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<chapter id="usage-calendar">
<title>Managing your Schedule</title>
<para>
To begin using the calendar, select
<guibutton>Calendar</guibutton> from the <interface>shortcut
bar</interface>. By default, the calendar starts showing today's
schedule on a ruled background. At the upper right, there's a
monthly calendar you can use to switch days. Below that, there's
a <guilabel>TaskPad</guilabel>, where you can keep a list of tasks
separate from your calendar appointments. The calendar's daily
view is shown in <xref linkend="usage-calendar-fig">.
<!-- ============== Figure ============================= -->
<figure id="usage-calendar-fig">
<title>Evolution Calendar View</title>
<screenshot>
<screeninfo>Evolution Contact Manager Window</screeninfo>
<graphic fileref="figures/calendar" format="png" srccredit="Aaron Weber">
</graphic>
</screenshot>
</figure>
<!-- ============== End of Figure ============================= -->
</para>
<para>
<inlinegraphic fileref="figures/full-1" format="png"></inlinegraphic>
<guilabel>Event List</guilabel>
</para>
<para>
The <guilabel>Event List</guilabel> is responsible for showing you all of
your scheduled events, whether they are all day events or simply one time
events that last a half an hour.
</para>
<para>
<inlinegraphic fileref="figures/full-2" format="png"></inlinegraphic>
<guilabel>Todo List</guilabel>
</para>
<para>
The <guilabel>Todo List</guilabel> compliments the <guilabel>Event List
</guilabel> as it keeps track of your chores or tasks which don't have
any time associated with them. These may include "Clean Room" or "Call
Repairman".
</para>
<para>
<inlinegraphic fileref="figures/full-3" format="png"></inlinegraphic>
<guilabel>Calendar Window</guilabel>
</para>
<para>
The <guilabel>Calendar Window</guilabel> has a graphical representation of
the calendar, so you can select what days to view in the <guilabel>Event
List</guilabel>.
</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:
one day, five days, a week, or a month at once. Press the
calendar-shaped buttons on the right side of the toolbar to
switch between views. You can also select a range of
days— three days, ten days, 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>
<!-- ############### FIXME FIXME FIXME ############
Feature not yet implemented, and may not be implemented due to
lack of time, resources, and interest.
<para>
In addition, <application>Evolution</application> supports
Hebrew, Muslim, and other calendar formats. To switch to a
different calendar format, choose
<guimenuitem>GUIMENUITEM</guimenuitem> from the
<guimenu>GUIMENU</guimenu>.
</para>
################ END FIXME AREA ################## -->
</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
events, set alarms, and determine event recurrence.
</para>
<sect2 id="usage-calendar-apts-basic">
<title>Creating events</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 usual 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 event 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 event list rather than inside
it. That makes it easy to have events that overlap and fit
inside each other. For example, a conference might be an all
day event, and the meetings at the conference would be timed
events. Of course, events 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>Doing Two Things At Once</title>
<para>
If you create calendar events 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 event
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 event.
</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>
and only applies to calendars on a
network. <guilabel>Public</guilabel> is the default category,
and a public event can be viewed by anyone on the calendar
sharing network. <guilabel>Private</guilabel> denotes one
level of security, and <guilabel>Confidential</guilabel> a
higher level. <!-- FIXME --> Exact determinations and
implementations of this feature have yet to be
determined. <!-- FIXME -->
</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 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 event, simply click the check box.
</para>
<para>
Once you've selected your categories, click <guibutton>OK</guibutton> to
assign these categories to the event. 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 events ranging from once every day up to once
every 100 years. You can then choose a time and date when the
event will stop recurring, and, under
<guilabel>Exceptions</guilabel>, pick individual days when the
event 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. That will save the event and close the
event editor window. If you want, you can alter an event
summary in the calendar view by clicking on it and typing. You
can change other settings by right-clicking on the event then
choosing <guimenuitem>Edit this Appointment</guimenuitem>.
</para>
</sect2>
<sect2 id="usage-calendar-rsvp">
<title>RSVPs with the Calendar</title>
<para>
<application>Evolution</application> can be used to setup group events
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>
</sect2>
<!-- ############UNIMPLEMENTED FEATURES ###################
<sect2 id="usage-calendar-apts-group">
<title>Appointments for Groups</title>
<para>
If you have your calendar set up to work with other
calendars over a network, you can see when others are
available to meet with you.
</para>
<note>
<title>Unimplemented Feature</title>
<para>This feature is not yet implemented.</para>
</note>
<para>
In addition, 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 event</interface> window. Then describe
the event as you would any other. Before you click
<guibutton>OK</guibutton>, (INSERT DESCRIPTION HERE...).
<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 event on your calendar and on
theirs as tentative, rather than a confirmed, event.
</para>
<para>
To mark a tentative event as confirmed, click once on the
event in the <interface>calendar view</interface> to select
it, and then choose <guimenuitem>Event
Properties</guimenuitem> from the <guimenu>Settings</guimenu>
menu. In the <interface>Event Properties</interface> dialog
window, click the "tentative" button to De-select the
event.
</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 events. 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 below the list. <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>Priority:</guilabel></term>
<listitem>
<para>
Select a level of importance from 1 (most important) to 9
(least important).
</para>
</listitem>
</varlistentry>
<varlistentry>
<term> <guilabel>Item Comments:</guilabel></term>
<listitem>
<para>
If you wish, you can keep a more detailed description of
the item here.
</para>
</listitem>
</varlistentry>
</variablelist>
</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>
</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 Red Sox are
playing.
</para>
</example>
<para>
To create a new calendar, select
<menuchoice>
<guimenu>File</guimenu> <guisubmenu>New</guisubmenu>
<guimenuitem>Calendar</guimenuitem>
</menuchoice>.
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>
