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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>
-
-
- <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 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="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 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>
-
- <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 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>