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+<!--
+<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
+-->
+
+<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.
+ </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 &mdash; by
+ default, today &mdash; 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>
+ Click
+ <menuchoice>
+ <guimenu>Tools</guimenu>
+ <guimenuitem>Calendar Settings</guimenuitem>
+ </menuchoice>
+ </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 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
+ <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>
+ </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> can handle not only time
+ that you're busy, but free time. This can be useful if you're
+ on a network sharing calendar files. You can easily compare
+ schedules with other people, allowing easy setup of a RSVP.
+ </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, 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 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 identities, choose the
+ one you'll use by selecting an item in the
+ <guilabel>Sent By</guilabel> field.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Click the space labelled <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 RSVP. Your choices are:
+ <itemizedlist>
+ <listitem>
+ <para>
+ Accept
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Tentatively 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>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>The Free/Busy View</title>
+ <para>
+ <application>Evolution</application> has a Free/Busy window so
+ that you can view people's schedules together to help you
+ schedule appointments. Read <xref linkend="full-advantage"> to
+ learn about how to use this feature with the Ximian Connector
+ for Microsoft Exchange.
+ </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 Scheduing Window</title>
+ <screenshot>
+ <screeninfo>Appointment Scheduling Window</screeninfo>
+ <mediaobject><imageobject>
+ <imagedata format="png" fileref="figures/freebusy"
+ srccredit="Kevin Breit">
+ </imageobject></mediaobject>
+ </screenshot>
+ </figure>
+ <para>
+ <inlinemediaobject>
+ <imageobject>
+ <imagedata fileref="figures/full-1" format="png">
+ </imageobject>
+ </inlinemediaobject>
+ <guilabel>Invitee List</guilabel>
+ </para>
+ <para>
+ The <guilabel>Invitee 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>
+ </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 time 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>