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<chapter id="usage-calendar">
<title>Managing your Schedule</title>
<para>
This chapter will show you how to use the Ximian Evolution
Calendar to manage your schedule alone or in conjunction with
others.
<!-- Others what? -->
</para>
<sect1 id ="usage-calendar-view">
<title>Ways of Looking at your Calendar</title>
<para>
The toolbar offers you four different views of your calendar:
<itemizedlist>
<listitem>
<para>
Day
</para>
</listitem>
<listitem>
<para>
Work Week
</para>
</listitem>
<listitem>
<para>
Week
</para>
</listitem>
<listitem>
<para>
Month
</para>
</listitem>
</itemizedlist>
Press the calendar-shaped buttons on the right side of the toolbar to
switch between views.
<!--QUESTION What does the following mean? I can't find this functionality -->
You can also select a range of
days— three days, ten days, or a fortnight if you want
— in the small calendar at the upper right.
</para>
<para>
The <guibutton>Prev</guibutton> and <guibutton>Next</guibutton>
buttons will move you forward and back in your calendar pages.
If you're looking at only one day, you'll see tomorrow's page,
or yesterday's. If you're looking at your calendar by week,
month, fortnight, or anything else, you'll move around by just
that much. To come back to today's listing, click
<guibutton>Today</guibutton>.
</para>
<para>
To visit a specific date's calendar entries, click
<guibutton>Go To</guibutton> and select the date in the dialog
box that appears.
</para>
</sect1>
<sect1 id="usage-calendar-apts">
<title>Scheduling With the Evolution Calendar</title>
<para>
Of course, you'll want to use the calendar to do more than find
out what day it is. This section will tell you how to schedule
appointments, set alarms, and determine appointment recurrence.
</para>
<sect2 id="usage-calendar-apts-basic">
<title>Creating appointments</title>
<para>
To create a new appointment, select
<menuchoice>
<guimenu>File</guimenu>
<guisubmenu>New</guisubmenu>
<guimenuitem>Appointment</guimenuitem>
</menuchoice>
or click the <guibutton>New</guibutton> button on the left end
of the toolbar. The <interface>New Appointment</interface>
dialog will pop up with the menu bar, tool bar, and
window full of choices for you.
</para>
<tip id="new-appointment-shortcut">
<title>Shortcut</title>
<para>
If you don't need to enter more information than the date
and time of the appointment, you just click in any blank
space in the calendar and start typing. You can enter other
information later with the appointment editor.
</para>
</tip>
<para>
Your appointment must have a starting and ending date — by
default, today — but you can choose whether to give it
starting and ending times or to mark it as an <guilabel>All
day event</guilabel>. An <guilabel>All day event</guilabel>
appears at the top of a day's appointment list, in the grey header under the date, rather than inside
it. That makes it easy to have appointments that overlap and fit
inside each other. For example, a conference might be an all
day appointment, and the meetings at the conference would be timed
appointments. Of course, appointments with specific starting and ending
times can also overlap. When they do they're displayed as
multiple columns in the day view of the calendar.
</para>
<note>
<title>Multiple Simultanious Appointments</title>
<para>
If you create calendar appointments that overlap,
<application>Evolution</application> will display them side
by side in your calendar. However,
<application>Evolution</application> cannot help you do
multiple things at once.
</para>
</note>
<para>
You can have as many as four different
<guilabel>Alarms</guilabel>, any time prior to the appointment
you've scheduled. You can have one alarm of each of the following types:
<variablelist>
<varlistentry>
<term><guilabel>Display</guilabel></term>
<listitem>
<para>
A window will pop up on your screen to remind you of
your appointment.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Audio</guilabel></term>
<listitem>
<para>
Choose this to have your computer deliver a sound
alarm.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Program</guilabel></term>
<listitem>
<para>
Select this if you would like to run a program as a
reminder. You can enter its name in the text field,
or find it with the <guibutton>Browse</guibutton>
button.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Mail</guilabel></term>
<listitem>
<para>
<application>Evolution</application> will send an
email reminder to the address you enter into the text
field.
</para>
</listitem>
</varlistentry>
</variablelist>
</para>
<para>
<guilabel>Classification</guilabel>
only applies to calendars on a
network. <guilabel>Public</guilabel> is the default category,
and a public appointment can be viewed by anyone on the calendar
sharing network. <guilabel>Private</guilabel> denotes one
level of security, and <guilabel>Confidential</guilabel> an even
higher level.
</para>
<para>
<application>Evolution</application> lets you categorize your
appointments, which can help if you lead a busy life. The bottom
section of the <guilabel>Appointment</guilabel> tab is where your
categorization is done.
</para>
<tip>
<title>Adding a New Appointment Category</title>
<para>
You can add a new category to your category list by clicking on
<guibutton>Edit Master Category List</guibutton> and single-clicking
on <guilabel> Click here to add a category</guilabel>.
</para>
</tip>
<para>
The purpose of categories is to let you view all appointments which have
similar activities. To do this, change <guilabel>Any field contains</guilabel>
to <guilabel>Has category</guilabel> and enter your category at right.
</para>
<para>
Clicking on the <guibutton>Categories</guibutton> button opens up the category
list. To associate a category to an appointment, simply click the check box.
</para>
<para>
Once you've selected your categories, click <guibutton>OK</guibutton> to
assign these categories to the appointment. The categories you selected are now
listed in the text box to the right of the <guibutton>Categories...</guibutton>
button.
</para>
<para>
The <guilabel>Recurrence</guilabel> tab lets you describe
repetition in appointments ranging from once every day up to once
every 100 years. You can then choose a time and date when the
appointment will stop recurring, and, under
<guilabel>Exceptions</guilabel>, pick individual days when the
appointment will <emphasis>not</emphasis> recur. Make your
selections from left to right, and you'll form a sentence:
"Every two weeks on Monday and Friday until January 3, 2003"
or "Every month on the first Friday for 12 occurrences."
</para>
<para>
Once you're done with all those settings, click on the disk
icon in the toolbar to save and close the appointment editor window.
If you want, you can alter an appointment
summary in the calendar view by clicking on it and typing. You
can change other settings by right-clicking on the appointment then
choosing <guimenuitem>Edit this Appointment</guimenuitem>.
</para>
</sect2>
<sect2 id="usage-calendar-rsvp">
<title>Sending an RSVP with the Calendar</title>
<para>
<application>Evolution</application> can be used to setup group appointments
and help you manage RSVPs.
</para>
<para>
When you setup a gathering, you can specify people to come in numerous
positions, such as chair. They are sent an email which lets them
easily reply to you with their response. If they aren't sure if they
can attend, they can always reply to the mail later.
</para>
<para>
To select receipients to be invited to an event:
<orderedlist numeration="arabic">
<listitem>
<para>
Click
<menuchoice>
<guimenu>Actions</guimenu>
<guimenuitem>Schedule Meeting</guimenuitem>
</menuchoice>. The <guilabel>Scheduling</guilabel> and <guilabel>Meeting</guilabel> tab open.
</para>
</listitem>
<listitem>
<para>
If you have multiple identities setup, select the identity to use in the <guilabel>Sent By</guilabel> field.
</para>
</listitem>
<listitem>
<para>
Click in the white box.
</para>
</listitem>
<listitem>
<para>
Click <guibutton>Invite Others</guibutton>.
</para>
</listitem>
<listitem>
<para>
Select a person in the <guilabel>Contacts</guilabel> field and click one of the four choices to move them to be an RSVP reciever.
</para>
</listitem>
<listitem>
<para>
Click <guibutton>OK</guibutton>.
</para>
</listitem>
<listitem>
<para>
Save the Appointment.
</para>
</listitem>
</orderedlist>
An email is now sent out to all the recipients, inviting them to your event.
</para>
</sect2>
<sect2 id="replying-to-rsvp">
<title>Replying to an RSVP</title>
<para>
If you recieve an RSVP, the RSVP will be attached as an ical file. Click on the attachment and view it inline. All the details are shown about the event including time and dates. Then you can choose how to reply to the RSVP. Your choices are:
<itemizedlist>
<listitem>
<para>
Accept
</para>
</listitem>
<listitem>
<para>
Tentativly Accept
</para>
</listitem>
<listitem>
<para>
Decline
</para>
</listitem>
</itemizedlist>
Click <guibutton>OK</guibutton> and an email will be sent to the organizer with your answer. The event will also be added to your calendar if you accept.
</para>
</sect2>
<sect2 id="recieving-rsvp-response">
<title>Recieving an RSVP Response</title>
<para>
Once you recieve an RSVP, you'll need to view it inline in the email. Click the attachment and select <guibutton>View Inline</guibutton>. At the bottom, you can choose an action. Click <guibutton>OK</guibutton> to update your attendee list.
</para>
</sect2>
<!-- ############UNIMPLEMENTED FEATURES ###################
<sect2 id="usage-calendar-apts-group">
<title>Appointments for Groups</title>
<para>
You can use <application>Evolution</application> to mark a
meeting request on another person's calendar. To do it, click
<guibutton>New</guibutton> in the calendar toolbar, or select
<menuchoice> <guimenu>File</guimenu>
<guisubmenu>New</guisubmenu>
<guimenuitem>Appointment</guimenuitem> </menuchoice> to bring
up the <interface>new appointment</interface> window. Then
describe the appointment as you would any other. When you are
ready to send the invitation <guibutton>OK</guibutton>
<application>Evolution</application> will automatically send
email to each person on the request list, notifying of the
time and date of the meeting you have requested with them. In
addition, it will mark the appointment on your calendar and on
theirs as tentative, rather than a confirmed, appointment.
</para>
<para>
To mark a tentative appointment as confirmed, click once on the
appointment in the <interface>calendar view</interface> to select
it, and then choose <guimenuitem>Appointment
Properties</guimenuitem> from the <guimenu>Settings</guimenu>
menu. In the <interface>Appointment Properties</interface> dialog
window, click the "tentative" button to De-select the
appointment.
</para>
<para>
When your meeting attendees get the email inviting them to the
meeting, they'll be able to enter the information into their
calendars and let you know if they'll be able to attend; if
they use <application>Ximian Evolution</application> or
another iCal compliant mail client, they can do this with just
one click. When you get a response from them, it will include
an iCal attachment. Opening and accepting this attachment will
change the meeting data in your calendar to indicate that they
have responded to your invitation, and whether they will be in
attendance.
</para>
</sect2>
<sect2 id="usage-calendar-apts-privs">
<title>Scheduling privileges</title>
<para>
There are several levels of scheduling privileges. You
can set whether people can see your calendar, whether they
can request meetings or appointments, and whether they can
create appointments. This section may have to be deleted,
because I don't know if we are going to support privileges
at all.
</para>
</sect2>
########## END UNIMPLEMENTED FEATURESET ############ -->
</sect1>
<sect1 id="usage-calendar-todo">
<title>The Task Pad</title>
<para>
The Task Pad, located in the lower right corner of the
calendar, lets you keep a list of tasks separate from your
calendar appointments. Tasks are colored and sorted by priority and
due-date (see <xref linkend="config-prefs"> for more
information), and are included with calendar data during
synchronization with a hand-held device. You can use the list
in a larger format by choosing the <guibutton>Tasks</guibutton>
button in the shortcut bar or in the folder tree.
</para>
<para>
To record a new task, click the <guibutton>Add</guibutton>
button in the toolbar. <application>Evolution</application>
will pop up a small window with five items in it:
<variablelist>
<varlistentry>
<term> <guilabel>Summary:</guilabel></term>
<listitem>
<para>
The description you enter here will appear in the To Do
list itself.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term> <guilabel>Due Date:</guilabel></term>
<listitem>
<para>
Decide when this item is
due. You can either type in a date and time, or select one from
the <guibutton>Calendar</guibutton> and time drop-down menus.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Start Date</guilabel></term>
<listitem>
<para>
The date you intend to start working. <!-- NOTE Check this please --> The item will not show up on the list until the start date.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term> <guilabel>Description:</guilabel></term>
<listitem>
<para>
If you wish, you can keep a more detailed description of
the item here. For example, you can note that a task is
in progress, and display how close it is to completion.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Classification</guilabel></term>
<listitem>
<para>
Sets who will see it if your calendar is shared.
</para>
</listitem>
</varlistentry>
</variablelist>
</para>
<para>
There are more options in the <guilabel>Details</guilabel> tab such as priority and progress settings.
</para>
<para>
Once you've added a task to your to-do list, its summary
appears in the <guilabel>Summary</guilabel> section of task
list. To view or edit a detailed description of an item,
double-click on it, or select it and click
<guibutton>Edit</guibutton>. You can delete items by selecting
them and clicking on the <guibutton>Delete</guibutton> button.
</para>
<para>
The list of tasks is sorted in a similar way to the list of
email messages in <application>Ximian Evolution
Mail</application>. Click once on the message headers to change
the direction and type of sorting, or right-click to add or
remove columns from the display.
</para>
</sect1>
<sect1 id="usage-calendar-multiple">
<title>Multiple Calendars</title>
<para>
<application>Evolution</application> permits you to have and
maintain multiple calendars. This is useful if you maintain
schedules for other people, if you are responsible for resource
or room allocation, or if you have multiple personalities.
</para>
<example>
<title>Keeping Multiple Calendars</title>
<para>
Keelyn, the office manager for a small company, has one
calendar for her own schedule. On the local network, she
maintains one for the conference room, so people know when
they can schedule meetings. Next to that, she maintains a
calendar that reflects when consultants are going to be on
site, and another that keeps track of when the Cubs are
playing.
</para>
</example>
<para>
To create a new calendar, select
<menuchoice>
<guimenu>File</guimenu> <guisubmenu>New</guisubmenu>
<guimenuitem>Folder</guimenuitem>
</menuchoice>.
You'll need to tell the <guilabel>New Folder</guilabel> dialog that the new folder should be of the calendar type. You can place the calendar in any calendar folder and access it
from the folder view. Alarms, configuration, and display for
each calendar are separate from each other.
</para>
</sect1>
</chapter>
