hand list box contains the list of people or resources
found when you did your search.
The right-hand list box contains the list of people or resources you
create.
The Add,
Add
All, and Remove
buttons let you move people and resources from one list to the other.
Use the pages of the dialog box to find a list of users, as you would
when searching for a single user.
Adding one
person or resource to the list
From the list of users found, select the person or resource you want
to add to your list. Click Add to include them to the right-hand list.
Adding
several people or resources to the list at once
To select a number of consecutive names on the list, hold down Shift
and click the first and last names. To select a number of non-consecutive
names from the list, hold down Ctrl and click each name.
Once you have selected the names, click Add.
To add the entire list of people or resources found, click Add All.
Removing
a person or resource from the list you have created
You can remove a person or resource from the list you are creating by
selecting their name in the right-hand list box and clicking Remove.
- See Also
- User Information
- Resource Information
User Information
Click the Information button in the Directory Search dialog box to
see the information available about the selected person.
The information available may include:
- The person's name
- Employee number
- Phone number and extension
- Fax number
- Job title
- Office mailing address
Not all information may be available for all people.
If your system administrator has given you the right to do so, you can
change the information available about yourself by selecting User Information
from the Edit menu in the main window.
- See Also
- Resource Information
Resource Information
Click the Information button in the Directory Search dialog box to
see the information available about the selected resource.
The information available may include:
- The resource's name
- The resource number
- The location
- The capacity
- The name of the resource's administrator
- The phone number of the resource's administrator
- The fax number of the resource's administrator
Not all information may be available for all resources.
Locating a user, resource, or group
The Where is...? dialog box allows you to find out what other people,
resource, or groups have scheduled in their Agendas at a specific time.
Open the dialog box by selecting Where is... from the Edit menu of
the main window.
- In Brief
- Enter the name of the person, resource,
or group you wish to locate.
- Specify the time and date at which you want to look.
- Click the checkmark to search their Agenda.
- Click Done to dismiss the dialog box.
Details
Should you not have the right to view the Entries scheduled, the display
will simply indicate that the user or resource is busy.
Access Rights
You can grant others access rights to your Agenda and control which
of your Entries other users can view by using the Access Rights dialog
box. You can also prevent other users from inviting you to Entries.
Open the Access Rights dialog box by from the main window (Edit Menu,
Access Rights).
Creating a list of users with access rights
The Access Rights dialog box has four pages on which you can grant various
rights to users: designate rights, viewing
rights, Task viewing rights, and, scheduling rights.
You can set default rights that apply to most users, and create a list
of other users, to whom you can grant rights individually.
To set the default rights on each page, select "Default: Any unlisted
person" from the list box at the bottom of the dialog box and set
the rights you want most users to have. These default settings will apply
to any user not specifically granted other rights.
To grant a user special rights, you must add
that person's name to the list. Once the name is in the list box, you
can select it and grant the user special rights on one, some, or all of
the pages of the dialog box. On those pages where you don't want to give
the selected user special rights, you can grant default rights by checking
"Same as Default".
- See Also
- Granting Designate Rights
- Granting Viewing Rights
- Granting Task Viewing Rights
- Granting Scheduling Rights
Granting Designate Rights
Use the Designate page of the Access Rights dialog box to grant selected
users the right to work as a designate in your Agenda.
- In Brief
- Select the user for whom you are setting rights from the list at the
bottom of the dialog box.
- Check those boxes corresponding to the
rights you want to grant the selected user.
- Click OK.
Details
You can grant a user rights to different
types of Entries according to the Access level you have assigned that person.
You can also assign different degrees of access at each level.
Note that you must grant the user the right to modify at least one level
of Entry in order to grant that person the right to open your Agenda as
a designate.
Can modify
If you grant a user the right to modify Entries, that person will be
able to view, edit, and delete Entries on your behalf.
Can view
If you grant a user the right to view your Entries, they will be able
to fully view and reply to your Entries on your behalf.
See times only
If you grant a user the right to only see the times of your Entries,
that person will see a block of busy time, but no details.
What's Next
Granting Viewing Rights
Granting Viewing Rights
Use the Viewing page of the dialog box to control how much information
other users can see about your Agenda Entries, Day Events, and Daily Notes.
- In Brief
- Select the user for whom you are setting rights from the list at the
bottom of the dialog box.
- Check those boxes corresponding to the viewing rights you want to grant
the selected user.
- Click OK.
Details
You have three options available for each Access level:
- View Details: the user will be able to see the full details of your
Entries
- Times Only: the user will only see that there is an Entry scheduled
- None: the user will not see the Entry
Note that if you grant Times Only, the user will not be able to see
Daily Notes or Day Events, which have no times.
- What's Next
- Granting Task Viewing Rights
Granting Task Viewing Rights
Use the Tasks page of the Access Rights dialog box to grant selected
users the right to view your Tasks.
- In Brief
- Select the user for whom you are setting rights from the list at the
bottom of the dialog box.
- Check those boxes corresponding to the viewing rights you want to grant
the selected user.
- Click OK.
Details
When you grant viewing rights to your Tasks, you either grant the user
full viewing rights or no viewing rights. That is, that person will either
be able to view all of your Task or not be able to see it at all.
Note that public Tasks can always be viewed by other users.
- What's Next
- Granting Scheduling Rights
Granting Scheduling Rights
Use the Scheduling page of the Access Rights dialog box to control
which users can invite you to events.
- In Brief
- Select the user for whom you are setting rights from the list at the
bottom of the dialog box.
- Uncheck the box to prevent a user from inviting you to events. If the
box is checked, the user can invite you.
- Click OK.
Details
If a user tries to invite you to an event once you have denied them
the right to do so, a message box will appear, alerting them to the fact
that they cannot invite you.
Setting up Your Preferences
You can personalize your Agenda by setting your preferences for many
of the its functions.
It is important to remember that changes you make to any preferences
will not apply until you have closed and reopened the window in which these
preferences apply.
- See Also
- Customizing your display
- Changing how names
appear in the Agenda
- Changing
how dates and times appear in the Agenda
- Changing the time zone
- Setting up the In-tray folders
- Setting up the Entry defaults
- Setting up the Off-line Agenda
- Receiving mail notification
Customizing Your Display
Set up your Agenda display using the Display page of the Agenda Preferences
dialog box (Main window, Edit Menu, Preferences, Agenda...).
- In Brief
- Adjust the display hours.
- Choose which day will start your week.
- Choose whether to include Saturdays and Sundays.
- Choose which Entries and information to display.
- Select a color scheme.
- Click OK.
Details
Setting the display hours indicates the central block of time that will
be displayed on your Agenda. You will still be able to see earlier or later
time slots by scrolling up or down. Enter the times either by using the
scroll buttons or by clicking the clock button to select a specific hour.
The interval controls the amount of time that will be included in each
time slot. Your time slots can contain from 5 to 60 minutes.
Select the day on which you want each week to begin. It will be the
leftmost column in your Week View. To include Saturdays and Sundays in
your Week View, check the appropriate boxes.
Your Day, Week, and Month Views can include a variety of Entries and
information. Choose what types of Entries and information you want included
by checking the appropriate boxes:
- Declined Entries
- Unconfirmed Entries
- Entry Location
- Entry Times
- Entry Icons
The color codes in your Agenda Entries give you a clearer picture of
the Entries in your Agenda, even at a quick glance. Your Agenda Entries
can be color coded in one of three ways:
- By Importance level: this indicates the level of Importance assigned
to the Entry
- By Status: this indicates whether you plan to attend the Entry (depending
on your response to the invitation you received in your In-tray)
- By Ownership: this indicates whether you own the Entry.
Choose the color scheme you wish to use.
Changing Name
Formats in the Agenda
Choose your name and resource formats by using the Names page of the
General Preferences dialog box (Main window, Edit menu, Preferences, General...).
- In Brief
- Select a name format.
- Select a resource format.
- Click OK.
Details
Enter your preferred name format by selecting one of the formats offered.
Then check off which organization units (if any) you want displayed with
the person's name. You can also choose how you would like the organization
units displayed by checking off one of the formats shown in the dialog
box.
You can set your preferred format for resource names as well. Choose
one of the three formats offered in the dialog box.
Setting
Preferences for Dates and Times
You can set your preferences for the date and time formats using the
Date and Time page of the General Preferences dialog box (Main window,
Edit Menu, Preferences, General...).
- In Brief
- Select a short date format.
- Select a long date format.
- Select a time format.
- Click OK.
Details
The Agenda will use your preferred date and time formats in its displays.
Enter your long and short date format preferences by selecting from
the options available. You can type the character of your choice as a separator
for the short date format.
The current time can be displayed on your Agenda pages and elsewhere
using either the 12-hour (AM/PM) or the 24-hour format. Select your preferred
option.
Changing the Time Zone
Your Agenda can change time zones to accommodate any travel or long-distance
scheduling you may require. To change time zones, use the Time Zone page
of the General Preferences dialog box (Main window, Edit menu, Preferences,
General...).
- Summary
- Selecting your time zone
- Changing your time zone
temporarily
- Changing your time zone
permanently
Selecting Your Time Zone
There are two ways to select the time zone you wish to use.
If you know the name of the time zone you wish to use, enter it in
the top edit box, or select it from the list available by clicking the
arrow to the right of the edit box.
If you do not know the name of the time zone you wish to use, you can
select the name of the region whose time zone you wish to use. To do so,
click Load Regions. The Agenda will then display a list of countries
and regions in the Regions list box. Choose the region whose time zone
you wish to use - you will see its name displayed in the upper edit box
as well.
What's Next
Changing your time zone
temporarily
Changing your time zone
permanently
Changing Your Time
Zone Temporarily
By default, the Agenda will assume you want to change your time zone
temporarily.
- In Brief
- Select a time zone.
- Check "For This Session Only".
- Click OK.
Details
All you need to do to change your time zone temporarily is make sure
that "For This Session Only" is checked. The next time you log
in to your Agenda, you will have returned to your permanent time zone.
To return to your permanent time zone without first closing your Agenda,
return to the Time Zone preferences page and click Revert to Host's
Time Zone.
Changing Your Time
Zone Permanently
You can change your permanent time zone if your system administrator
has granted users the right to this function. (If you do not have the right
to this function, you will not be able to select the option "For Future
Sessions".)
- In Brief
- Select a time zone.
- Check "For Future Sessions".
- Click OK.
Details
To change your time zone permanently, select
your time zone, and check the option "For Future Sessions".
The time zone for your Agenda will be changed to the new time zone, and
all events will be shown in their new corresponding time slots.
Before the change is made a box will appear, asking you to confirm that
you wish to change your time zone permanently.
To return temporarily to the same time zone as the server
to which you are connected, return to the Time Zone preferences page and
click Restore Saved Time Zone. This will temporarily reinstate the
server's time zone.
If you change your time zone permanently, the new time zone will be
your default time zone for future sessions. The only way to revert to the
server's time zone as your permanent time zone is to enter
it in the top edit box and then check "For Future Sessions".
Configuring the In-Tray
Folders
The In-tray Preferences dialog box (Main window, Edit Menu, Preferences,
In-tray...) controls how the In-tray will treat your new Entries, accepted
Entries, refused Entries, and the Entries you have sent to others.
- Summary
- Setting up the New Entries
Folder
- Setting up the Accepted
Entries Folder
- Setting up the Sent Entries
Folder
- Setting up the Refused
Entries Folder
Configuring the New
Entries Folder
The New page of the In-tray Preferences dialog box (Main window, Edit
Menu, Preferences, In-tray...) controls how the In-tray will treat Entries
you receive from other users.
- In Brief
- Select your preferred options.
- Click OK.
Details
Your Agenda can treat new Entries in one of two ways. By double-clicking
a new Entry you can either reply to the Entry or view it.
Fast Reply to the Entry lets you answer the Entries you receive
without viewing them first.
View the Entry lets you read the Entries you receive before
responding.
What's Next
Setting up the Accepted
Entries Folder
Configuring the
Accepted Entries Folder
The Accepted page of the In-tray Preferences dialog box (Main window,
Edit Menu, Preferences, In-tray...) controls how the In-tray will treat
Entries you have accepted from other users.
- In Brief
- Select your preferred options.
- Select the range of Entries to be displayed.
- Click OK.
Details
You can access and view the Entries you have accepted in different ways.
You can do one of the following:
Change your reply without first viewing the Entry
View the entire Entry
You can also choose to see either all of the Entries you have accepted,
or limit the display in the In-tray to only a specific range. Select the
option you prefer. If you choose to see only a limited range of Entries,
enter the interval for which you would like your Entries displayed.
- What's Next
- Setting up the Sent Entries
Folder
Configuring the Sent
Entries Folder
The Sent page of the In-tray Preferences dialog box (Main window, Edit
Menu, Preferences, In-tray...) controls how the In-tray will treat Entries
you have sent to other users.
- In Brief
- Select the range of Entries to be displayed.
- Click OK.
Details
You can either choose to see all of the Entries you have sent out or
limit the display in the In-tray to only a specific range. Select the option
you prefer from the In-tray Preferences dialog box. If you choose to see
only a limited range of Entries, enter the interval for which you would
like your Entries displayed.
- What's Next
- Setting up the Refused
Entries Folder
Configuring the
Refused Entries Folder
The Refused page of the In-tray Preferences dialog box (Main window,
Edit Menu, Preferences, In-tray...) controls how the In-tray will treat
Entries from other users that you have declined.
- In Brief
- Select your preferred options.
- Select the range of Entries to be displayed.
- Click OK.
Details
You can access and view the Entries you have refused in different ways.
You can do one of the following:
Change your reply without first viewing the Entry
View the entire Entry
You can also choose to see either all of the Entries you have refused
or limit the display in the In-tray to only a specific range. Select which
option you prefer. If you choose to see only a limited range of Entries,
enter the interval for which you would like your Entries displayed.
Configuring the Entry defaults
The Entry defaults are the preset values or options (such as Reminders,
Access level, and Priority) that will appear in the dialog boxes whenever
you create an Agenda Entry, Task, Day Event, or Daily Note. The values
assigned here are simply default values that are used unless you change
them.
- Summary
- Setting the
Entry Defaults for Agenda Entries
- Setting the Entry
Defaults for Day Events
- Setting the Entry
Defaults for Daily Notes
Setting the Entry Defaults
for Tasks
Setting
the Entry Defaults for Agenda Entries
The Agenda Entries page of the Entry Defaults dialog box (Main window,
Edit menu, Preferences, Entry Defaults...) lets you set the default values
for all of your Agenda Entries.
- In Brief
Select the default Importance
and Access levels.
Set the default reminder.
Click OK.
Details
If you want a reminder set automatically for all of your Agenda Entries,
check the "Display Reminders" box. Uncheck the box if you do
not want the reminder set automatically. Choose either a pop-up
window or an Upcoming Reminder by
clicking the arrow next to the Reminder box and selecting a reminder type.
Set when you wish to be reminded. Click the arrow next to the right-hand
box to see the options. You can be reminded days, weeks, months, or years
before an Agenda Entry. Type the appropriate number in the box on the left.
What's Next
Setting the Entry
Defaults for Day Events
Setting the
Entry Defaults for Day Events
The Day Events page of the Entry Defaults dialog box (Main window,
Edit Menu, Preferences, Entry Defaults...) lets you set the default values
for all of your Day Events.
- In Brief
- Select the default Access level.
- Set the default reminder.
- Click OK.
Details
If you want a reminder set automatically for all of your Day Events,
check the "Display Reminders" box. Uncheck the box if you do
not want the reminder set automatically. Choose either a pop-up
window or an Upcoming Reminder by
clicking the arrow next to the Reminder box and selecting a reminder type.
Set when you wish to be reminded. Click the arrow next to the right-hand
box to see the options. You can be reminded days, weeks, months, or years
before an Agenda Entry. Type the appropriate number in the box on the left.
What's Next
Setting the Entry
Defaults for Daily Notes
Setting the
Entry Defaults for Daily Notes
The Daily Notes page of the Entry Defaults dialog box (Main window,
Edit Menu, Preferences, Entry Defaults...) lets you set the default values
for all of your Daily Notes.
- In Brief
- Select the default and Access level.
- Set the default reminder.
- Click OK.
Details
If you want a reminder set automatically for all of your Daily Notes,
check the "Display Reminders" box. Uncheck the box if you do
not want the reminder set automatically. Choose either a pop-up
window or an Upcoming Reminder by clicking
the arrow next to the Reminder box and selecting a reminder type. Set when
you wish to be reminded. Click the arrow next to the right-hand box to
see the options. You can be reminded days, weeks, months, or years before
an Agenda Entry. Type the appropriate number in the box on the left.
What's Next
Setting the Entry Defaults
for Tasks
Setting the Entry
Defaults for Tasks
This page lets you set the default settings for Tasks you create.
- In Brief
- Select the default Priority and Access
level.
- Set the default reminders for Start Times and Due Times.
- Click OK.
Details
If you want a reminder set automatically for all of your Tasks' Start
Times and Due Times, check the "Display Reminders" boxes. Uncheck
the boxes if you do not want the reminders set automatically. Choose either
a pop-up window or an Upcoming
Reminder by clicking the arrow next to the Reminder box and selecting
a reminder type. Set when you wish to be reminded. Click the arrow next
to the right-hand box to see the options. You can be reminded days, weeks,
months, or years before an Agenda Entry. Type the appropriate number in
the box on the left.
Configuring the Off-line
Agenda
You can set up your off-line Agenda to include as much or as little
information as you need to take with you. Your off-line preferences let
you control what data will be included when you download to your off-line
Agenda and how data will be handled when you upload to your on-line Agenda.
Use the Off-line Preferences (Main window, Edit Menu, Preferences) to
set up these preferences.
Summary
Choosing a Location
for Your Off-line Files
The Off-line Preferences dialog box (Main window, Edit Menu, Preferences)
lets you set up your off-line Agenda. Use the Location page to indicate
where you want to store your off-line Agenda files.
- In Brief
- Enter the name of the directory in which you want to store your files.
If you do not know the location, click Browse to search for it.
- If you wish to create a new directory, check "Create directory
if none exists". Otherwise uncheck this box.
- Click OK.
What's Next
Downloading your Agenda
Downloading Your Agenda
The Off-line Preferences (Main window, Edit Menu, Preferences) dialog
box lets you set up your off-line Agenda. The Download page sets the range
of Entries that will be downloaded to your off-line Agenda.
- In Brief
- Set the period for which you want to download your Agenda.
- Choose a download option.
- Click OK.
Details
Select the period for which you want your Entries to be downloaded.
Click either "Download all Entries" or "Download Entries
from:". If you select "Download Entries from:", enter the
range of time for which you would like your Entries to be downloaded. Select
a time interval from the pull-down menu and enter a numeric value in the
small edit box. Do the same to enter how far into the future you would
like your off-line Agenda to extend.
You can choose to download your Agenda each time you close your Agenda.
Select one of the following options:
- Always download: your Agenda will automatically be downloaded when
you close your on-line Agenda.
- Prompt before download: you will be asked if you want to download to
your off-line Agenda when you close your on-line Agenda.
- Never download: your Agenda will not be downloaded unless you do so
using the Download to Local File... command in the File menu.
What's Next
Including
other users in your off-line Agenda
Including
Other Users in Your Off-line Agenda
The Off-line Preferences dialog box (Main window, Edit Menu, Preferences)
lets you set up your off-line Agenda. Use the Participants page to choose
which users' Agendas will be included when you download your off-line Agenda.
- In Brief
- Create a list of users to include in your off-line Agenda.
- Click OK.
Details
When you download the Agendas of other users, you will only be able
to view those Entries to which you have been given Access rights or Designate
rights.
See Also
Adding Names to Lists
What's Next
Including groups
in your off-line Agenda
Including Groups
in Your Off-line Agenda
The Off-line Preferences dialog box (Main window, Edit Menu, Preferences)
lets you set up your off-line Agenda. The Groups page of the dialog box
lets you choose which groups will be included when you download your off-line
Agenda.
- In Brief
- Select the groups to include in your off-line Agenda.
- Click OK.
Details
Choose the groups to be included in your downloaded Agenda. By default,
"No groups: is selected. If you wish to download all groups with your
Agenda, select "All Groups". If you wish to select only certain
groups, click the button next to "Selected Groups". Then check
those types of groups you wish to download: Private, Public, or Members
Only. Check the appropriate boxes and click Search. Your Agenda
will display a list of the available groups.
To delete a Group from the list displayed, select the Group and click
Delete. The group will be removed from your list.
What's Next
Uploading your off-line Agenda
Uploading Your Off-line
Agenda
The Off-line Preferences dialog box (Main window, Edit Menu, Preferences)
lets you set up your off-line Agenda. The Reconciliation page controls
the way your on-line and off-line Agendas will be reconciled. You can make
decisions on a case-by-case basis, or let your Agenda handle certain situations
itself.
- In Brief
- Set your preferences for each section of the dialog box.
- Click OK.
Details
When an Entry has been deleted in the off-line Agenda but still exists
in the on-line Agenda, the Agenda can do one of the following:
- Show the Reconcile dialog box - this lets you view the change before
it is made in your on-line Agenda
- Delete the Host Agenda Entry - the Agenda will automatically remove
the Entry from your on-line Agenda without asking you first.
When an Entry has been modified in both the off-line and the on-line
Agenda, the Agenda can do one of the following:
- Show the Reconcile dialog box - this lets you view the change before
it is made in your on-line Agenda
- Update the Host Agenda Entry - the Agenda will automatically update
the Entry in your on-line Agenda without asking you first.
Conflicts may be created by an Entry being uploaded from the off-line
Agenda. The Agenda can do one of the following:
- Check for conflicts when uploading - this lets you view the conflict
before the Entry is uploaded
- Ignore conflicts when uploading - the Agenda will automatically upload
Entries regardless of any conflicts created.
If you want your off-line Agenda updated after each reconciliation,
check "Update off-line Agenda from server after upload".
Receiving Mail Notification
Other users can send you an e-mail notice when they create a new Entry.
You can choose not to appear on the list of recipients for such messages.
You can also have your Agenda check for new Entries at regular intervals.
You set up the Notification function by going to Edit Menu in the the
Main window, selecting Preferences, and then Agenda. Then go to the Notification
page of the dialog box.
- In Brief
- Select the types of notification you want to receive.
- Select the cases in which you want to send e-mail notification to others.
- Click OK.
Details
Receiving notification
To be included on the list of recipients when another user sends an
e-mail message concerning a new Entry, check "Receive notification
of new Agenda Entries by e-mail".
To monitor your Agenda for new Entries at regular intervals, check the
box labeled "Check for new Agenda Entries" and enter a time interval
in the edit box.
Sending notification
You can select the cases in which your Agenda will ask whether you want
to send an e-mail message to other users. There are three choices available,
from which you can select some, all or none. Check the appropriate boxes
to make your selections.
- An entry is created: You will be asked whether you want to send an
e-mail message whenever you invite other users to an Entry you have created.
- An entry is modified: You will be asked whether you want to send an
e-mail message whenever you modify an Entry to which you have invited other
users.
- An entry is deleted: You will be asked whether you want to send an
e-mail message whenever you delete an Entry to which you have invited other
users.
Printing
You can print customized pages or pages for one of several commercial
paper planner formats from your Agenda. These include a Daily, Weekly,
or Monthly Agenda page; a Task list; the In-tray; and several other combinations.
To print pages from your Agenda, In-tray, or Tasks, click Print on
the toolbar of the active window. Depending on the window you are in at
the time, you will have more or less printing options available to you.
- Summary
- Printing pages from your Agenda
- Printing the In-tray or Task
Display
- Customizing the print-outs
- Creating a new layout
- Previewing the print-outs
Printing Pages from Your Agenda
To print pages from your Agenda, click the Print button on the toolbar
of the active window.
- In Brief
- Select the printer you wish to use.
- Click Setup to set up your printer connection.
- Select the layout you wish to use.
- Click Options to make changes
to your layout.
- Select the range of dates for which you
want to print the Agenda.
- Select the type of pages you want to print.
- To see how your pages will appear on paper, click Preview.
- Click OK to print.
Details
From the pull-down menu in the Printer section
of the dialog box, select the printer. If necessary, click Setup to set
up the printer connection.
From the Layout section, select the layout in which
you want to print your pages. These include standard formats as well as
formats for a number of commercial planners. To make any changes to the
layout you have selected, or to create a new layout, click Options.
In the Dates section, indicate the range of dates
for which you want to print your Agenda pages.
In the Agenda pages section, select the type
or types of pages you want to print. You can choose to print more than
one type of page at the same time. For example, you may want to print both
your Weekly Agenda page and a Day list for the same period of time.
- What's Next
- Printing the In-tray or Task
Display
Printing the In-tray or
Task Display
To print the In-tray or Tasks from your Agenda, click the Print button
on the toolbar of the active window.
- In Brief
- Select the printer you wish to use.
- Click Setup to set up your printer connection.
- Select the layout you wish to use.
- Click Options to make changes
to your layout.
- Select the range of dates for which you
want to print the Agenda.
- To see how your pages will appear on paper, click Preview.
- Click OK to print.
Details
From the pull-down menu in the Printer
section of the dialog box, select the printer. If necessary, click Setup
to set up the printer connection.
From the Layout section, select the layout
in which you want to print your pages. These include standard formats as
well as formats for a number of commercial planners. To make any changes
to the layout you have selected, or to create a new layout, click Options.
In the Dates section, indicate the range
of dates for which you want to print your pages.
- What's Next
- Customizing your print-outs
Customizing Your Print-outs
The Layout Options dialog box lets you customize any of the print layouts
offered.
You can save your customized layout under its original name or as a
new layout that will be included on the list of available layouts in the
Print dialog box.
- Summary
- Customizing your Daily Agenda
print-outs
- Customizing your Weekly Agenda
print-outs
- Customizing your Monthly Agenda
print-outs
Customizing your Day List print-outs
- Customizing your Task List print-outs
- Creating a new layout
- See Also
- Previewing the print-outs
Customizing Your Daily
Agenda Print-outs
You can select the features you would like included in your Daily Agenda
page print-outs, as well as the layout in which they will appear.
- In Brief
- Use the checkboxes to select which information will be included.
- From the pull-down menus, select which items will appear in each column
of your page.
- Select the time range you want included on the print-out.
- Click New to save your settings as a new layout.
- Click Rename to change the name of the layout you are modifying.
- Click Delete to permanently erase the layout you are modifying.
- Click Reset to delete the settings you have entered and revert
to the default settings for the Portrait layout.
- Click OK to accept the settings you have chosen and return to
the Print dialog box.
Details
You can choose to include or exclude the following information on your
print-outs:
- The Start time for your Entries
- The End time for your Entries
- The Description of your Entries
- The Location of your Entries
- Gray shading to indicate at what times Entries are scheduled
- Overflow pages to print out Entries that did not fit on the main page
You can also select what items will be included in each column of your
Daily page (you may have anywhere from one to three columns). To do so,
select from the three pulldown menus the items to be included in each column.
Finally, you can indicate the range of time you want included on your
Daily Agenda pages. You may only want your working hours included, or you
may also want to include your after-hours time.
- What's Next
- Customizing your Weekly Agenda
print-outs
Customizing Your Weekly
Agenda Print-outs
You can select the features you would like included in your Weekly
Agenda page print-outs.
- In Brief
- Use the checkboxes to select which information will be included.
- Select the time range you want included on the print-out.
- Click New to save your settings as a new layout.
- Click Rename to change the name of the layout you are modifying.
- Click Delete to permanently erase the layout you are modifying.
- Click Reset to delete the settings you have entered and revert
to the default settings for the Portrait layout.
- Click OK to accept the settings you have chosen and return to
the Print dialog box.
Details
You can choose to include or exclude the following information on your
print-outs:
The Start time for your Entries
The End time for your Entries
The Description of your Entries
The Location of your Entries
Work days only (Monday through Friday)
Gray shading to indicate at what times Entries are scheduled
Overflow pages to print out Entries that did not fit on the main page
Day Events and Notes entered for the week
What's Next
Customizing your Monthly Agenda
print-outs
Customizing Your Monthly Agenda
Print-outs
You can select the features you would like included in your Monthly
Agenda page print-outs.
- In Brief
- Use the checkboxes to select which information will be included.
- Click New to save your settings as a new layout.
- Click Rename to change the name of the layout you are modifying.
- Click Delete to permanently erase the layout you are modifying.
- Click Reset to delete the settings you have entered and revert
to the default settings for the Portrait layout.
- Click OK to accept the settings you have chosen and return to
the Print dialog box.
Details
You can choose to include or exclude the following information on your
print-outs:
Overflow pages to print out Entries that did not fit on the main page
Work days only (Monday through Friday)
The Start time for your Entries
The End time for your Entries
Day Events and Notes entered for the week
What's Next
Customizing your Day List print-outs
Customizing Your Day List
Print-outs
You can select the features you would like included in your Day list
print-outs.
- In Brief
- Use the checkboxes to select which information will be included.
- Click New to save your settings as a new layout.
- Click Rename to change the name of the layout you are modifying.
- Click Delete to permanently erase the layout you are modifying.
- Click Reset to delete the settings you have entered and revert
to the default settings for the Portrait layout.
- Click OK to accept the settings you have chosen and return to
the Print dialog box.
Details
You can choose to include or exclude the following information on your
print-outs:
Attendees: include the list of participants on your Day List. In the
edit box, enter the maximum number of participants to be printed.
Description/Task comment: include any details or comments you have
included with your Entries. In the edit box, enter the maximum length of
text to be printed.
Importance level: print the
level you have assigned to the Entry
Owner: include who owns the Entry
Tasks: include any Tasks for the days on your list
Day Events, Notes, Holidays, and Upcoming: include these Entries on
your Day list
Empty days: include those days without any Entries on your list.
- What's Next
- Customizing your Task List print-outs
Customizing Your Task List
Print-outs
You can select the features you would like included in your Task list
print-outs.
- In Brief
- Use the checkboxes to select which information will be included.
- Click New to save your settings as a new layout.
- Click Rename to change the name of the layout you are modifying.
- Click Delete to permanently erase the layout you are modifying.
- Click Reset to delete the settings you have entered and revert
to the default settings for the Portrait layout.
- Click OK to accept the settings you have chosen and return to
the Print dialog box.
Details
You can choose to include or exclude the following information on your
print-outs:
Task comment: include any comments you have included with your Tasks.
In the edit box, enter the maximum length of text to be printed.
Start date for your Tasks
Due date for your Tasks
Completion date of your Task
What's Next
Creating a new layout
Creating a New Layout
You can create a new layout for your print-outs using the Layout Options
dialog box.
- In Brief
- Select the existing layout on which you want to base your new layout.
- Click New and give the new layout a name.
- On each of the tabs of the dialog box, set up your layout for each
type of page.
- Click OK.
See Also
- Customizing your Daily Agenda
print-outs
- Customizing your Weekly Agenda
print-outs
- Customizing your Monthly Agenda
print-outs
Customizing your Task List print-outs
- Customizing your Day List print-outs
- What's Next
- Previewing your print-outs
Previewing Your Print-outs
Click Preview in the Print Dialog box to see what your print-outs will
look like on paper.
Use the scroll buttons to move forwards and backwards through multi-page
print-outs. You can also zoom the view in or out using the two magnification
buttons.
When you have finished previewing your print-outs, click Close to
return to the Print dialog box.
The Mail
Your Agenda uses SMTP (Simple Mail Transfer Protocol) to send e-mail
messages in reply to Invitations and notify users of new Entries.
Every time you create, modify, or delete an Entry to which you have
invited others, a message box may pop up asking if you want to send the
other users an e-mail message. (This depends on your Preferences, which
you can set using Edit Menu, Preferences..., Agenda.)
- See Also
- Sending mail messages
- Sending and Receiving Mail Notification
Sending Mail Messages
The Mail Message dialog box appears when you click the envelope button
on a Reply page or click Yes when prompted for a mail message.
- In Brief
- Create a list of recipients.
By default, those users you have invited will already appear on the list.
- Compose your message.
- Click OK.
Details
Creating a list of recipients
To add others to the
list, type the person's name in the Add member edit box. If you want
to add a resource, type r:, re:, or res:
followed by the resource's name. If you want to add a group, type g:, gr:,
or grp: followed by the group's name.
Click the checkmark to accept the addition. This will add the person
to the list of users who will receive your message. Click the "X"
to cancel the addition. This will erase the user's name from the edit box.
They will not be added to the list of users who will receive your message.
To add several users or groups at once, use the search feature. Click
the magnifying glass button to open the Directory
Search.
The Send button will remain inactive unless at least one name appears
on the list of recipients.
Composing your message
Compose your message in the Message to Send edit box. Basic information
about the Entry you are referring to will already appear in the edit box.
Scroll down to add to the message.
You can also cut and paste text from other applications into your message.
The Off-line Agenda
You can access your Agenda both on-line and off-line. This allows you
to use your agenda even when you cannot connect to the server.
You can update your on-line Agenda by uploading your off-line data and
reconciling any differences that
have been created.
Creating an off-line Agenda on the network
You can create your off-line Agenda in one of two ways.
If you open an off-line Agenda for the first time without having configured
your off-line preferences, a dialog box appears asking you to fill in some
basic information: your name, your time zone, and the directory in which
you want to store your off-line Agenda files.
You can also set up your off-line Agenda from within your on-line Agenda.
Use the Off-line preferences (Main window, Edit menu, Preferences, Off-line)
to set up the location of your off-line files, as well specific details
about what information will be downloaded.
Creating an off-line Agenda off the network
You can also create an off-line Agenda on a computer not connected to
a network. To do so, you must first install the Agenda software on that
computer.
Then create an off-line Agenda on the same machine as your on-line Agenda.
Copy the data files (stored in the directory your specified) to a diskette
and transfer them to the other computer. The files you need to copy are
the following:
- OfflineData
- OfflineIndex
- OfflineParameters
- OfflineTimeZones
To update the on-line Agenda later, you must copy the data files from
the other computer and put them back in the original location.
NOTE: The data files may become quite large, depending on the amount
of data you download.
- See Also
- Signing in to your off-line
Agenda
- Off-line Preferences
- Reconciling your Agendas
Reconciling Your Agendas
Uploading your off-line Agenda files into your on-line Agenda and making
them consistent with one another is a process called reconciliation. To
begin this process, go to the File Menu in the main window and select Upload
from Local File....
- In Brief
- Compare the on-line and off-line Entries.
- Answer the question at the bottom of the dialog box by clicking Yes
or No.
Details
The Reconciliation dialog box appears each time a conflict is found
between the two Agendas during the upload process (depending on your Reconciliation
preferences -- Main window, Edit menu, Off-line, Reconciliation).
The dialog box is divided into four sections.
The uppermost section of the dialog box indicates the type of Entry
to be reconciled (indicated by the icon), as well as its status in your
on-line and off-line Agendas.
The two text boxes detail the status of each Entry. The upper box refers
to the off-line Agenda; the lower box refers to the on-line Agenda.
The question at the bottom of the dialog box asks you how you want to
handle the conflict. Answer the question by clicking either Yes or
No.
The Agenda will then continue to upload your off-line data.
Importing & Exporting
You can transfer data between your Agenda and a number of different
data files, including various ASCII format files and vCalendar files.
The Import Utility
The Import utility lets you bring vCalendar data into your Agenda from
other applications, including other calendaring applications, word processing
applications, and browsers.
- In Brief
- Set the period for which you want to import data.
- Click "Import all Entries" if you want to import all the
Entries included in the data file.
- Click OK.
- Select the file from which you want to import Entries.
- Click OK.
- View the file and select
which data to import.
- Click Done when you have finished importing data from that file.
Details
Once you have indicated the period for which you wish to import your
Entries, click OK. A dialog box will appear, from which you will
select which file to import. The vCalendar files typically have the suffix
".vcs".
Once you have selected the file, the
vCalendar Import dialog box will display the data contained in that file.
You can scroll through the Entries one at a time using the scroll buttons
on either side of the View button.
To see more information about the Entry
being displayed, click View. This will display a list of the Entry's
occurrences and the people invited to attend. Click Done to dismiss
it.
To add all the Entries in the vCalendar file, click Add All.
You can also add them one at a time using the Add button. The scroll
feature wraps around to the beginning of the list and continues displaying
Entries until all of them have been dealt with. To remove an Entry from
the list, click Reject (it will not be deleted from the file itself,
only from the list currently being displayed).
- What's Next
- The Export Utility
The Export Utility
The Export utility allows you to export information from Agendas to
an ASCII or vCalendar (*.vcs) file.
- In Brief
- Select the file format for your export
file.
- Indicate the period for which you want
to export your Entries.
- Select the users from whose Agendas
you want to export data
- Click OK.
Details
The file format
You can export Agenda data to either an ASCII file or a vCalendar (*.vcs)
file. There are five possible ASCII file formats:
- a comma-delimited file
- a tab-delimited file
- an activity-by-date file
- an activity-by-item file
- a full activity file
Select the type of file to which you want your data exported.
The interval
Set the period for which you want to export data by entering the start
and end dates using the scroll buttons to the right of the From and To
boxes, or by clicking the calendar icon to select a specific date.
Selecting users
- Use the edit box to enter the names of the users from whose Agendas
you want to export data. Enter the name in the box and click the checkmark
to accept it. If you wish, you can export data from more than one Agenda
at a time.
- See Also
- Creating lists of
people
The Glossary
Access level
This controls who can access information about your Entry or Task.
There are four levels of access: Normal, Confidential, Personal, and Public.
Agenda
The Agenda is a scheduling calendar, into which you write Entries (meetings,
Day Events, Daily Notes, etc.).
Agenda Entry
Agenda Entries are those Entries scheduled in the Agenda's Day or Week
views. They may be meetings, courses, etc. in short, any event with
a specific start and end time. You can assign your Agenda Entry a location,
invite others to it, and make the Agenda Entry a recurring event.
Attachment
You can attach a file to an Agenda Entry or Task using the Details
page of the New or Edit dialog boxes. Attached files allow you to include
necessary material with an Entry. Currently only one file may be attached
to a given Entry.
Associate
To open an attached file, it must be associated with an application
capable of reading it. If your system cannot find an application with which
to open an attached file, it will ask you to associate the file with a
suitable application.
Creator
The person signed in to the server when the Entry is created.
Daily Note
You can enter a Daily Note into your Agenda. It is an Entry that does
not have a time. Daily Notes can be up to 64 characters long. They can
be either one-time or recurring notes, and can be sent to other users.
Day Event
A Day Event is an Entry that runs for an entire day. It does not block
out the time in your Agenda you can still schedule regular Entries
for that day. Day Events can be either one-time or recurring events, and
you can invite others to them.
Default
The preset selection for an option. It is the option or value the Agenda
will use unless you specify otherwise.
Designate
A designate is someone who has the right to modify the Agenda of another
user. Designates can perform those operations specified for them within
the other user's Agenda (except Set Access Rights). To grant someone designate
rights, go to the Options Menu and select Access Rights....
Domain
The domain makes up part of your e-mail address. For more information,
consult your e-mail software manual.
E-mail
This is a contraction of the term electronic mail. It is the system
that sends messages from one computer terminal to another.
Entry
Anything that appears in the In-tray or your Agenda pages (Invitations,
Tasks, Daily Notes, Holidays, Day Events, etc.).
Foreign user
A person who does not have an Agenda but is listed on the server. Their
names appear with an (F) next to them. These users can be invited to Entries.
They will receive their invitations by e-mail.
Group types
There are four group types: Public, Private, Administrative, and Members
Only. Not all types will be available in every case or to every user. Some
dialog boxes have an All button to display all groups.
- Public groups are available for use to everyone on the system. However,
they can only be modified by the group's owner.
- Private groups are only available for use by their creators.
- Administrative groups are for use by everyone on the system. However,
they can only be modified by those users with Administration Group rights
(this is controlled by the System Operator).
- Members Only groups are available for use only by the members of the
group.
Importance level
You can assign your Agenda Entries different levels of importance.
If you color code your Entries by Importance, they will appear as follows:
- Highest Importance: red
- High Importance: pink
- Normal Importance: turquoise
- Low Importance: blue
- Lowest Importance: green
In-tray
The In-tray is where you will manage the Entries you receive from other
users. Every time another user invites you to a meeting, Day Event or other
Entry, or sends you a Daily Note, it will appear in the New Entries folder
of your In-tray. The In-tray also has a folder containing copies of all
the Entries you have sent other users.
Local user
A user on the same node.
Node
A node is a database located on a server. There may be, and often are,
several nodes on one server. Nodes are identified by a number or a name
(called a node alias).
Off-line
Not connected to the server. You will only have access to the Agendas
you have downloaded to the local database.
On-line
Connected to the server.
Organization unit
This can be any subdivision of your organization and is related to
your e-mail address. For more information, consult your e-mail software
manual.
Owner
An Agenda Entry is owned by the person or resource in whose Agenda
the Entry was created. If you color code your Agenda Entries according
to Ownership, they will appear as follows:
- Owned Entry: blue
- Invited Entry: pink
- Owned Tentative Entry: dark blue
- Invited Tentative Entry: dark pink
Please note that when you choose to color code Entries by ownership,
and you open another user's Agenda, the Entries you (not the Agenda's owner)
own will appear in blue. This makes it easier for you to spot Entries you
can edit in other users' Agendas. (Even if you are in another user's Agenda,
you can still edit an Entry that you own.) However, if you are working
in someone else's Agenda as a designate, it will be the Agenda owner's
Entries that will appear in blue, since you are working in that person's
Agenda as though you were the user.
Reconciliation
Reconciliation is the process by which you make two versions of your
Agenda consistent with one another. Reconciling your Agendas eliminates
any inconsistencies between them (i.e., you decide which version of an
Entry you want to keep). You may need to go through the reconciliation
process when you upload your off-line Agenda.
Refresh
Refreshing updates the Displays (Agenda and In-tray) to include any
new Entries that have been created since the last refresh. Displays can
be refreshed automatically or manually (using Ctrl-/).
Remote user
A user whose Agenda is on a different node or server. Their names appear
with an (R) next to them. They can be invited to Entries in the same way
as local users. However, a remote user cannot act as a designate.
Resource
A resource is an inanimate object, such as a conference room or a piece
of equipment, that has its own Agenda.
Search parameter
Defines your search by restricting it to a specific set of information.
Server
The server is the computer to which the work stations of a network
are connected. It is where the centralized database of all the user data
is kept.
Status
The status of an Agenda Entry indicates how you have (or have not)
responded to it. Agenda Entries color coded by status appear as follows:
- - Accepted Entry: green
- - Unknown Status: yellow
- - Refused Entry: red
- - Accepted Tentative Entry: dark green
- - Unknown Status (Tentative Entry): dark yellow
- - Refused Tentative Entry: dark red
Status bar
The status bar can be displayed below the toolbar. To display or hide
the status bar, click the zoom box on the toolbar. The left field of the
status bar describes actions of menu items as you use the arrow keys to
navigate through menus. This area displays messages describing the actions
of toolbar buttons as you depress them and indicates the time and title
of selected Entries. The right field of the status bar displays an alert
icon to let you know when there are new Entries in your In-tray, another
icon to indicate whether you are currently working on-line or off-line,
as well as an icon indicating whether your Pop-Up Reminders are on.
Task
You can enter a Task in your Agenda, either on its own or linked to
an Agenda Entry. It can have a start date and due date, a start time and
due time, as well as a Priority and Access level.
Tentative
Tentative Agenda Entries are not yet official. To make a tentative
Agenda Entry definite, clear the "Tentative" check box on the
Edit Entry dialog box.
Time slot
A time slot is the individual block of time represented on your Agenda
as a rectangle. You can adjust the size of the time slots by clicking the
Increase Time Slot and Decrease Time Slot buttons on the toolbar.
Toolbar
The toolbar provides quick mouse access to many of your Agenda's functions.
To hide or display the Toolbar, go to the Windows Menu and select Hide
or Show Tools.
vCalendar
vCalendar is a file format (*.vcs files are vCalendar files) that allows
you to transfer data from your Agenda to other applications, including
e-mail, word processing, web browsers, and other time management programs.
The format is platform-independent, meaning you can transfer *.vcs files
from one platform to another. This format allows you to download Entries
from web sites, schedule appointments with people using other scheduling
software, and e-mail Entries to others.