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diff --git a/help/C/usage-calendar.sgml b/help/C/usage-calendar.sgml new file mode 100644 index 0000000000..05f5e8e3d8 --- /dev/null +++ b/help/C/usage-calendar.sgml @@ -0,0 +1,710 @@ +<!-- +<!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 — 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> + 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> |