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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
peers. To learn about importing calendar data, see <xref
linkend="importing-mail" />, which covers the Import tool.
</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>
</para>
<para>
Press the calendar-shaped buttons on the right side of the toolbar to
switch between views.
</para>
<para>
You can also select an arbitrary range of days in the small
calendar at the upper right. To do this, click and drag on the
days that you wish to view in your calendar.
</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 or
month, you'll move around by just that much.
To come back to today's listing, click the
<guibutton>Today</guibutton> button in the toolbar.
</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. If you have installed the Ximian Connector for
Microsoft Exchange, you can also read <xref
linkend="full-advantage"/> to learn about how to take full
advantage of the collaborative group scheduling functions
available on the Microsoft Exchange Server.
</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 Appointment</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>
<para>
<application>Evolution</application> supports the use of
timezones. If you share calendar files with friends or
co-workers, it is quite possible you will need to configure
your timezone. To configure your timezone:
<orderedlist numeration="arabic">
<listitem>
<para>
Select
<menuchoice>
<guimenu>Tools</guimenu>
<guimenuitem>Settings</guimenuitem> </menuchoice>, and
click the <guilabel>Calendar And Tasks</guilabel> icon
in the settings dialog.
</para>
</listitem>
<listitem>
<para>
Click the <guibutton>Globe</guibutton> button in the
<guilabel>Time</guilabel> section, located in the
<guilabel>General</guilabel> tab.
</para>
</listitem>
<listitem>
<para>
Each red dot represents a major city. Click a dot and click <guibutton>OK</guibutton> to select your time zone.
</para>
</listitem>
</orderedlist>
</para>
<para>
You can also configure timezone information specific to the
Start and End time in each appointment. To do that, simply
create a new appointment and click on a globe to customize the
timezone that the time exists in. For example, if you live in
New York but have a telephone meeting set for noon with
someone in California, you need to make sure that you're not
calling each other a few hours off. Setting time-zones on a
per-appointment basis helps avoid that potential confusion.
</para>
<note>
<title>Multiple Simultaneous 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 several
<guilabel>Reminders</guilabel>, any time prior to the appointment
you've scheduled. You can have one reminder 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>
</variablelist>
</para>
<note id="reminders-when-not-running-evo">
<title>Reminders Without Evolution</title>
<para>
If you have stored reminders in a local calendar, they
will work from the moment you log in. However, for reminders
stored on an Exchange server, you must run Evolution at
least once after logging in. No matter where the reminders
are stored, you can quit Evolution and still be reminded of
an upcoming appointment.
</para>
</note>
<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> can handle free/busy
scheduling Using the Ximian Connector on a Microsoft Exchange
2000 server. For more information about Ximian Connector, see
<xref linkend="usage-exchange"/>.
</para>
<para>
To set your appointment to be free or busy, simply click the
box in the <guilabel>Show Time As</guilabel> section in the
<guilabel>Appointment Editor</guilabel>.
</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, in the calendar view,
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>Open</guimenuitem>.
</para>
</sect2>
<sect2 id="usage-calendar-rsvp">
<title>Sending an RSVP with the Calendar</title>
<para>
<application>Evolution</application> can be used to schedule
group meetings and help you manage responses to meeting
requests.
</para>
<para>
When you create a meeting or group appointment, you can
specify the attendees in several categories, such as "chair"
or "required." When you save the appointment listing, each
attendee will be sent an email with the appointment
information and gives them the option to respond.
</para>
<note id="meeting-announce">
<title>Simple Announcements</title>
<para>
If you don't need to collect attendance information when
you're scheduling an event, and would rather just announce
it, select
<menuchoice><guimenu>Actions</guimenu><guimenuitem>Forward
as iCalendar</guimenuitem></menuchoice>. That will open a
new email message with the event notification attached as
an announcement. Recipients will be able to add the event
to their calendars with one click, but won't automatically
send you email about whether they'll attend.
</para>
</note>
<para>
To schedule a meeting:
<orderedlist numeration="arabic">
<listitem>
<para>
Select
<menuchoice>
<guimenu>Actions</guimenu> <guimenuitem>Schedule
Meeting</guimenuitem> </menuchoice>. The
<guilabel>Scheduling</guilabel> and
<guilabel>Meeting</guilabel> tabs open.
</para>
</listitem>
<listitem>
<para>
If you have multiple Evolution email accounts, choose the
one you'll use by selecting an item in the
<guilabel>Organizer</guilabel> field.
</para>
</listitem>
<listitem>
<para>
Click the space labeled <guilabel>Click here to add an
attendee</guilabel> to enter the names and email
addresses of people you will invite, or click the
<guibutton>Invite Others</guibutton> to select them from
your addressbook.
</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 a Meeting Request</title>
<para>
Meeting requests are sent as iCal attachments. To view or
respond to one, click on the attachment icon and view it
inline in the mail window. All the details are shown about
the event including time and dates. Then you can choose how
to reply to the invitation. Your choices are:
<itemizedlist>
<listitem>
<para>
<guilabel>Accept</guilabel>
</para>
</listitem>
<listitem>
<para>
<guilabel>Tentatively Accept</guilabel>
</para>
</listitem>
<listitem>
<para>
<guilabel>Decline</guilabel>
</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>
<para>
Note, however, that if you add a meeting to your calendar,
there are some limitations: only the organizer of a meeting
can add participants in a meeting. Your only options, as a
participant, are to accept the meeting, or decline it.
</para>
<para>
Once you have added the meeting to your calendar, you can make
changes to your copy —change the description, mark yourself
the organizer, invite more people, and so forth— but be aware
that if the original organizer sends out another update, your
changes may be overwritten.
</para>
<note id="organizer-only-one">
<title>There Can Be Only One</title>
<para>
A meeting can have only one organizer. You can designate
yourself the organizer of the meeting, but unless you
coordinate that action with the organizer you are replacing,
you could create confusion in the scheduling process. If you
want to invite additional people to a meeting without
changing the organizer, it's best to forward the first
organizer's message to the additional participants.
</para>
</note>
</sect2>
<sect2 id="receiving-rsvp-response">
<title>Getting Responses to Meeting Requests</title>
<para>
Once you get a reply to your meeting invitation, you'll need
to view it inline in the email. Click the attachment and
select <guibutton>View Inline</guibutton>. At the bottom, you
can 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 ############ -->
<sect2 id="usage-calendar-freebusy">
<title>Scheduling Meetings and The Free/Busy View</title>
<para>
In addition to the standard meeting scheduling tools, you can
use the Free/Busy view to check whether people are available
in advance. At this time, the Free/Busy feature only works
with Microsoft Exchange servers. However, you can still use
iCal event invitations to coordinate schedules with other
people no matter what server you're using.
</para>
<para>
To access the free/busy view:
<orderedlist numeration="arabic">
<listitem>
<para>
Open or create an appointment in the
<guilabel>Calendar</guilabel> window.
</para>
</listitem>
<listitem>
<para>
Click
<menuchoice>
<guimenu>Actions</guimenu>
<guimenuitem>Schedule Meeting</guimenuitem>
</menuchoice>
</para>
</listitem>
<listitem>
<para>
Open the <guilabel>Scheduling</guilabel> tab.
</para>
</listitem>
</orderedlist>
</para>
<figure>
<title>Appointment Scheduling Window</title>
<screenshot>
<screeninfo>Appointment Scheduling Window</screeninfo>
<mediaobject><imageobject>
<imagedata format="PNG" fileref="figures/schedule" srccredit="Kevin Breit"/>
</imageobject></mediaobject>
</screenshot>
</figure>
<para>
<inlinemediaobject>
<imageobject>
<imagedata fileref="figures/full-1" format="PNG"/>
</imageobject>
</inlinemediaobject>
<guilabel>Attendee List</guilabel>
</para>
<para>
The <guilabel>Attendee List</guilabel> lists off the people who
have been invited to the respective appointment. It also
shows their RSVP status.
</para>
<para>
<inlinemediaobject>
<imageobject>
<imagedata fileref="figures/full-2" format="PNG"/>
</imageobject>
</inlinemediaobject>
<guilabel>Schedule Grid</guilabel>
</para>
<para>
The <guilabel>Schedule Grid</guilabel> shows the invitee's
published Free/Busy information. This is where you compare
people's schedules to find free time to schedule the
appointment.
</para>
<para>
<inlinemediaobject>
<imageobject>
<imagedata fileref="figures/full-3" format="PNG"/>
</imageobject>
</inlinemediaobject>
<guilabel>Meeting Scheduler</guilabel>
</para>
<para>
The <guilabel>Meeting Scheduler</guilabel> allows you to
schedule the meeting in the <guilabel>Free/Busy</guilabel> window.
</para>
<sect3 id="usage-calendar-freebusy-scheduling">
<title>Scheduling an Appointment</title>
<para>
To schedule an appointment, you'll first need people's
free/busy information. If you're using the Ximian Connector
for Microsoft Exchange, all of the information is already
available to you in the Global Address List. Otherwise, each
person will have to email you their schedule files and you
will have to incorporate them into your calendar.
</para>
<para>
Regardless of how you get the information, Ximian Evolution
will display it in the <guilabel>Scheduling</guilabel> tab.
The pending appointment time will appear in white with bold
black borders. Each attendee's free and busy times appear
color-coded next to their names in the attendee list.
</para>
<para>
Adjust the meeting time, either by dragging the meeting
borders or by using the <guilabel>Autopick</guilabel>
buttons to choose a time automatically, then click
<guibutton>Save and Close</guibutton>. Attendees on an
Exchange server will have the appointment updated
automatically; others will receive email notification of any
change in plans.
</para>
<para>
Read <xref linkend="full-advantage"/> to learn about how to
use this feature with the Ximian Connector for Microsoft
Exchange.
</para>
</sect3>
</sect2>
</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. You can use the list
in a larger window 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 <guibutton>time</guibutton> drop-down menus.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Start Date:</guilabel></term>
<listitem>
<para>
The date you intend to start working.
</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 right click on it and select <guibutton>Open</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>
<sect2 id="task-folders">
<title>Folders for Your Tasks</title>
<para>
Like any other component in
<application>Evolution</application>, you can create a folder
to help organize your tasks. To do this:
<orderedlist numeration="arabic">
<listitem>
<para>
Open the <guilabel>Folders Bar</guilabel>.
</para>
</listitem>
<listitem>
<para>
Click <guibutton>Tasks</guibutton>.
</para>
</listitem>
<listitem>
<para>
Right click on <guibutton>Tasks</guibutton>.
</para>
</listitem>
<listitem>
<para>
Click <menuchoice><guimenuitem>Create New Folder</guimenuitem></menuchoice>.
</para>
</listitem>
<listitem>
<para>
Enter the folder name.
</para>
</listitem>
<listitem>
<para>
Click <guibutton>OK</guibutton>
</para>
</listitem>
</orderedlist>
</para>
</sect2>
</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>
Lucy, the office manager for a small company, has one calendar
for her own schedule. She maintains one for the conference
room, to 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.
</para>
<para>
Each calendar folder can hold only one calendar.
</para>
</sect1>
</chapter>
