path: root/help/C/usage-calendar.xml

<!--
<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
-->

<chapter id="usage-calendar">
  <title>Evolution Calendar</title>

     <para>
      This chapter will show you how to use the 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>
      In Evolution, you can keep multiple calendars and overlay them
      one over the next. For example, you might have a schedule of
      events for work, one for home, and one for your favorite sports
      team. The shortcut bar lists those calendars, and you can check
      or uncheck the boxes next to them to show and hide the
      appointments in your calendar view. By hiding and showing
      different sets of appointments, you can be sure to avoid
      conflicts, while keeping a minimum of clutter in your view at
      any one time.
    </para>
    <para>
      Appointments for each calendar appear as a different color.
    </para>

    <para>
      The toolbar offers you four different buttons that can show you
      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>
      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 <guilabel>Prev</guilabel> and <guilabel>Next</guilabel>
       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
        <guilabel>Today</guilabel> button in the toolbar.
    </para>
    <para>
       To visit calendar entries for a specific date, click
       <guilabel>Go To</guilabel> and select the date in the dialog
       box that appears.
    </para>

  </sect1>
  <sect1 id="usage-calendar-apts">
    <title>Scheduling With the Evolution Calendar</title>


    <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>
        click the <guilabel>New</guilabel> button on the left end
        of the toolbar, or double-click in a blank space in the calendar.
      </para>

      <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>
        If you have more than one calendar, be sure to select the
        calendar in which you want to save the appointment. 
      </para>
      <para>
    Evolution supports the use of
    time zones.  If you share calendar files with friends or
    co-workers, it is quite possible you will need to configure
    your tim ezone.  To configure your time zone:
    <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 <guilabel>Globe</guilabel> 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 <guilabel>OK</guilabel> to select your time zone.
        </para>
      </listitem>
    </orderedlist>
      </para>
      <para>
    You can also configure time zone 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
    time zone 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,
           Evolution will display them side
           by side in your calendar.  However,
           Evolution 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 <guilabel>Browse</guilabel>
            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>
         If you are using a a calendar on a GroupWise or
        Exchange server, select a <guilabel>Classification</guilabel>
      for the appointment, to determine who can view it.
      <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. The different levels vary depending on your
      server settings; check with your system administrator or adjust
      your delegation settings.
      </para>
     
      <para>
    If you are using a GroupWise or Exchange server, other people
        on the server can check your schedule to see if you are
        available at any given time. If you have an appointment that
        is flexible or that you wish to designate as "Free" rather
        than "Busy" time, check the <guilabel>Free</guilabel> box in
      the<guilabel>Show Time As</guilabel> section.  Normally,
      appointments display as "Busy."
       </para>
      <para>
        You can categorize appointments in the same way you can
        categorize contacts. Click the <guilabel>Categories</guilabel>
      button opens up a checklist. Check the box next to each category
      that matches the appointment you are creating. 
    </para> 

      <tip>
      <title>Adding a New Appointment Category</title>
    <para>
     You can add a new category to your category list by clicking on
         <guilabel>Edit Master Category List</guilabel> and single-clicking
     on <guilabel> Click here to add a category</guilabel>.
    </para>
      </tip>

      <para>
    Once you've selected your categories, click <guilabel>OK</guilabel> to
    assign these categories to the appointment.  The categories you selected are now
    listed in the text box to the right of the <guilabel>Categories...</guilabel>
    button.
      </para>
 
   <para>
      Appointments with categories will appear
      with icons in the calendar display, and you can also search
      for appointments by category. To display only the appointments
      in a particular category, select <guilabel>Category
    Is</guilabel> in the search bar at the top of the calendar, and
    select a category.
      </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, 2008"
        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>, or double-clicking
        the appointment.
      </para>
    </sect2>
    <sect2 id="usage-calendar-rsvp">
      <title>Sending a Meeting Invitation</title>
      <para>
    Evolution 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
          <guilabel>Invite Others</guilabel> to select them from
          your contacts.
        </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 <guilabel>OK</guilabel> 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, 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 <guimenuitem>View Inline</guimenuitem>.  At the bottom, you
    can click <guilabel>OK</guilabel> to update your attendee
    list.
      </para>
    </sect2>

<!-- ############UNIMPLEMENTED FEATURES ###################

    <sect2 id="usage-calendar-apts-group">
      <title>Appointments for Groups</title>
      <para>
    You can use Evolution to mark a
    meeting request on another person's calendar.  To do it, click
    <guilabel>New</guilabel> 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 <guilabel>OK</guilabel>
    Evolution 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 Novell Evolution 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 published
      Free/Busy information for the people you have invited.  This is
      where you compare people's schedules to find free time to
      schedule the appointment. Individuals will only have visible
      scheduling information if they use the same GroupWise or
      Exchange server you do (that is, if they are in the same
      organization as you), or if they publish free/busy information
      at a URL you can reach and you have entered that URL into their
      contact card using the contact editor.
      </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 Evolution 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, Novell 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
          <guilabel>Save and Close</guilabel>.  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 Evolution Connector for Microsoft
     Exchange.
       </para>
      </sect3>
    </sect2>

  </sect1>

  <sect1 id="usage-calendar-multiple">
    <title>Multiple Calendars and Web Calendars</title>

    <para>
      To create a new calendar, select 
      <menuchoice>
    <guimenu>File</guimenu> <guisubmenu>New</guisubmenu>
    <guimenuitem>Calendar</guimenuitem>
      </menuchoice>. If the calendar is one you plan to store locally,
      you need only provide a name and color. If it is a remote
      calendar, enter the name, color, URL, and a refresh
      frequency. The refresh frequency determines how often Evolution
      will check to see if the calendar has changed. If you are
      working with someone who publishes an online calendar, you may
      want to check for updates every thirty minutes. On the other
      hand, if you have displayed a sports team schedule in your
      calendar, you may not need to refresh it more than once a week,
      if at all.
    </para>
    <para>
      The website <ulink
      url="http://icalshare.com">icalshare.com</ulink> has an extensive list
    of shared online calendars, including national and religious
    holidays, phases of the moon, sports, and local and regional events.
    </para>
  </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 <guilabel>Tasks</guilabel>
       button in the shortcut bar or in the folder tree.
    </para>
    <para>
       To record a new task, click the <guilabel>Add</guilabel>
       button in the toolbar.  Evolution
       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 <guilabel>Calendar</guilabel> and <guilabel>time</guilabel> 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 <guilabel>Open</guilabel>.  You can delete items by selecting
       them and clicking on the <guilabel>Delete</guilabel> button.
    </para>
    <para>
      The list of tasks is sorted in a similar way to the list of
      email messages in Novell Evolution
      Mail.  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>Task Groups</title>
      <para>
        As with calendars, you can create multiple task groups. Task
        groups are more easily organized in the dedicated
        <guilabel>Tasks</guilabel> tool. Each task group is assigned a
        color, and in the <guilabel>Tasks</guilabel> tool shortcut bar
        you can hide and show task groups just like calendars. In the
        calendar display task pad, tasks from all visible task groups
        will appear, color coded by group.  To create a new task
        group, select <menuchoice><guimenu>New</guimenu>
        <guimenuitem>Task Group</guimenuitem></menuchoice>. You will
        be prompted for a name, color, and location for the task
        group. If the task group is online, you will need to provide
        the URL for it.
      </para>
    </sect2>
  </sect1>

</chapter>