# Netscape Calendar

About Netscape Calendar

Getting Started

- Signing in to your Agenda
- Changing your Password

The Agenda Pages

- The Daily Page

- The Day View
- The Task View
- The Notes View
- The Date Control bar

- The Weekly Page

- The Day View
- The Notes View
- The Date Control bar

- The Monthly Page

- The Month View
- The Date Control bar

- The Group Agenda
- Opening Agendas

The In-tray

- New Entries
- Entries you've accepted
- Entries you've sent out
- Entries you've refused

The Task Display

- Opening a Tasks Display

- Viewing the Tasks of another person
- Working as a Designate in another person's Task Display

- The Task View of your Daily Agenda page
- Creating Tasks

- Adding details and attaching files to a Task
- Setting Reminders for a Task

- Editing Tasks

Working as a Designate

- Working as a Designate in another person's Agenda
- Working as a Designate in another person's Task Display
- Working as a Designate for a Resource
- Signing in as a Resource
- Opening the Group Agenda as a Designate

Agenda Entries

- Creating an Agenda Entry

- Inviting others to an Agenda Entry
- Adding details and attaching files to an Agenda Entry
- Setting reminders for an Agenda Entry
- Creating a recurring Agenda Entry

- Editing an Agenda Entry

- Linking a Task to an Agenda Entry

- Viewing an Agenda Entry created by someone else

- Replying to an Agenda Entry received from someone else

- Finding another time or date for an Agenda Entry
- Deleting an Agenda Entry

Daily Notes

- Creating a Daily Note

- Sending others a copy of your Note
- Creating a recurring Note
- Setting a reminder for a Note

- Editing a Daily Note
- Viewing a Daily Note written by someone else

- Displaying a Note from another user in your Agenda

- Deleting a Daily Note

Day Events

- Creating a Day Event

- Inviting others to your Day Event
- Creating a recurring Day Event
- Setting a reminder for a Day Event

- Editing a Day Event
- Viewing a Day Event created by someone else

- Replying to a Day Event to which you have been invited

- Deleting a Day Event

Holidays

- Creating a Holiday
- Deleting a Holiday
- Viewing a Holiday

- Setting reminders for a Holiday

Reminders

- Pop-Up Reminders
- Upcoming Reminders

Creating Lists of People and Resources

Groups

- Creating groups
- Modifying and deleting groups

Searching

- Searching for a single user
- Searching for several users
- Viewing the Directory
- Locating a person, resource, or group
- User Information
- Resource Information

Access Rights

- Granting Designate Rights
- Granting Viewing Rights
- Granting Task Viewing Rights
- Granting Scheduling Rights

Setting Preferences

- Customizing your display
- Changing name formats in the Agenda
- Changing date and time formats in the Agenda
- Changing the time zone

- Selecting your time zone
- Changing your time zone temporarily
- Changing your time zone permanently

- Configuring the In-tray folders

- Configuring the New Entries Folder
- Configuring the Accepted Entries Folder
- Configuring the Sent Entries Folder
- Configuring the Refused Entries Folder

- Setting up the Entry defaults

- Setting the Entry defaults for Agenda Entries
- Setting the Entry defaults for Day Events
- Setting the Entry defaults for Daily Notes
- Setting the Entry defaults for Tasks

- Configuring the Off-line Agenda

- Choosing a location for your off-line files
- Downloading your Agenda
- Including other people or resources in your off-line Agenda
- Including groups in your off-line Agenda
- Uploading your off-line Agenda

- Receiving mail notification

Printing

- Printing pages from your Agenda
- Printing the In-tray or Task Display

- Customizing the print-outs
- Customizing your Daily Agenda print-outs
- Customizing your Weekly Agenda print-outs
- Customizing your Monthly Agenda print-outs
- Customizing your Task List print-outs
- Customizing your Day List print-outs

- Creating a new layout
- Previewing the print-outs

The Mail

- Sending mail messages

The Off-line Agenda

- Reconciling your Agendas

Importing & Exporting

- The Import Utility

- Viewing information about vCalendar Entries
- Importing a vCalendar Entry

- The Export Utility

Glossary

# About Netscape Calendar

### This Agenda will look familiar to anyone who has used a paper agenda before. To enter an appointment in your Agenda, simply highlight the block of time, enter a title for the meeting and press Enter.

You can create a recurring meeting, write in details about it, set reminders for it, and invite other people or resources to it. Your Agenda can even suggest dates and times when all the people and resources you have invited are available.

Netscape Calendar is more than just a personal calendar: it is an enterprise-wide organizer. By creating a Group Agenda, which displays the Daily Agenda view of several people or resources side by side, you can view everyone's schedule and invite them all to the meeting. You can also notify the invitees of the event by e-mail. For those who need to schedule events with people in other time zones, all Agendas are converted to the local time of the person doing the scheduling, making it easier to arrange convenient meeting times around the world.

You can view your Agenda by day, by week, or by month. Should you want to reschedule an event, you can drag and drop it to a new time, a new day in the week view, or a different week in the month view. All the people and resources invited will be notified of the change. If someone has invited you to a meeting, you can view it by double-clicking it. From there you can respond that you will attend, not attend, have not yet decided, or would prefer another time. You can also check who has responded to your invitations by double-clicking the meeting in question.

The In-tray folders contain events you have received, sent out, accepted, and refused. By double-clicking any event in the In-tray you can see details about it. You can also drag and drop events from one folder to another to respond to them quickly. This makes it simple to respond to new invitations, to change your mind about attending a meeting, or to track the attendance of others.

Access rights allow you to control who has access to your Agenda, and how much of it they can access. You can assign full access rights, allowing another user to see details of your events and notes. You can assign rights that allow others to see when you are busy without seeing the details of the event. You can also prevent others from seeing anything in your Agenda at all.

Designate rights let you authorize selected individuals to work within your Agenda on your behalf. A designate can access your Agenda just as you would, and create, edit, and respond to events for you. You can grant full or partial designate rights to one or several people.

You can print your own customized pages or pages for a number of commercial paper planners. You can print your Daily, Weekly, or Monthly Agenda, a Task list, your In-tray, and other combinations.

If you require mobility, you can export your calendar to a laptop as an off-line Agenda. You can also export the Agendas of those people and resources you deal with most often. While off-line, you can schedule meetings, group meetings, and respond to invitations as you would normally.

# Getting Started

You can open the Agenda as a person (not necessarily yourself) or a resource. However, you must always be able to supply the correct password.

See Also
  Signing in to your Agenda
  Changing your Password

# Signing in to an Agenda

### You can work in your Agenda on-line or off-line. To access your Agenda on-line, you must be connected to your server; to work in your off-line Agenda, an off-line database must first be created.

Summary
  Signing in to your On-line Agenda
  Signing in to your Off-line Agenda
  Signing in as a Resource
See Also
  Searching for your user name
  Changing your Password
  The Off-line Agenda

# Signing in to an On-line Agenda

### When you launch your Agenda, a dialog box will ask you to sign in.

In Brief
1. Enter your user name.
2. Enter your password.
3. Enter your server name.
4. Click OK.

## Details

Your user name is the name by which the system knows you. Once you have entered a server name, you can search for your user name by clicking the magnifying glass button. This opens the Directory Search.

The server is the computer to which the workstations of a network are connected. It is where the centralized database of all the user data is kept. By clicking the arrow next to the Server Name edit box, you can see a list of servers you have recently signed in to. Either select a server name from the list or type in another server name.

A node is a database located on a server. There may be, and often are, several nodes on one server. Nodes are identified by a number or a name. You must specify the node to which you want to connect. For example, if your server name is "hudson" and your data is stored on the node "administration", you would enter "hudson, administration" as your server name. (If you enter only the server name, a dialog box may appear containing a list of the nodes available on the server. Select one.)

See Also
  Searching

# Signing in to Your Off-line Agenda

### When you open your Agenda off-line for the first time, you will need to create an off-line database if you have not already downloaded your on-line Agenda. Otherwise, you open your off-line Agenda the same way you would open your on-line Agenda.

In Brief
1. Enter your user name.
2. Enter your password.
3. Enter your "Off-line" as your server name.
4. Click OK.

## Details

If you have not already downloaded your on-line Agenda, the Off-line Agenda Configuration dialog box will appear the first time you open your off-line Agenda. Fill in your name, time zone, and where you would like your off-line Agenda to be stored. Click Browse to select the location. Click OK when you have finished.

The Sign-In dialog box then re-appears, allowing you to sign in to your new off-line Agenda.

# Signing in as a Resource

### Whenever you need to work as a resource, you should do so as a designate. To work as the designate of a resource, you must sign in as the resource, grant yourself the necessary access rights, and then open the resource's Agenda as a designate from within your own Agenda.

In Brief
1. Sign in as the Resource.
2. Grant yourself designate rights to the Resource's Agenda.
3. Sign in to your own Agenda.
4. Open the Resource's Agenda as a designate.

## Details

When you sign in to the system as a resource, you will have only the following capabilities:

- changing the assigned Access Rights (to set modification and scheduling rights for other users on the system).
- changing the password for signing on as the resource.

See Also
  Signing in to your On-line Agenda
  Granting Access Rights to other Users

# Changing Your Password

### To change your password, go to the Edit menu of the main window and select Change Password....

In Brief
1. Enter your old password (if you have one).
2. Enter your new password.
3. Click OK.
4. Re-enter your new password to verify it.
5. Click OK again.

## Details

Your password may be up to 15 characters long, is case-sensitive (it distinguishes between uppercase and lowercase characters), and may include any alphanumeric character.

# The Agenda Pages

The Agenda pages are displayed in three basic formats:

- The Daily Page
- The Weekly Page
- The Monthly Page

They can show either your personal Agenda, the Agenda of another person or resource, or a Group Agenda showing the Entries of a group of people on one Daily page. If you have been granted the rights by another user, you may open any of these Agenda pages as a designate for that user.

The Agenda pages not only allow you to see the Entries, but also to edit existing Entries and add new Entries directly on the page.

#### How to open your Agenda

You can open your Agenda in one of two ways:

- Select Open Agenda from the File Menu of the main window
- Select the Agenda button from the toolbar.

See Also
  Opening Agendas
  Working as a Designate
  Assigning Access Rights

# The Daily Agenda Page

The Daily Agenda page is divided into four sections:

- The Day View
- The Task View
- The Notes View
- The Date Control bar

You can resize the three views to suit your needs. The cursor changes into an "X" when you point at the little grey boxes on the splitters between the panes. Move the splitters by clicking the box and dragging it to resize the window pane.

#### The Day View

Your day is displayed here, divided into time slots that you can decrease or increase using the commands Decrease Time Slot and Increase Time Slot from the Edit Menu of the main window. When you decrease the time slots, you can see your time in fine detail--down to as little as five minute intervals. Increasing your time slots allows you an overview of your entire day, as you can put up to one hour of time into one slot.

Agenda Entries scheduled for the day you are viewing appear in the corresponding time slots, color-coded according to Importance level, Status, or Ownership. Conflicting Agenda Entries are shown side by side. The event title is displayed at the top of the Entry. (According to your preferences, the start and end times, and the location of the event may also be displayed.) Several icons could also appear there. These allow you a quick overview of the Agenda Entry by indicating:

- your reply to the Entry (a checkmark, an 'X', or a question-mark)
- that there is more than one attendee (a Group icon)
- that there is a description (a Pencil icon) or a file (a Paper-clip icon) attached to the Entry
- that you have set a reminder for the Entry (a Bell icon)

You can add Agenda Entries in the Day View by clicking on the time slot where you wish your Entry to start and dragging the cursor to the preferred end time. The selected block of time is highlighted and you can type the title of your Agenda Entry directly into the block. If you wish to add more information than the title and the start and end times, double-click the block to bring up the New Agenda Entry dialog box.

You can change the duration of an Agenda Entry directly on your Agenda page as well. Click the edge of the Agenda Entry to select it. Four handles will appear on the corners. Click the handle you want to use and drag it to lengthen or shorten the Agenda Entry. Notice that the cursor changes when you point at the handles. Your Agenda will resize the Agenda Entry and adjust the display of any Agenda Entries that occupy the same time slots.

Furthermore, you can move the Agenda Entry in a similar way. To move the Agenda Entry, click it and then drag it to its new location. Your Agenda will resize the Agenda Entry and adjust the display to accommodate any conflicts.

To delete an Agenda Entry, select it and then choose Delete Entry from the Edit Menu. You can only delete Entries that you own (that is, Entries created in your Agenda by you or one of your designates). If you have invited others to the Entry you are deleting, it will also be deleted from their Agendas and the Entries You've Sent Out folder of your In-tray. You cannot edit or delete Entries owned by others, but you can choose not to display Entries that you have refused (see Agenda Preferences - Display).

There are two ways to get to the Edit Entry dialog box in order to edit your Agenda Entries:

- You can select the Agenda Entry and then choose Open Selected Entry... from the Agenda menu.
- You can double-click the Entry.

If you only want to edit the title of an Agenda Entry, you can click it and type in the new title directly in the highlighted Entry in the Day View.

When an Agenda Entry is highlighted, the Tab key will always select the next Entry in chronological order for you. Shift + Tab will take you in reverse chronological order.

#### The Task View

Your Tasks will be displayed in this view.

- If the Daily page of the current date is displayed, the following Tasks will be listed in the Task View:

- Active Tasks (the Start date has passed, but the Task is not not overdue).
- Tasks that don't have a Start date, but have a Due date in the future.
- Overdue Tasks (Tasks whose Due date has passed).
- Completed Tasks will only be listed if the current date is their date of Completion or if they were completed earlier but the current date was their Due date.

- If the Daily page of a passed date is displayed, the following Tasks will be listed in the Task View:

- Active Tasks whose Start dates have passed on the displayed date.
- Completed Tasks if the displayed date is the due date or the date of Completion.
- Overdue Tasks whose Start dates have passed on the displayed date. (Note that these Tasks are not displayed as overdue if they were not overdue on the displayed date.)

- If the Daily page of a future date is displayed, the following Tasks will be listed in the Task View:

- Tasks for which the displayed date is the Start or Due date.
- Tasks that don't have a Start date, but have a Due date later than the displayed date.

Beside each Task appears a small box. These allow you a quick overview of your Tasks, by indicating that:

- the Task's due date has not passed (a plain gray square)
- the Task is overdue (the square has red edges)
- the Task is completed (there is a blue checkmark in the square).

Other icons may also be displayed in the Task View, to give you further information about each Task:

- The Bell icon indicates that you've set Reminders about the Task.
- The Pen icon indicates that Comments have been written into the Task.
- The Paper clip icon indicates that the Task has an attached file.

In the Task View list, the Tasks are listed in chronological order according to their due date; Tasks without a Due date are found at the top of the list.

By double-clicking a Task you can call up the Edit Task dialog box. Double-clicking below the existing Tasks in the Task View or choosing New Task from the Agenda menu calls up the New Task dialog box. These dialog boxes allow you to make changes to your Tasks or create new Tasks directly on your Daily Agenda page.

You can also select a Task in the Task View and use the command Print Selected Entry from the Agenda menu, and the comands Duplicate Entry and Delete Entry from the Edit menu.

When you have finished working on a Task, you can mark it as completed by clicking on the box beside it in the Task View. Your Agenda will automatically make all the necessary changes.

#### The Notes View

Daily Notes, Holidays, Upcoming Reminders, and Day Events will be displayed here. Double-click the Entry's icon to view it.

Next to each Entry in the Notes View, there is an icon to indicate the type of Entry. The icons appear as follows:

- Daily Note - A piece of yellow paper
- Holiday - Balloons
- Day Event - A star
- Upcoming Day Event - A star with a double downward arrow
- Upcoming Agenda Entry - A clock with a double downward arrow
- Upcoming Note - A piece of yellow paper with a double downward arrow
- Upcoming Task - A gray checkmarked square with a double downward arrow
- Upcoming Holiday - Balloons with a double downward arrow

You can open the Entries in the Notes View by double-clicking them:

- When you double-click a Holiday or an Entry you don't own, the View Entry dialog box appears. Here you will find detailed information about the Entry.
- If you double-click an Entry that you own (that is, a Daily Note, a Day Event, or an Upcoming Reminder for an Entry that you or one of your designates created in your Agenda), the Edit Entry dialog box appears. In this dialog box you can modify the Entry.

You can create a Daily Note either by choosing New Daily Note from the Agenda Menu or by double-clicking in the Notes View below any other Entries already displayed there. You can also send copies of your Daily Notes to other users.

#### The Date Control bar on the Daily page

The Date Control bar appears along the upper edge of your Agenda pages. It lets you navigate through your Agenda.

On the Daily page, the buttons work as follows:

- The double left arrow moves you back one week.
- The double right arrow moves you forward one week.
- The left arrow moves you back one day.
- The right arrow moves you forward one day.
- The Shorter Rows button makes the rows of your calendar shorter, without changing the interval that each Time Slot represents.
- The Taller Rows button makes the rows of your calendar taller, without changing the interval that each Time Slot represents.

When you click the calendar button, a calendar that allows you to select a specific date appears on screen.

At the far left of the Date Control bar, you may also see an upward pointing arrow or a downward pointing arrow. These indicate, respectively, that there are more Entries earlier and later in your Agenda, which are not visible on screen at the moment. Scroll up or down in the Day View to see these Entries.

See Also
  Customizing the display
  Agenda Entries
  Daily Notes
  Tasks
  Day Events
  Holidays

#

# The Weekly Agenda Page

The Weekly Agenda page is divided into three Views:

- The Week View: subdivided into five, six, or seven Day Views (according to your preferences)
- The Notes View: subdivided into five, six, or seven Views (according to your preferences)
- The Date Control bar

You can resize the Week View and the Notes View to suit your needs. The cursor changes into an "X" when you point at the splitters between the views. To move the splitters, click the small grey box and drag the splitter to its new location.

Each of the Day Views contained in the Week View behave in the same way as the Day View on your Daily Agenda page. By double-clicking the heading of any of the day columns, you can bring up the Daily Agenda page for that day. And when you reschedule an Entry on screen, you can move it not only within the day on which it was scheduled, but also from one Day View to another within that week.

The Notes View that corresponds to each Day View behaves the same as The Notes View on the Daily Page. On the Weekly page you can also drag and drop Day Events and Daily Notes between days.

#### The Date Control bar on the Weekly page

The Date Control bar appears along the upper edge of your Agenda pages. It lets you navigate through your Agenda.

On the Weekly page, the buttons work as follows:

- The double left arrow moves you back one month.
- The double right arrow moves you forward one month.
- The left arrow moves you back one week.
- The right arrow moves you forward one week.
- The Shorter Rows button makes the rows of your calendar shorter, without changing the interval that each Time Slot represents.
- The Taller Rows button makes the rows of your calendar taller, without changing the interval that each Time Slot represents.

When you click the calendar button, a calendar that allows you to select a specific date appears on screen.

At the far left of the Date Control bar, you may also see an upward pointing arrow or a downward pointing arrow. These indicate, respectively, that there are more Entries earlier and later in your Agenda, which are not visible on screen at the moment. Scroll up or down in the Week View to see these Entries.

# The Monthly Agenda Page

The Monthly Agenda page is divided into two Views:

- The Month View
- The Date Control bar

#### The Month View

In the Month View, each day of the month has its own grid square where the Entries scheduled on that day are shown. At the beginning and the end of the month, any grid squares not used for the current month will contain the days of the previous or following month in gray. The current date is displayed in red. You can resize individual columns or rows by clicking the splitters you want to move with the cursor and dragging them to resize the column or row. To return to the default grid setting, click the Grid button on the Date Control bar.

The Month View will display Agenda Entries, Day Events, Daily Notes, and Holidays. Holiday titles will appear in red next to the date along the upper edge of the grid square. Agenda Entries will be listed first, followed by Daily Notes, Day Events, and Holidays. You select an Entry by clicking it. When an Entry is selected, you can scroll through all the Entries in the grid square using the up and down arrows on the keyboard. (Those grid squares containing more Entries than displayed in the grid square will show an arrow at the top indicating there is more to see below.)

You can do many different things within the Month View:

- Double-clicking the upper edge of a grid square takes you to the Daily Agenda page for that date.
- Double-clicking an individual Entry that you own allows you to edit it in the Edit Entry dialog box.
- Double-clicking an Entry that you don't own calls up the View Entry dialog box, which gives you more information about the Entry.
- Double-clicking beneath existing Entries in a grid square calls up the New Agenda Entry dialog box, where you can schedule a new Agenda Entry for that date.

The Month View also lets you move Entries you own from one day to another by clicking on the Entry and dragging it to another grid square.

#### The Date Control bar on the Monthly page

The Date Control bar appears along the upper edge of your Agenda pages. It lets you navigate through your Agenda using five buttons.

On the Monthly Page, the buttons work as follows:

- The double left arrow moves you back six months.
- The double right arrow moves you forward six months.
- The left arrow moves you back one month.
- The right arrow moves you forward one month.
- The Grid button on the right-hand side of the control bar returns the calendar grid to its default setting.

When you click the Calendar button, a calendar that allows you to select a specific date appears on screen.

# The Group Agenda

The Group Agenda lets you open several Agendas side by side, so you can view the Entries of others and schedule Entries at times when everyone is available. Choose which Agendas will be included in your Group Agenda using the Selection for Group Agenda dialog box. It appears when you go to the File menu, select Open Agenda, and then select Open Group Agenda from the submenu.

The Group Agenda consists of a series of columns. The names of each person or resource included in the Group Agenda appears along the top of the columns.

The first column is a Combined view: its blank time slots indicate at what times all the people and resources in the Group Agenda are available. The other columns display the individual Agendas that make up the Group Agenda.

See Also
  The Day View
  Opening a Group Agenda

# Opening Agendas

In Brief
1. From the File Menu select Open Agenda.
2. From the submenu select An Agenda.
3. Select the Agenda you want to open.
4. Click OK.

## Details

Select the Agenda you want to open:

- click "Modify your own Agenda" to open your own Agenda
- click "View the Agenda of:" to open the Agenda of another user
- click "Modify, as Designate, the Agenda of:" to work in the Agenda of another user as their designate.

#### To open your own Agenda

Select "Modify your own Agenda" and click OK.

#### To view the Agenda of another Person or a Resource

Select "View the Agenda of:" and then type the name of the person or resource in the edit box. If you do not know the name, click the magnifying glass button to open the Directory Search. When you have entered your selection, click OK.

#### To open the Agenda of another person or resource as a Designate

Select "Modify, as designate, the Agenda of:". From the list displayed, select the person or resource for whom you wish to work as a designate. (Only those people and resources who have given you designate rights will be displayed.) Click OK.

# Selecting Users for the Group Agenda

### The Selection for the Group Agenda dialog box appears when you choose to open a Group Agenda. To do so, go to the File menu, select Open an Agenda, and from the submenu select A Group Agenda.

In Brief
1. Create a list of all the people and resources you want to include in the Group Agenda.
2. Click OK.

## Details

To add people or resources to the list, type their name in the Add edit box.

If you want to add a resource, type r:, re:, or res: followed by the resource's name.

If you want to add a group, type g:, gr:, or grp: followed by the group's name.

You can also search the Directory for the names of people and resources by clicking the magnifying glass button.

To add a group, click the group button and make your selection.

See Also

Creating a list of people or resources

# The In-Tray

### The In-tray is where you receive and manage Entries (Agenda Entries, Day Events, Daily Notes, and Holidays) from other users.

The In-tray also contains a list of the Entries you have sent to others, accepted, and refused.

To access your In-tray, go to the File Menu and select Open In-tray.

#### The In-tray folders

When you open the In-tray, you will see a folder labeled with your name. If you have opened other Agendas as a designate, folders will also appear for the people in whose Agendas you are working.

You open or close a folder by clicking its icon. When you open the folder with your name on it, four other folders will appear:

- New entries
- Entries you've accepted
- Entries you've sent out
- Entries you've refused

Opening any of these four folders (by clicking them) will display a list of the folder's contents. Each item in the list is preceded by an icon, which identifies the item as an Agenda Entry, Daily Note, Holiday, or Day Event.

The icons appear as follows:

- Agenda Entry - A clock
- Day Event - A star
- Daily Note - A piece of yellow note paper
- Holiday - Balloons

Recurring Entries appear with a stacked icon and a downwards arrow.

#### Working in the In-tray

You can handle Entries in a number of ways in the In-tray.

Clicking an Entry's icon will display a list of all the people and resources to whom the Entry has been sent. The icon next to each name indicates how the person has responded.

- A checkmark indicates the person has accepted the invitation
- An "X" indicates the person has refused the invitation
- A question mark indicates the person has not yet responded to the invitation

Your name also appears on the list of people and resources. If you double-click your name, the Reply dialog box appears.

If you click the icon of a recurring Entry, however, the Entry's recurrences with be displayed. Clicking the icon of one of these recurrences displays the list of people and resources invited.

By double-clicking the title of an Entry created by another user (not its icon), you will see either the Reply dialog box or the View Entry dialog box. Double-clicking an Entry you sent displays the Edit dialog box.

You can click and drag Entries from one folder to another. Your Agenda will automatically make the necessary changes in your Agenda pages.

If you select an Entry and choose Find Entry from the In-tray menu, the Daily Agenda page on which the Entry appears is displayed.

You can also print an Entry from the In-tray by selecting it and choosing Print Entry from the In-tray menu. Clicking the Print button on the toolbar prints the entire contents of the In-tray.

See Also

  New Entries Folder
  Accepted Entries Folder
  Sent Entries Folder
  Refused Entries Folder
  Replying to an Invitation

# The New Entries folder

### The New Entries folder contains all the invitations to which you have not responded.

It is a good idea to periodically check your In-tray for new Entries. You can also choose to receive a mail message notifying you whenever you receive a new Entry in your In-tray.

See Also
  Setting up the New Entries folder
  Mail Notification

# The Accepted Entries folder

### This folder contains Entries you've accepted, that is, Entries you have chosen to keep in your Agenda.

You can change your reply to the Entries in this folder by dragging the Entry to another folder or by double-clicking the title of the Entry to access the Reply page.

See Also
  Replying to an Invitation

# The Sent Entries folder

### This folder contains the Entries you have sent to others.

To delete Entries you have sent out, select the Entry, go to the In-tray menu, and select Delete Entry.

# The Refused Entries folder

### This folder contains the Entries you have refused, that is, the Entries you have chosen not to keep in your Agenda.

You can change your reply to the Entries in this folder by dragging the Entry to another folder or by double-clicking the title of the Entry to access the Reply page.

# Replying to an Invitation

### The Fast Reply dialog box will appear when you double-click an Entry, if you have set your Preferences to do so.

In Brief

1. Select the appropriate message.
2. If you wish to send an e-mail message with your reply, click the mail message button and create your message.
3. If you are replying to an Agenda Entry and would prefer it to be rescheduled at another time, indicate this by checking the "I would prefer another time" box.
4. Click OK.

## Details

When you send a reply to an Invitation, it will automatically be moved to the appropriate In-tray folder. If you choose to reply later, the Entry will remain in the New Entries folder.

#### See Also

  Receiving Mail Notification

# Tasks

### The Tasks Display contains all of your Tasks: active, incomplete, completed, and overdue.

### To open your Tasks Display, select Open Tasks... from the File Menu.

Summary
  Opening a Tasks Display

  Viewing the Tasks of another User
  Opening the Tasks of another User as a Designate

  The Task View of your Daily Agenda page
  Creating Tasks

  Adding details and attaching files to a Task
  Setting Reminders for a Task

  Editing Tasks

See Also
  Entry Defaults for Tasks

# Opening a Task Display

### When you select Open Tasks... from the File Menu, you will have three options to choose from:

- Modify your own Tasks
- View the Tasks of...
- Modify, as Designate, the Tasks of...

Summary

1. From the File Menu, select Open Tasks.
2. Select the Task Display you want to open.
3. Click OK.

## Details

#### To open your own Tasks

Select "Modify your own Tasks" and click OK.

#### To view the Tasks of another Person

Select "View the Tasks of:" and then type the name of the person in the edit box. If you do not know the name, click the magnifying glass button to open the Directory Search. When you have entered your selection, click OK.

#### To open the Tasks of another person as a Designate

Select "Modify as designate the Tasks of:". From the list displayed, select the person for whom you wish to work as a Designate. (Only those users who have given you designate rights will be displayed.) Click OK.

What's Next
  The Tasks View of your Daily Agenda page

# The Task View of the Daily Agenda Page

### The Task View is part of your Daily agenda page. It contains active Tasks (those whose start dates have passed), Tasks with a due date in the future (for those Tasks that do not have a start date), and overdue Tasks for the date you are viewing.

A small box will appear next to each task.

- a grey outline indicates an active Task or a Task due in the future
- a red outline indicates an overdue Task
- a blue checkmark indicates a completed Task

By double-clicking a Task, you can call up the Edit Task dialog box. This lets you make changes to your Tasks directly on your Daily Agenda page.

To create a new Task, go to the Agenda Menu and select New Task....

You can also make changes to a Task by selecting it and using the commands available from the Edit Menu.

See Also
  Creating Tasks
  Editing Tasks

# Creating Tasks

### The New Task dialog box (Tasks Menu, New Task... or Agenda Menu, New Task...) lets you create a Task. Your Task may (or may not) have a due date, due time, start date, and start time.

In Brief
- Enter the description of your Task.
- On the General Page, enter the following: due date and time and/or start date and time, completion, Priority and Access level.
- Go to the Reminders page to set reminders for the start and/or due times.
- On the Details page you can add comments about your Task or attach a file.
- When you are done, click OK.

## Details

#### Entering general information about your Task

On the General page, check the Due date box to set a Due date and time for your Task. Then enter the Task's due date. Use the arrows to the right of the box or click the calendar icon. Then enter the due time using the arrows to the right of the box or by clicking the clock icon.

To set a Start date and time for your Task, check the Start Date box and follow the same procedure as above.

To indicate how much of the Task has been completed, drag the slider to the correct value (5% increments). If the Task has been completed, check the Completion Date box to mark the date on which the Task was finished.

Select a Priority and an Access level from the pull-down menus. The Access level controls what information other users will be able to see about the Entry you are creating. If you do not indicate a Priority and an Access level, your default options will be used.

#### Setting reminders for a Task

On the Reminders page, indicate the reminders you wish to set. You can set separate reminders for your start time and due time. (If you have not set a start date, no reminder can be set for the start time. The same is true for the due date.)

Then set how you wish to be reminded. You can either be reminded by a pop-up window or you can have the Reminder appear in the Notes View (at the bottom of the Daily and Weekly Agenda pages). Click the arrow next to the display box and select one option.

You can be reminded minutes, hours, days or weeks in advance. To view your options , click the arrow to the right of the box. TSelect an option and then type the appropriate number in the edit box.

#### Adding details and attaching files to a Task

On the Details page you can type your text directly into the edit box or copy, cut, and paste text from other applications. You can enter up to 32,000 characters (32K) in this space.

You can also attach an entire file to your Task. To attach a document, do the following:

1. Click Attach.
2. Select the file you wish to attach to your Task.
3. Click OK.

Should you change your mind, you can remove the file by clicking Remove.

What's Next
  Editing Tasks

# Editing Tasks

### To make changes to a Task, use the Edit Task dialog box. You can access it by double-clicking the Task you want to edit.

The Edit Task dialog box behaves in the same way as the CreateTask dialog box.

In Brief
- Change the description of your Task in the edit box.
- On the General Page, you can change the following: due date and time and/or start date and time, completion, Priority, and Access level.
- Go to the Reminders page to reset reminders for the start and/or due times.
- On the Details page you can add comments about your Task and attach or remove files from the Task.
- Click OK when you have finished editing the Task.

See Also
  Creating Tasks

# Working as a Designate

Summary

  Working as a Designate in another User's Agenda
  Working as a Designate in another User's Task Display
  Working as a Designate for a Resource
  Signing in as a Resource
  Opening the Group Agenda as a Designate

See Also
  Assigning Designate Rights

# Working as a Designate in Another User's Agenda

#### A designate is someone who has the right to work in the Agenda of another user. However, designates can only carry out those operations the owner of the Agenda has granted them the right to perform.

Opening an Agenda as a Designate lets you work in someone else's Agenda on their behalf (the Agenda's owner must first give you the right to do so). As a designate, you can view, edit, and create Agenda Entries owned by that Agenda, according to the rights that you have been given.

See Also
  Opening an Agenda
  Assigning Designate Rights

# Working as a Designate in Another User's Task Display

To open the Tasks of another user as a Designate, select Open Tasks... from the File menu. Click the button "Modify, as a Designate, the Tasks of" and select the user from the list displayed. No names will appear on the list if you have not been granted rights by any other user. Click OK. The Task View of the selected user will open. You will then be able to view and modify those Tasks to which you have been given rights.

See Also

  Assigning Designate Rights

# Working as a Designate for a Resource

Whenever you work in the Agenda of a resource, you should do so as a designate. To do so, you must first sign in as the resource. As the resource, you can do the following:

- change the assigned access rights (setting modification and scheduling rights for other users on the system)
- change the password for signing on as the resource

Grant yourself the necessary designate rights, and then access the resource's Agenda as a designate from within your own Agenda.

See Also

  Signing in
  Assigning Designate Rights

# Opening the Group Agenda as a Designate

Opening a Group Agenda as a Designate lets you create Entries using the Group Agenda while working as a designate for someone else.

To open a Group Agenda as a designate, go to the File menu and select Open Agenda. Then select Open Group Agenda as Designate from the submenu. The Designate Select dialog box appears, asking you for whom you wish to work as a designate.

Once you have chosen for whom you are working as a designate, the Selection for Group Agenda dialog box appears. Use it to select the users who will be included in your Group Agenda. A Group Agenda is then created. Working in the Group Agenda as a Designate is the same as working in your own Group Agenda.

See Also

  Assigning Designate Rights
  The Group Agenda

# Agenda Entries

### Agenda Entries are those Entries with a scheduled start and end time. They may be meetings, courses, or any other event occupying a specific block of time.

### You can assign your Agenda Entries a location, invite others to attend, and make them recurring events.

Summary
  Creating an Agenda Entry

  Inviting others to an Agenda Entry
  Adding details and attaching files to an Agenda Entry
  Setting Reminders for an Agenda Entry
  Creating a Recurring Agenda Entry

  Editing an Agenda Entry

  Linking a Task to an Agenda Entry

  Viewing an Agenda Entry created by someone else

  Replying to an Agenda Entry received from someone else

  Finding another time or date for an Agenda Entry
  Deleting an Agenda Entry

See Also
  Entry Defaults for Agenda Entries

# Creating an Agenda Entry

### Use the New Agenda Entry dialog box to create new Agenda Entries. To access this dialog box, select New Entry... from the Agenda menu.

In Brief
- On the General page, enter the title, date, and time.
- Select any people and resources you want to invite to your Entry.
- Go to the Summary page. Enter the location, Importance level,and Access level for your Entry.
- If you are creating a recurring Entry, go the Repeating page. Create the recurrences for your Entry.
- To add details or attach a file to your Entry, go to the Details page. Enter your details in the edit box.
- Go to the Reminders page to set a reminder for your Entry. Choose a reminder type and indicate how soon before the Entry you want to be reminded.
- When you have finished, click Create.

## Details

#### Entering general information about your Entry

On the General page, enter the title of your Agenda Entry in the Title box. Check the Tentative box if you do not wish to make your Agenda Entry definite yet. (You can make it definite later by editting the Entry.) When you check "Tentative", a (T) appears next to the title of your Entry, indicating that it is a tentative Entry.

In the Date box, enter the date of your Agenda Entry. Use the scroll buttons to the right of the box or click the calendar icon.

In the Start Time box set the start time of your Agenda Entry. Use the arrows to the right of the box or click the clock icon. Then set the time your Agenda Entry will finish in the End Time box.

Notice that the duration of the Agenda Entry appears in the Duration box. You can adjust the duration of the Agenda Entry by using the arrows to the right of the box. Your Agenda will automatically adjust the End Time for you.

Click Check for Conflicts to see if the Entry you are creating conflicts with Entries already scheduled in your Agenda. If a conflict is found, your Agenda can help you find another time or date for the Entry. To do so, click Suggest a date/time.

#### Inviting others to an Agenda Entry

Use the edit box on the General page to add people, groups, or resources to your Entry. They will be added to the list box at the bottom of the dialog box.

To add several users or groups at once, use the search feature. Click the magnifying glass button to open the Directory Search.

To delete a name from the list you have created, select the name in the list box and click Delete.

#### Adding a location, Importance level and Access level

In the Location edit box, type in the location for your Entry. If this location is also a resource available on your system (such as a conference room), you should also include it on your list of participants.

Select an Importance level and an Access level from the pull-down menus. The Access level controls what information other users will be able to see about the Entry you are creating. If you do not indicate an Importance level and an Access level, your default options will be used.

#### Creating a Recurring Agenda Entry

On the Repeating page, indicate how frequently you would like the Entry to recur (for example, every day, once a week on Wednesdays, on the second Tuesday of every month, and so on). Click the arrow to the right of the edit box to display your options (days, weeks, month on day, month on date, or years). Select one. In the small edit box to the left, enter the appropriate number. (For example, 1 week, 2 months, 5 years, and so on.)

When you select Week, Month on Date, or Month on Day, your Agenda will give you a list of days or dates in the list box. Choose one. For example, if you choose Week, the days of the week will be displayed. Choose on which day of the week you want the Entry to be scheduled. You can also choose more than one selection by doing the following:

- To choose a block of consecutive days from the list, hold down Shift when you click your selections
- To choose several non-consecutive days from the list, hold down Control when you click your selections

Enter the Start date using the scroll buttons or by clicking the calendar icon.

Set the End date by clicking either the "Until" or the "For" button. If you click the "Until" button, set the date using the scroll buttons or by clicking the calendar icon. If you choose the "For" button, set the duration by selecting one of the options from the right-hand edit box (days, weeks, months, years). Then type the interval in the small left-hand edit box.

To include Saturdays, Sundays, and Holidays when scheduling recurring Agenda Entries, check the appropriate boxes.

When you click List Dates, your Agenda will display a list of all the dates on which your Entry has been scheduled. You can choose the way your Agenda should handle scheduling conflicts.

- If you select Display conflicts, an icon appears next to those dates with a conflict; if no icon appears there is no conflict on that date.
- If you select Suggest times when conflicts, conflicts will be marked by an icon. Another dialog box will also appear, suggesting times where you could reschedule the Entry.
- If you choose Ignore conflicts, your Agenda will only display a list of dates, without indicating whether a conflict exists.

To generate your list of recurrences, click List Dates. The list will appear in the list box below. To delete a date from this list, select the date and click Delete. To delete the entire list, click Clear All.

You should keep in mind that if you make changes to your parameters (for example, if you change the "From" date) and then create another list, your previous list will be overwritten.

If you want to add a date to your list that is not included in the parameters you entered, use the Additional date edit box.

Create the date using the scroll buttons to the right-hand side of the edit box or choose the calendar icon. Once the date is set, click Add to accept it.

#### Adding details and attaching files to an Agenda Entry

On the Details page you can type your text directly into the edit box or copy, cut and paste text from other applications. You can enter up to 32,000 characters (32K) in this space.

You can also attach an entire file to your Entry. To attach a document, do the following:

1. Click Attach.
2. Select the file you wish to attach to your Entry.
3. Click OK.

Should you change your mind, you can remove the file by clicking Remove.

#### Setting Reminders for an Agenda Entry

On the Reminders page, check "Display Reminders" to turn the reminder on.

Then set how you wish to be reminded. You can either be reminded by a Pop-up window or you can have the reminder appear in the Notes View (at the bottom of the Daily and Weekly Agenda pages). Click the arrow next to the display box and select one option.

You can be reminded minutes, hours, days, or weeks in advance. To view your options and select one, click the arrow to the right of the box. Then type the appropriate number in the edit box.

If this is a recurring Agenda Entry, the dates for the Entry appear in the list box below. The Reminder you have set will apply to only the selected Entry. To apply the Reminder to all recurrences of the Entry, click Apply to All.

To turn the reminders off, uncheck "Display Reminders".

What's Next
  Editing an Agenda Entry
See Also
  Setting the Default Entries for Agenda Entries

# Editing an Agenda Entry

### To make changes to an Agenda Entry you have scheduled, use the Edit Agenda Entry dialog box. You can access it by either double-clicking the Entry on your Agenda page or by going to the File menu and selecting Edit Event....

This dialog box behaves very much like the New Agenda Entry dialog box, which you used to create the Entry. However, there are two additional pages: the Linked Tasks page and the Reply page.

The Linked Tasks page lets you create Tasks related to the Entry.

On the Reply page you can indicate whether or not you will attend the event. (Although you have scheduled the event, you may not be able to attend. You can decline the event, without cancelling it for the other participants.)

In Brief
- On the General page, you can change the title, date, and time.
- You can also make changes to the list of people and resources you have invited to the Entry.
- On the Summary page, you can change the location, Importance level and Access level you assigned the Entry.
- To add details or attach a file to your Entry, go to the Details page. Enter your details in the edit box.
- Use the Linked Tasks page to create and manage Tasks related to the Entry.
- On the Reminders page you can set a reminder for your Entry. Choose a reminder type and indicate how soon before the Entry you want to be reminded.
- On the Reply page, you can indicate whether or not you will be attending the event.
- When you have completed all your changes, click OK.

## Details

#### Linking a Task to an Agenda Entry

To create or edit Tasks linked to your Agenda Entry, use the Linked Tasks page of the Edit Agenda Entry dialog box.

To create a new Task, click New. This will open the Create Tasks dialog box. To edit a Task you have already linked with this Entry, double-click the Task on the list.

To delete a Task, select the Task and click Delete. To unlink a Task from the Agenda Entry, select the Task and click Unlink. An unlinked task is not deleted. It is simply no longer connected to the Entry.

When you print an Entry (by selecting Print... from the Agenda menu or the print button on the toolbar) that has Tasks linked to it, those Tasks will be included in the print-out.

Note: You cannot link a pre-existing Task with an Entry. A Task linked to an Entry must be created from within that Entry.

What's Next
  Viewing an Agenda Entry created by someone else
See Also
  Creating an Agenda Entry

# Viewing an Agenda Entry Created by Someone Else

### The View Entry dialog box displays information about an Agenda Entry you cannot edit. To view an Entry, either double-click its icon in your In-tray (if you have set your Preferences for this option) or in your Agenda page.

This dialog box will only appear if you do not own the Entry you have selected. If you own the Entry, the Edit Entry dialog box appears instead. (You cannot edit information about events you do not own.)

In Brief

1. Enter your Reply to the Entry on the Reply page. It appears on top when you open an Entry created by another user. It also contains a summary of the Entry, so you do not necessarily need to view the other pages of the dialog box.
2. If there are details included or there is an attached file, go to the Details page to view them.
3. Use the Linked Tasks page to create and manage Tasks related to the Entry.
4. On the Reminders page you can set a reminder for your Entry. Choose a reminder type and indicate how soon before the Entry you want to be reminded.

## Details

#### Replying to an Entry

The Reply page of the dialog box lets you reply (or change your reply) to the Agenda Entry you are viewing.

If the Entry is a recurring one, a list box at the bottom of the dialog box will show the recurrences of the Entry, and indicate your reply to them using:

- A circled checkmark for Entries you have accepted
- A circled "X" for Entries you have refused
- A circled question mark for Entries you have not responded to yet.

To change your reply, select the appropriate message from the list. The message "I would prefer another time" can accompany any of the options. To send an e-mail message with your reply, click the mail message button.

If the Entry you are viewing is a recurring one, click Apply to All to respond to all recurrences. (Otherwise your reply only applies to the currently selected recurrence of the Entry.)

#### Linking a Task to an Agenda Entry

To create or edit Tasks linked to your Agenda Entry, use the Linked Tasks page.

To create a new Task, click New. This will open the Create Tasks dialog box. To edit a Task you have already linked with this Entry, double-click the Task on the list.

To delete a Task, select the Task and click Delete. To unlink a Task from the Agenda Entry, select the Task and click Unlink. An unlinked task is not deleted. It is simply no longer connected to the Entry.

When you print an Entry (by selecting Print... from the Agenda menu or the print button on the toolbar) that has Tasks linked to it, those Tasks will be included in the print-out.

Note: You cannot link a pre-existing Task with an Entry. A Task linked to an Entry must be created from within that Entry.

What's Next
  Finding another time or date for an Agenda Entry

#

Finding Another Time or Date for an Agenda Entry

### When you create or edit an Agenda Entry, you can ask your Agenda to suggest a date or time for your Entry. The Agenda will find a block of time during which all the people and resources invited are available and that fits your specifications. Clicking Suggest a date/time will bring up the Suggest Time/Date dialog box.

In Brief

1. Indicate the range of dates within which you want to schedule your Entry.
2. Enter the amount of time you want to find in the Duration box.
3. Indicate the range of time within which you want to schedule your Entry.
4. Set the maximum number of suggestions you want to see.
5. Click List Suggestions to start the search.
6. Select one of the suggestions displayed.
7. Click OK.

## Details

The time range offers three options to indicate the time frame for your search.

- To specify a time range, click "Between" and set the range using the arrows to the right of the boxes or by choosing the clock icon.
- If you select "Within Normal Hours" your Agenda will use the Normal Hours you have set in your Scheduling Preferences.
- Select "Within Extended Hours" -- your Agenda will use the Extended Hours you have set in your Scheduling Preferences.

What's Next

Deleting an Agenda Entry

# Deleting an Agenda Entry

### To delete an Agenda Entry, Task, Day Event, or Daily Note you own, select it and do one of the following:

- Press Ctrl + Del.
- Go to the Edit menu and select Delete Selected Entry...

## Details

A dialog box appears, asking you whether you really want to delete the selected item. Click Yes to delete the Entry; click No to keep the Entry.

#### Deleting a recurring Agenda Entry

When you select and delete a recurring Agenda Entry, a dialog box appears containing all the recurrences of the Entry. Select the instances of the Entry you want to delete, and click Delete. To select all instances of the Entry, click Delete All.

# Daily Notes

### A Daily Note is a short memo you can enter into your Agenda. It does not have a time. Daily Notes can be up to 64 characters long. They can be either a one-time note or a recurring one, and you can send others a copy of your Daily Note.

Summary
  Creating a Daily Note

  Sending others a copy of your Note
  Creating a recurring Note
  Setting a reminder for a Note

  Editing a Daily Note
  Viewing a Daily Note written by someone else

  Displaying a Note from another user in your Agenda

  Deleting a Daily Note

# Creating a Daily Note

### Use the New Daily Note dialog box to create new Daily Notes. To access this dialog box select New Daily Note... from the Agenda menu.

Creating a Note is similar to creating an Agenda Entry. Fewer fields appear on certain pages of the dialog box (for example, there are no start and end times or Importance level), but the process is basically the same.

In Brief
1. On the General page, enter the text of the Note.
2. Select any people and resources you want to send a copy of your Note.
3. Go to the Summary page. Enter the Access level for your Note.
4. If you are creating a recurring Note, go the Repeating page. Create the recurrences for your Note.
5. Go to the Reminders page to set a reminder for your Note. Choose a reminder type and indicate how soon before the Note you want to be reminded.
6. Click OK when you have finished.

## Details

#### Sending your Daily Note to others

Use the edit box on the General page to send a copy of your Note to other users. They will be added to the list box at the bottom of the dialog box.

To add several users at once, use the search feature. Click the magnifying glass button to open the Directory Search.

To delete a name from the list you have created, select it in the list box and click Delete.

#### Adding an Access level

The Access level controls whether other users will be able to see the Note you are creating. If you do not indicate an Access level, your default options will be used.

#### Creating a recurring Daily Note

On the Repeating page, indicate how frequently you would like the Note to recur (for example, every day, once a week on Wednesdays, on the second Tuesday of every month, and so on). Click the arrow to the right of the edit box to display your options (Days, weeks, month on day, month on date, or years). Select one. In the small edit box to the left, enter the appropriate number. (For example, 1 week, 2 months, 5 years, and so on)

When you select Week, Month on Date, or Month on Day, your Agenda will give you a list of days or dates in the list box. Choose one. For example, if you choose Week, the days of the week will be displayed. Choose on which day of the week you want the Note to appear. You can also choose more than one selection by doing the following:

- To choose a block of consecutive days from the list hold down Shift when you click your selections
- To choose several non-consecutive days from the list, hold down Control when you click your selections

Enter the Start date using the scroll buttons or by clicking the calendar icon.

Set the End date by clicking either the "Until" or the "For" button. If you click the "Until" button, set the date using the scroll buttons or by clicking the calendar icon. If you choose the "For" button, set the duration by selecting one of the options from the right-hand edit box (days, weeks, months, years). Then type the interval in the small left-hand edit box.

To include Saturdays, Sundays, and Holidays when scheduling recurring Daily Notes, check the appropriate boxes.

To generate your list of recurrences, click List Dates. The list will appear in the list box below. To delete a date from this list, select the date and click Delete. To delete the entire list, click Clear All.

You should keep in mind that if you make changes to your parameters and then create another list, your previous list will be overwritten.

If you want to add a date to your list that is not included in the parameters you entered, use the Additional date edit box.

Create the date using the scroll buttons to the right-hand side of the edit box of choose the calendar icon. Once the date is set, click Add to accept it.

#### Setting Reminders for a Daily Note

On the Reminders page, check "Display Reminders" to turn the Reminder on. To turn it off, uncheck this box.

Then set how you wish to be reminded. You can either be reminded by a pop-up window or you can have the reminder appear in the Notes View (at the bottom of the Daily and Weekly Agenda pages). Click the arrow next to the display box and select one option.

You can be reminded minutes, hours, days, or weeks in advance. To view your options and select one, click the arrow to the right of the box. Then type the appropriate number in the edit box.

If this is a recurring Daily Note, the dates for the Note appear on the list below. The reminder you have set will apply to only the selected recurrence. To apply the reminder to all recurrences of the Note, click Apply to All.

What's Next
  Editing a Daily Note

# Editing a Daily Note

### The Edit Daily Note dialog box lets you make changes to a Note you have created. Access this dialog box either by double-clicking the Note in your Agenda Page or by selecting the Note and choosing Open Selected Entry... from the Agenda menu.

In Brief
- On the General page you can change the text of your note.
- You can also make changes to the list of people and resources to whom you have sent a copy of the Note.
- On the Summary page you can change the Access level you assigned the Note.
- On the Reminders page you can set a reminder for your Note. Choose a reminder type and indicate how soon before the Note you want to be reminded.
- On the Reply page, you can indicate whether or not you want to keep the Note in your Agenda. (Although you created the Note, you may no longer want to keep it in your Agenda. If you decline the Note, it will be removed from your Agenda, but will still exist for those people to whom you have sent a copy.)
- Click OK when you have finished.

What's Next
  Viewing a Daily Note

# Viewing a Daily Note Written by Someone Else

### The View Note dialog box displays information about the Daily Note you have selected. You can view Notes by either double-clicking them in your In-tray or in your Agenda page.

This dialog box appears only if you do not own the Note you have selected. If you own the Note, the Edit dialog box appears instead. (You cannot edit information about events you do not own.)

In Brief
- Enter your Reply to the Note on the Agenda page. It appears on top when you open a Note created by another user. It also contains a summary of the Note, so you do not necessarily need to view the other pages of the dialog box.
- On the Reminders page you can set a reminder for your Entry. Choose a reminder type and indicate how soon before the Entry you want to be reminded.
- Click OK.

## Details

#### Replying to a Note

The Agenda page of the dialog box lets you decide whether you want to keep the Note you are viewing in your Agenda.

If the Note is a recurring one, a list box at the bottom of the dialog box will show the recurrences of the Note, and indicate your reply to them using:

- A circled checkmark for Notes you have kept in your Agenda
- A circled "X" for Notes you have removed from your Agenda
- A circled question mark for Notes about which you have not yet made a decision.

To change your reply, select the appropriate message from the list.

If the Note you are viewing is a recurring one, click Apply to All to respond to all recurrences. (Otherwise your reply only applies to the currently selected recurrence.)

What's Next
  Deleting a Daily Note

# Deleting a Daily Note

### To delete a Daily Note you own, select it and do one of the following:

- Press Ctrl + Del.
- Go to the Edit menu and select Delete Selected Entry...

## Details

A dialog box will appear, asking you whether you really want to delete the selected item. Click Yes to delete the Note; click No to keep the Note.

#### Deleting a recurring Daily Note

When you select and delete a recurring Note, a dialog box will appear containing all that note's recurrences. Select the instances of the Note you want to delete, and click Delete. To select all instances of the Note, click Delete All.

# Day Events

### A Day Event is an Entry that runs for an entire day. However, it does not block out the time in your Agenda. You can still schedule regular Entries for that day without creating a conflict. Day Events can be either a one-time event or a recurring one, and you can invite others to your Day Events.

Summary
  Creating a Day Event

  Inviting others to your Day Event
  Creating a recurring Day Event
  Setting a reminder for a Day Event

  Editing a Day Event
  Viewing a Day Event created by someone else

  Replying to a Day Event to which you have been invited

  Deleting a Day Event

# Creating a Day Event

### Use the New Day Event dialog box to create new Day Events. To access this dialog box select New Day Event... from the Agenda menu.

Creating a Day Event is similar to creating an Agenda Entry. Fewer fields appear on certain pages of the dialog box (for example, there are no start and end times or Importance level), but the process is basically the same.

In Brief

1. On the General page, enter the title of the Day Event.
2. Select any people and resources you want to invite to your Day Event.
3. Go to the Summary page. Enter the Access level for your Day Event.
4. If you are creating a recurring Day Event, go the Repeating page. Create the recurrences for your Day Event.
5. Go to the Reminders page to set a reminder for your Day Event. Choose a reminder type and indicate how soon before the Day Event you want to be reminded.
6. Click OK when you have finished.

## Details

#### Inviting others to your Day Event

Use the edit box on the General page to invite other people and resources to your Day Event. They will be added to the list box at the bottom of the dialog box.

To add several people, resources, or groups at once, use the search feature. Click the magnifying glass button to open the Directory Search.

To delete a name from the list you have created, select it in the list box and click Delete.

#### Adding an Access level

The Access level controls whether other users will be able to see the Day Event you are creating. If you do not indicate an Access Level, your default options will be used.

#### Creating a recurring Day Event

On the Repeating page, indicate how frequently you would like the Day Event to recur (for example, every day, once a week on Wednesdays, on the second Tuesday of every month, and so on). Click the arrow to the right of the edit box to display your options (Days, weeks, month on day, month on date, or years). Select one. In the small edit box to the left, enter the appropriate number. (For example, 1 week, 2 months, 5 years, and so on.)

When you select Week, Month on Date, or Month on Day, your Agenda will give you a list of days or dates in the list box. Choose one. For example, if you choose Week, the days of the week will be displayed. Choose on which day of the week you want the Entry to be scheduled. You can also choose more than one selection by doing the following:

- To choose a block of consecutive days from the list hold down Shift when you click your selections;
- To choose several non-consecutive days from the list, hold down Control when you click your selections.

Enter the Start date using the scroll buttons or by clicking the calendar icon.

Set the End date by clicking either the "Until" or the "For" button. If you click the "Until" button, set the date using the scroll buttons or by clicking the calendar icon. If you choose the "For" button, set the duration by selecting one of the options from the right-hand edit box (days, weeks, months, years). Then type the interval in the small left-hand edit box.

To include Saturdays, Sundays, and Holidays when scheduling recurring Day Events, check the appropriate boxes.

To generate your list of recurrences, click List Dates. The list will appear in the list box below. To delete a date from this list, select the date and click Delete. To delete the entire list, click Clear All.

You should keep in mind that if you make changes to your parameters and then create another list, your previous list will be overwritten.

If you want to add a date to your list that is not included in the parameters you entered, use the Additional date edit box.

Create the date using the scroll buttons to the right-hand side of the edit box of choose the calendar icon. Once the date is set, click Add to accept it.

#### Setting Reminders for a Day Event

On the Reminders page, check "Display Reminders" to turn the Reminder on. To turn it off, uncheck this box.

Then set how you wish to be reminded. You can either be reminded by a pop-up window or you can have the reminder appear in the Notes View (at the bottom of the Daily and Weekly Agenda pages). Click the arrow next to the display box and select one option.

You can be reminded minutes, hours, days, or weeks in advance. To view your options and select one, click the arrow to the right of the box. Then type the appropriate number in the edit box.

If this is a recurring Day Event, the dates for the Day Event appear on the list below. The reminder you have set will apply to only the selected recurrence. To apply the reminder to all recurrences of the Day Event, click Apply to All.

What's Next
  Editing a Day Event

# Editing a Day Event

### The Edit Day Event dialog box lets you make changes to a Day Event you own. Access this dialog box either by double-clicking the Day Event in your Agenda Page or by selecting it and choosing Open Selected Entry... from the Agenda menu.

In Brief
- On the General page you can change the title of your Day Event.
- You can also make changes to the list of people and resources you have invited to the Day Event.
- On the Summary page you can change the Access level you assigned the Day Event.
- On the Reminders page you can set a reminder for your Day Event. Choose a reminder type and indicate how soon before the Day Event you want to be reminded.
- On the Reply page, you can indicate whether or not you want to keep the Day Event in your Agenda. (Although you created the Day Event, you may no longer want to keep it in your Agenda. If you decline the Day Event, it will be removed from your Agenda, but will still exist for those people you have invited.)
- Click OK when you have finished.

What's Next
  Viewing a Day Event

# Viewing a Day Event Created by Someone Else

### The View Day Event dialog box displays information about the Day Event you have selected. You can view Day Events by either double-clicking them in your In-tray or in your Agenda page.

This dialog box appears only if you do not own the Day Event you have selected. If you own it, the Edit dialog box appears instead. (You cannot edit information about events you do not own.)

In Brief

- Enter your Reply to the Day Event on the Agenda page. It appears on top when you open an Entry created by another user. It also contains a summary of the Day Event, so you do not necessarily need to view the other pages of the dialog box.
- On the Reminders page you can set a reminder for your Day Event. Choose a reminder type and indicate how soon before the Day Event you want to be reminded.
- Click OK.

## Details

#### Replying to a Day Event

The Agenda page of the dialog box lets you decide whether you want to keep the Day Event you are viewing in your Agenda.

If the Day Event is a recurring one, a list box at the bottom of the dialog box will show the recurrences of the Note and indicate your reply to them using:

- A circled checkmark for Day Events you have kept in your Agenda
- A circled "X" for Day Events you have removed from your Agenda
- A circled question mark for Day Events about which you have not yet made a decision

To change your reply, select the appropriate message from the list.

If the Day Event you are viewing is a recurring one, click Apply to All to respond to all recurrences. (Otherwise your reply applies only to the currently selected recurrence.)

What's Next
  Deleting a Day Event

# Deleting a Day Event

### To delete a Day Event you own, select it and do one of the following:

- Press Ctrl + Del.
- Go to the Edit menu and select Delete Selected Entry...

## Details

A dialog box appears, asking you whether you really want to delete the selected item. Click Yes to delete the Day Event; click No to keep the Day Event.

#### Deleting a recurring Day Event

When you select and delete a recurring Day Event, a dialog box will appear containing all its recurrences. Select the instances of the Day Event you want to delete, and click Delete. To select all its instances, click Delete All.

# Holidays

### On your Daily and Weekly Agenda pages Holidays are displayed in the Notes View. They appear next to the date in the Monthly Agenda page. The Balloon icon indicates a Holiday.

Holidays appear in the New Entries folder of your In-tray, where you can decide whether to keep them in your Agenda.

Summary
  Creating a Holiday

  Editing and Deleting Holidays

  Viewing a Holiday

  Displaying a Holiday in the Agenda
  Setting reminders for a Holiday

# Creating a Holiday

### You can enter Holidays into the Agenda (provided you have been granted the authorization to do so) by selecting Holidays... from the Edit menu.

In Brief
1. Enter the name of the Holiday in the Title box.
2. Enter the date of the Holiday.
3. Click the checkmark to accept the new Holiday.
4. Click Done when you have finished (you may wish to create more than one holiday at a time).

## Details

All the Holidays in the system appear in the list box. You can sort them according to date or title by clicking the appropriate button.

#### Deleting a Holiday

To delete a Holiday from the list, select the Holiday and click Delete.

Note: You cannot edit a Holiday. If you need to make changes to a Holiday you have created, you must delete it and create a new one.

#

# Viewing a Holiday

### This dialog box displays information about the Holiday you have selected. It appears when you double-click the Holiday in your In-tray (if you have set your Preferences for this option) or your Agenda pages.

In Brief
- On the Agenda page, indicate whether you want to keep (i.e., display) the Holiday in your Agenda.
- You can set a Reminder for the Holiday by using the Reminders page.
- Click OK.

## Details

#### Replying to a Holiday

The Agenda page of the dialog box lets you decide whether you want to keep the Holiday you are viewing in your Agenda.

To change your reply, select the appropriate message from the list.

#### Setting Reminders for a Holiday

On the Reminders page, check "Display Reminders" to turn the Reminder on. To turn it off, uncheck this box.

Then set how you wish to be reminded. You can either be reminded by a pop-up window or you can have the reminder appear in the Notes View (at the bottom of the Daily and Weekly Agenda pages). Click the arrow next to the display box and select one option.

You can be reminded minutes, hours, days, or weeks in advance. To view your options and select one, click the arrow to the right of the box. Then type the appropriate number in the edit box.

# Reminders

### You can set reminders for your Agenda Entries, Day Events, Daily Notes, Holidays, and Tasks when you create, edit, or view them. To do so, use the Reminders page of the dialog box.

### There are two types of reminders available: Pop-Up Reminders and Upcoming Reminders.

Summary
  Pop-Up Reminders
  Upcoming Reminders

See Also
  Setting up the Entry Defaults

# Pop-Up Reminders

### A Pop-Up Reminder is a dialog box that appears on-screen at the time you set. It contains information about the Entry of which you are being reminded.

### You can clear or snooze the Reminder. You can also open the Entry to view it in detail.

In Brief
1. View the Reminders in the dialog box (click Next to scroll through multiple Reminders).
2. Choose how you wish to handle the Reminder (Clear or Snooze).

## Details

The Reminders Pop-Up dialog box contains information about the Entry about which you are being reminded. It can contain more than one Reminder at a time. To scroll thought the Reminders, click Next.

Click Snooze to postpone the Reminder. Clicking Clear permanently turns off the Reminder you are viewing; Clear All permanently turns off all the Reminders contained in the dialog box.

Click View to display the Entry about which you are being reminded (you cannot edit the Entry here).

To turn all your pop-up reminders off temporarily, type Ctrl + R. Type Ctrl + R again to reactivate them.

What's Next
  Upcoming Reminders

#

Upcoming Reminders

### Upcoming Reminders appear in the Notes View of your Daily and Weekly Agenda pages.

They can appear days, weeks, months, or even years before the Entry, and appear on every day during your chosen interval. For example, if you set an Upcoming Reminder a week in advance, it will appear in the Notes View each day for the week leading up to your Entry.

By double-clicking an Upcoming Reminder, you can open the Entry to view it.

These Reminders will appear in your Notes View even if you turn off the pop-up Reminders (Ctrl + R).

# Creating Lists of People and Resources

### Whenever you need to add people, resources, or groups to a list (such as when you are inviting people to an event, reserving resources, or creating a group), you will follow the steps outlined below.

In Brief

1. Enter the name of the person, resource, or group in the edit box.
2. Click the checkmark to accept the name. (Clicking the "X" will erase the name.)
3. If you are unsure of the name, click the magnifying glass button to open the Directory Search.
4. If you want to add an entire group, click the group button to open the Select a Group dialog box.
5. Repeat until all the people and resources you want are on the list.

## Details

#### Entering a person's name in the edit box

To add a person to the list you are creating, type the person's name in the edit box. You can also enter the person's initials (leave a space between the two letters).

If a person's first or last name consists of two words, the words must be joined by a caret (^). For example: Mary^Jane Wray or John Van^der^Wegen.

Should there be more than one person in the database with the initials you have entered, a list of names will appear. Select the correct person from that list.

You can also choose to enter a person's organization units, with or without the user's name. The organization units must be separated from the name, and from one another, by slashes. For example: Jay Ford/CORP/MKTG/EXT.

Depending on your company's system of organization, a person may have as many as four organization units.

Once the name is in the edit box, click the checkmark to add it to your list.

#### Entering a resource in the edit box

To enter the name of a resource in the edit box, type, "r:", "re:", or "res:", followed by the resource's name. You can also enter the resource number. It must be preceded by a slash. For example: r: Meeting Room/R222.

Once the resource's name is in the edit box, click the checkmark to add it to the list.

#### Entering a group in the edit box

To enter the name of a group in the edit box, type "g:". "gr:", or "grp:" followed by the group's name.

Once the group's name is in the edit box, click the checkmark to add it to the list. The members of the group will appear on the list individually (the name of the group will not actually appear on the list.)

#### Using the Select a Group box

You can also click the Group button to access the Select a Group dialog box.

Check the types of groups you wish to see. The corresponding groups will be displayed in the left-hand list box. When you select a group in that list, its members will be displayed in the right-hand list box.

To add a group to your list, select the group in the left-hand list box and click OK. The group's members will be added to the list you are creating.

# Groups

### Your Agenda can create groups of users, allowing you to schedule Entries with a number of people and resources more simply.

Summary
  Creating groups
  Modifying and deleting groups
See Also
  Creating a list of people and resources

# Creating groups

### You can create groups of people and resources within your Agenda.

### To create a group, go to the Edit menu on the main window and select Manage Groups.

In Brief
1. Enter the name of the group in the Add Group edit box.
2. Select a group type from the pull-down menu.
3. Click the checkmark to create the group. It now appears in the list of groups.
4. Add people or resources to the group using the Add Member edit box. Members' names will appear in the list box below.
5. Click OK.

## Details

You can print a list of the groups that exist on your system by clicking Print Groups. The print-out will contain a list of all groups, with a list of each group's members (up to a maximum of 50 members).

To print a list of the members of a specific group, select the group and click Print Members. The print-out will list all the members of the group.

What's Next
  Modifying and deleting groups

# Modifying and Deleting Groups

### You can modify or delete existing groups using the Group Management dialog box. Open it by selecting Manage Groups from the Edit menu in the main window.

In Brief
- Select the group you want to modify from the list of groups available. The name will then appear in the Modify Selected Group edit box.
- You can now edit the group's name.
- You can also assign the group a new group type.
- To add new members to the group, use the Add Member edit box.
- To delete members, select the member from the list and click Delete Member.
- To delete the group completely, click Delete Group.
- Click OK.

# Searching

### You can access the Directory Search dialog box from any dialog box where you need to enter the names of people, resources, or groups. To do so, click the magnifying glass button.

The Directory Search will also appear when you select Search Directory from the Edit menu of the main window.

The Directory Search will look and function differently, depending on the kind of search you are doing. There are three types of searches possible:

- searching for a single user
- searching for several users
- viewing the directory

You can also search to find where a person, resource, or group will be on a particular date or at a particular time by using the Where Is...? dialog box.

See Also
  Searching for a single user
  Searching for several users
  Viewing the Directory
  Where is...?

#

Searching for a Single User

### When you click the magnifying glass button in a dialog box where you can select only one person or resource, the Directory Search dialog box that appears will only allow you to select a single user.

### This is the case, for example, when you search for a user name in the Open an Agenda dialog box.

Summary
  Using the People page
  Using the Resources page
  Using the Groups page

See Also
  User Information
  Resource Information

# Searching for Several Users

### When you click the magnifying glass button in a dialog box where you can select several people or resources, the Directory Search dialog box will allow you to select several users.

### This is the case, for example, when you are creating a list of participants for an Entry.

### The People, Resources, and Groups pages of the dialog box look and function the same way when selecting a several users. However, you can create a list of users, from one or more of the pages in the Search dialog box.

Summary
  Using the People page
  Using the Resources page
  Using the Groups page
  Creating a list of people or resources

See Also
  User Information
  Resource Information

# Viewing the Directory

### The Directory Search dialog box that appears when you select Directory Search from the Edit menu of the main window lets you search for people, resources, and groups. However, you cannot select a user or create a list from here. The Directory Search simply provides quick access to information about the people, resources, and groups on your system.

Summary
  Using the People page
  Using the Resources page
  Using the Groups page

See Also
  User Information
  Resource Information

# Using the People Page to Select a Single User

### To search for and select a person, use the People page of the Directory Search dialog box.

In Brief
1. Enter a search parameter, such as a name, initials, or organization unit.
2. Click Search.
3. Select the person from the list of people found.
4. Click OK.

## Details

#### Entering search parameters

You must enter a search parameter to begin your search. You can type in the first few letters of a person's last name or enter information in any of the other available fields. If you click Search without entering a search parameter, all the people in the system directory may appear in the list box. On some systems, however, you may get the message, "Surname string too short", in which case you will need to enter a search parameter.

#### The search results

The results of your search will be displayed in the list box at the bottom of the dialog box. Those users appearing with an (F) next to their name are foreign users. Those users with an (R) or other notes in brackets next to their names are remote users.

#### Printing your search results

You can print the entire list of users found by clicking Print.

What's Next
  Using the Resources page to select a single user

# Using the Resources Page to Select a Single User

### To search for and select a resource, use the Resources page of the Directory Search dialog box.

In Brief
1. Enter a search parameter -- either part of the resource name or resource number.
2. Check "Local Resources Only" if you want to limit your search.
3. Click Search.
4. Select the resource from the list of resources found.
5. Click OK.

## Details

#### Entering search parameters

You must enter a search parameter to begin your search. You can enter either part of the resource name or resource number. If you click Search without entering a search parameter, all resources in the system directory may appear in the list box. You can also limit your search by checking "Local Resources Only". Only those resources with an Agenda on the same node as yours will be displayed.

#### The search results

The results of your search will be displayed in the list box at the bottom of the dialog box. If you have not limited your search to local resources, those resources with an (R) or other notes in brackets next to their names are remote resources.

#### Printing your search results

You can print the entire list of resources found by clicking Print.

What's Next
  Using the Groups page to select a single user

# Using the Groups Page to Select a Single User

### To search for and select a person or resource, you can use the Groups page of the Directory Search dialog box.

In Brief
1. Check the types of groups you want displayed.
2. Click Search.
3. Select a group. Its members will be displayed in the list of people or resources found.
4. Select the person or resource.
5. Click OK.

## Details

This page of the Search directory will not appear if you click the magnifying glass button from the sign-in dialog box. Only the People and Resources pages will appear in that case.

#### Group types

Each group is assigned one of four group types. These control who has access to each group. Public groups are those groups available to other users. Private groups are those groups you have created only for your own use.

#### The search results

The members of the group you have selected will be displayed in the list box at the bottom of the dialog box.

#### Printing your search results

You can print the entire list of users found by clicking Print.

What's Next
  Creating a list of people or resources

# Creating a List of People or Resources

### The bottom part of the Directory Search dialog box for selecting several people or resources consists of two list boxes and a series of buttons. These let you construct your list using one or more pages of the dialog box.

The left-hand list box contains the list of people or resources found when you did your search.

The right-hand list box contains the list of people or resources you create.

The Add, Add All, and Remove buttons let you move people and resources from one list to the other.

Use the pages of the dialog box to find a list of users, as you would when searching for a single user.

#### Adding one person or resource to the list

From the list of users found, select the person or resource you want to add to your list. Click Add to include them to the right-hand list.

#### Adding several people or resources to the list at once

To select a number of consecutive names on the list, hold down Shift and click the first and last names. To select a number of non-consecutive names from the list, hold down Ctrl and click each name.

Once you have selected the names, click Add.

To add the entire list of people or resources found, click Add All.

#### Removing a person or resource from the list you have created

You can remove a person or resource from the list you are creating by selecting their name in the right-hand list box and clicking Remove.

See Also
  User Information
  Resource Information

# User Information

### Click the Information button in the Directory Search dialog box to see the information available about the selected person.

The information available may include:

- The person's name
- Employee number
- Phone number and extension
- Fax number
- Job title
- Office mailing address

Not all information may be available for all people.

If your system administrator has given you the right to do so, you can change the information available about yourself by selecting User Information from the Edit menu in the main window.

See Also
  Resource Information

# Resource Information

### Click the Information button in the Directory Search dialog box to see the information available about the selected resource.

The information available may include:

- The resource's name
- The resource number
- The location
- The capacity
- The name of the resource's administrator
- The phone number of the resource's administrator
- The fax number of the resource's administrator

Not all information may be available for all resources.

# Locating a user, resource, or group

### The Where is...? dialog box allows you to find out what other people, resource, or groups have scheduled in their Agendas at a specific time.

### Open the dialog box by selecting Where is... from the Edit menu of the main window.

In Brief
1. Enter the name of the person, resource, or group you wish to locate.
2. Specify the time and date at which you want to look.
3. Click the checkmark to search their Agenda.
4. Click Done to dismiss the dialog box.

## Details

Should you not have the right to view the Entries scheduled, the display will simply indicate that the user or resource is busy.

# Access Rights

### You can grant others access rights to your Agenda and control which of your Entries other users can view by using the Access Rights dialog box. You can also prevent other users from inviting you to Entries.

Open the Access Rights dialog box by from the main window (Edit Menu, Access Rights).

#### Creating a list of users with access rights

The Access Rights dialog box has four pages on which you can grant various rights to users: designate rights, viewing rights, Task viewing rights, and, scheduling rights.

You can set default rights that apply to most users, and create a list of other users, to whom you can grant rights individually.

To set the default rights on each page, select "Default: Any unlisted person" from the list box at the bottom of the dialog box and set the rights you want most users to have. These default settings will apply to any user not specifically granted other rights.

To grant a user special rights, you must add that person's name to the list. Once the name is in the list box, you can select it and grant the user special rights on one, some, or all of the pages of the dialog box. On those pages where you don't want to give the selected user special rights, you can grant default rights by checking "Same as Default".

See Also
  Granting Designate Rights
  Granting Viewing Rights
  Granting Task Viewing Rights
  Granting Scheduling Rights

# Granting Designate Rights

### Use the Designate page of the Access Rights dialog box to grant selected users the right to work as a designate in your Agenda.

In Brief
1. Select the user for whom you are setting rights from the list at the bottom of the dialog box.
2. Check those boxes corresponding to the rights you want to grant the selected user.
3. Click OK.

## Details

You can grant a user rights to different types of Entries according to the Access level you have assigned that person.

You can also assign different degrees of access at each level.

Note that you must grant the user the right to modify at least one level of Entry in order to grant that person the right to open your Agenda as a designate.

#### Can modify

If you grant a user the right to modify Entries, that person will be able to view, edit, and delete Entries on your behalf.

#### Can view

If you grant a user the right to view your Entries, they will be able to fully view and reply to your Entries on your behalf.

#### See times only

If you grant a user the right to only see the times of your Entries, that person will see a block of busy time, but no details.

What's Next
  Granting Viewing Rights

# Granting Viewing Rights

### Use the Viewing page of the dialog box to control how much information other users can see about your Agenda Entries, Day Events, and Daily Notes.

In Brief
1. Select the user for whom you are setting rights from the list at the bottom of the dialog box.
2. Check those boxes corresponding to the viewing rights you want to grant the selected user.
3. Click OK.

## Details

You have three options available for each Access level:

- View Details: the user will be able to see the full details of your Entries
- Times Only: the user will only see that there is an Entry scheduled
- None: the user will not see the Entry

Note that if you grant Times Only, the user will not be able to see Daily Notes or Day Events, which have no times.

What's Next
  Granting Task Viewing Rights

# Granting Task Viewing Rights

### Use the Tasks page of the Access Rights dialog box to grant selected users the right to view your Tasks.

In Brief
1. Select the user for whom you are setting rights from the list at the bottom of the dialog box.
2. Check those boxes corresponding to the viewing rights you want to grant the selected user.
3. Click OK.

## Details

When you grant viewing rights to your Tasks, you either grant the user full viewing rights or no viewing rights. That is, that person will either be able to view all of your Task or not be able to see it at all.

Note that public Tasks can always be viewed by other users.

What's Next
  Granting Scheduling Rights

# Granting Scheduling Rights

### Use the Scheduling page of the Access Rights dialog box to control which users can invite you to events.

In Brief
1. Select the user for whom you are setting rights from the list at the bottom of the dialog box.
2. Uncheck the box to prevent a user from inviting you to events. If the box is checked, the user can invite you.
3. Click OK.

## Details

If a user tries to invite you to an event once you have denied them the right to do so, a message box will appear, alerting them to the fact that they cannot invite you.

# Setting up Your Preferences

### You can personalize your Agenda by setting your preferences for many of the its functions.

It is important to remember that changes you make to any preferences will not apply until you have closed and reopened the window in which these preferences apply.

See Also
  Customizing your display
  Changing how names appear in the Agenda
  Changing how dates and times appear in the Agenda
  Changing the time zone
  Setting up the In-tray folders
  Setting up the Entry defaults
  Setting up the Off-line Agenda
  Receiving mail notification

# Customizing Your Display

### Set up your Agenda display using the Display page of the Agenda Preferences dialog box (Main window, Edit Menu, Preferences, Agenda...).

In Brief
1. Adjust the display hours.
2. Choose which day will start your week.
3. Choose whether to include Saturdays and Sundays.
4. Choose which Entries and information to display.
5. Select a color scheme.
6. Click OK.

## Details

Setting the display hours indicates the central block of time that will be displayed on your Agenda. You will still be able to see earlier or later time slots by scrolling up or down. Enter the times either by using the scroll buttons or by clicking the clock button to select a specific hour. The interval controls the amount of time that will be included in each time slot. Your time slots can contain from 5 to 60 minutes.

Select the day on which you want each week to begin. It will be the leftmost column in your Week View. To include Saturdays and Sundays in your Week View, check the appropriate boxes.

Your Day, Week, and Month Views can include a variety of Entries and information. Choose what types of Entries and information you want included by checking the appropriate boxes:

- Declined Entries
- Unconfirmed Entries
- Entry Location
- Entry Times
- Entry Icons

The color codes in your Agenda Entries give you a clearer picture of the Entries in your Agenda, even at a quick glance. Your Agenda Entries can be color coded in one of three ways:

- By Importance level: this indicates the level of Importance assigned to the Entry
- By Status: this indicates whether you plan to attend the Entry (depending on your response to the invitation you received in your In-tray)
- By Ownership: this indicates whether you own the Entry.

Choose the color scheme you wish to use.

# Changing Name Formats in the Agenda

### Choose your name and resource formats by using the Names page of the General Preferences dialog box (Main window, Edit menu, Preferences, General...).

In Brief
1. Select a name format.
2. Select a resource format.
3. Click OK.

## Details

Enter your preferred name format by selecting one of the formats offered. Then check off which organization units (if any) you want displayed with the person's name. You can also choose how you would like the organization units displayed by checking off one of the formats shown in the dialog box.

You can set your preferred format for resource names as well. Choose one of the three formats offered in the dialog box.

# Setting Preferences for Dates and Times

### You can set your preferences for the date and time formats using the Date and Time page of the General Preferences dialog box (Main window, Edit Menu, Preferences, General...).

In Brief
1. Select a short date format.
2. Select a long date format.
3. Select a time format.
4. Click OK.

## Details

The Agenda will use your preferred date and time formats in its displays.

Enter your long and short date format preferences by selecting from the options available. You can type the character of your choice as a separator for the short date format.

The current time can be displayed on your Agenda pages and elsewhere using either the 12-hour (AM/PM) or the 24-hour format. Select your preferred option.

# Changing the Time Zone

### Your Agenda can change time zones to accommodate any travel or long-distance scheduling you may require. To change time zones, use the Time Zone page of the General Preferences dialog box (Main window, Edit menu, Preferences, General...).

Summary
  Selecting your time zone
  Changing your time zone temporarily
  Changing your time zone permanently

# Selecting Your Time Zone

### There are two ways to select the time zone you wish to use.

- If you know the name of the time zone you wish to use, enter it in the top edit box, or select it from the list available by clicking the arrow to the right of the edit box.
- If you do not know the name of the time zone you wish to use, you can select the name of the region whose time zone you wish to use. To do so, click Load Regions. The Agenda will then display a list of countries and regions in the Regions list box. Choose the region whose time zone you wish to use - you will see its name displayed in the upper edit box as well.

What's Next
  Changing your time zone temporarily
  Changing your time zone permanently

# Changing Your Time Zone Temporarily

### By default, the Agenda will assume you want to change your time zone temporarily.

In Brief
1. Select a time zone.
2. Check "For This Session Only".
3. Click OK.

## Details

All you need to do to change your time zone temporarily is make sure that "For This Session Only" is checked. The next time you log in to your Agenda, you will have returned to your permanent time zone.

To return to your permanent time zone without first closing your Agenda, return to the Time Zone preferences page and click Revert to Host's Time Zone.

# Changing Your Time Zone Permanently

### You can change your permanent time zone if your system administrator has granted users the right to this function. (If you do not have the right to this function, you will not be able to select the option "For Future Sessions".)

In Brief
1. Select a time zone.
2. Check "For Future Sessions".
3. Click OK.

## Details

To change your time zone permanently, select your time zone, and check the option "For Future Sessions". The time zone for your Agenda will be changed to the new time zone, and all events will be shown in their new corresponding time slots.

Before the change is made a box will appear, asking you to confirm that you wish to change your time zone permanently.

To return temporarily to the same time zone as the server to which you are connected, return to the Time Zone preferences page and click Restore Saved Time Zone. This will temporarily reinstate the server's time zone.

If you change your time zone permanently, the new time zone will be your default time zone for future sessions. The only way to revert to the server's time zone as your permanent time zone is to enter it in the top edit box and then check "For Future Sessions".

# Configuring the In-Tray Folders

### The In-tray Preferences dialog box (Main window, Edit Menu, Preferences, In-tray...) controls how the In-tray will treat your new Entries, accepted Entries, refused Entries, and the Entries you have sent to others.

Summary
  Setting up the New Entries Folder
  Setting up the Accepted Entries Folder
  Setting up the Sent Entries Folder
  Setting up the Refused Entries Folder

# Configuring the New Entries Folder

### The New page of the In-tray Preferences dialog box (Main window, Edit Menu, Preferences, In-tray...) controls how the In-tray will treat Entries you receive from other users.

In Brief

1. Select your preferred options.
2. Click OK.

## Details

Your Agenda can treat new Entries in one of two ways. By double-clicking a new Entry you can either reply to the Entry or view it.

- Fast Reply to the Entry lets you answer the Entries you receive without viewing them first.
- View the Entry lets you read the Entries you receive before responding.

What's Next
  Setting up the Accepted Entries Folder

# Configuring the Accepted Entries Folder

### The Accepted page of the In-tray Preferences dialog box (Main window, Edit Menu, Preferences, In-tray...) controls how the In-tray will treat Entries you have accepted from other users.

In Brief
1. Select your preferred options.
2. Select the range of Entries to be displayed.
3. Click OK.

## Details

You can access and view the Entries you have accepted in different ways. You can do one of the following:

- Change your reply without first viewing the Entry
- View the entire Entry

You can also choose to see either all of the Entries you have accepted, or limit the display in the In-tray to only a specific range. Select the option you prefer. If you choose to see only a limited range of Entries, enter the interval for which you would like your Entries displayed.

What's Next
  Setting up the Sent Entries Folder

# Configuring the Sent Entries Folder

### The Sent page of the In-tray Preferences dialog box (Main window, Edit Menu, Preferences, In-tray...) controls how the In-tray will treat Entries you have sent to other users.

In Brief
1. Select the range of Entries to be displayed.
2. Click OK.

## Details

You can either choose to see all of the Entries you have sent out or limit the display in the In-tray to only a specific range. Select the option you prefer from the In-tray Preferences dialog box. If you choose to see only a limited range of Entries, enter the interval for which you would like your Entries displayed.

What's Next
  Setting up the Refused Entries Folder

# Configuring the Refused Entries Folder

### The Refused page of the In-tray Preferences dialog box (Main window, Edit Menu, Preferences, In-tray...) controls how the In-tray will treat Entries from other users that you have declined.

In Brief
1. Select your preferred options.
2. Select the range of Entries to be displayed.
3. Click OK.

## Details

You can access and view the Entries you have refused in different ways. You can do one of the following:

- Change your reply without first viewing the Entry
- View the entire Entry

You can also choose to see either all of the Entries you have refused or limit the display in the In-tray to only a specific range. Select which option you prefer. If you choose to see only a limited range of Entries, enter the interval for which you would like your Entries displayed.

# Configuring the Entry defaults

### The Entry defaults are the preset values or options (such as Reminders, Access level, and Priority) that will appear in the dialog boxes whenever you create an Agenda Entry, Task, Day Event, or Daily Note. The values assigned here are simply default values that are used unless you change them.

Summary
  Setting the Entry Defaults for Agenda Entries
  Setting the Entry Defaults for Day Events
  Setting the Entry Defaults for Daily Notes
  Setting the Entry Defaults for Tasks

# Setting the Entry Defaults for Agenda Entries

### The Agenda Entries page of the Entry Defaults dialog box (Main window, Edit menu, Preferences, Entry Defaults...) lets you set the default values for all of your Agenda Entries.

In Brief
- Select the default Importance and Access levels.
- Set the default reminder.
- Click OK.

## Details

If you want a reminder set automatically for all of your Agenda Entries, check the "Display Reminders" box. Uncheck the box if you do not want the reminder set automatically. Choose either a pop-up window or an Upcoming Reminder by clicking the arrow next to the Reminder box and selecting a reminder type. Set when you wish to be reminded. Click the arrow next to the right-hand box to see the options. You can be reminded days, weeks, months, or years before an Agenda Entry. Type the appropriate number in the box on the left.

What's Next
  Setting the Entry Defaults for Day Events

# Setting the Entry Defaults for Day Events

### The Day Events page of the Entry Defaults dialog box (Main window, Edit Menu, Preferences, Entry Defaults...) lets you set the default values for all of your Day Events.

In Brief
- Select the default Access level.
- Set the default reminder.
- Click OK.

## Details

If you want a reminder set automatically for all of your Day Events, check the "Display Reminders" box. Uncheck the box if you do not want the reminder set automatically. Choose either a pop-up window or an Upcoming Reminder by clicking the arrow next to the Reminder box and selecting a reminder type. Set when you wish to be reminded. Click the arrow next to the right-hand box to see the options. You can be reminded days, weeks, months, or years before an Agenda Entry. Type the appropriate number in the box on the left.

What's Next
  Setting the Entry Defaults for Daily Notes

# Setting the Entry Defaults for Daily Notes

### The Daily Notes page of the Entry Defaults dialog box (Main window, Edit Menu, Preferences, Entry Defaults...) lets you set the default values for all of your Daily Notes.

In Brief
- Select the default and Access level.
- Set the default reminder.
- Click OK.

## Details

If you want a reminder set automatically for all of your Daily Notes, check the "Display Reminders" box. Uncheck the box if you do not want the reminder set automatically. Choose either a pop-up window or an Upcoming Reminder by clicking the arrow next to the Reminder box and selecting a reminder type. Set when you wish to be reminded. Click the arrow next to the right-hand box to see the options. You can be reminded days, weeks, months, or years before an Agenda Entry. Type the appropriate number in the box on the left.

What's Next
  Setting the Entry Defaults for Tasks

# Setting the Entry Defaults for Tasks

### This page lets you set the default settings for Tasks you create.

In Brief
- Select the default Priority and Access level.
- Set the default reminders for Start Times and Due Times.
- Click OK.

## Details

If you want a reminder set automatically for all of your Tasks' Start Times and Due Times, check the "Display Reminders" boxes. Uncheck the boxes if you do not want the reminders set automatically. Choose either a pop-up window or an Upcoming Reminder by clicking the arrow next to the Reminder box and selecting a reminder type. Set when you wish to be reminded. Click the arrow next to the right-hand box to see the options. You can be reminded days, weeks, months, or years before an Agenda Entry. Type the appropriate number in the box on the left.

# Configuring the Off-line Agenda

### You can set up your off-line Agenda to include as much or as little information as you need to take with you. Your off-line preferences let you control what data will be included when you download to your off-line Agenda and how data will be handled when you upload to your on-line Agenda.

Use the Off-line Preferences (Main window, Edit Menu, Preferences) to set up these preferences.

#### Summary

  Choosing a location for your off-line files
  Downloading your Agenda
  Including other users in your off-line Agenda
  Including groups in your off-line Agenda
  Uploading your off-line Agenda

# Choosing a Location for Your Off-line Files

### The Off-line Preferences dialog box (Main window, Edit Menu, Preferences) lets you set up your off-line Agenda. Use the Location page to indicate where you want to store your off-line Agenda files.

In Brief
1. Enter the name of the directory in which you want to store your files. If you do not know the location, click Browse to search for it.
2. If you wish to create a new directory, check "Create directory if none exists". Otherwise uncheck this box.
3. Click OK.

What's Next
  Downloading your Agenda

# Downloading Your Agenda

### The Off-line Preferences (Main window, Edit Menu, Preferences) dialog box lets you set up your off-line Agenda. The Download page sets the range of Entries that will be downloaded to your off-line Agenda.

In Brief
1. Set the period for which you want to download your Agenda.
2. Choose a download option.
3. Click OK.

## Details

Select the period for which you want your Entries to be downloaded. Click either "Download all Entries" or "Download Entries from:". If you select "Download Entries from:", enter the range of time for which you would like your Entries to be downloaded. Select a time interval from the pull-down menu and enter a numeric value in the small edit box. Do the same to enter how far into the future you would like your off-line Agenda to extend.

You can choose to download your Agenda each time you close your Agenda. Select one of the following options:

- Always download: your Agenda will automatically be downloaded when you close your on-line Agenda.
- Prompt before download: you will be asked if you want to download to your off-line Agenda when you close your on-line Agenda.
- Never download: your Agenda will not be downloaded unless you do so using the Download to Local File... command in the File menu.

What's Next
  Including other users in your off-line Agenda

# Including Other Users in Your Off-line Agenda

### The Off-line Preferences dialog box (Main window, Edit Menu, Preferences) lets you set up your off-line Agenda. Use the Participants page to choose which users' Agendas will be included when you download your off-line Agenda.

In Brief
1. Create a list of users to include in your off-line Agenda.
2. Click OK.

## Details

When you download the Agendas of other users, you will only be able to view those Entries to which you have been given Access rights or Designate rights.

See Also
  Adding Names to Lists
What's Next
  Including groups in your off-line Agenda

# Including Groups in Your Off-line Agenda

### The Off-line Preferences dialog box (Main window, Edit Menu, Preferences) lets you set up your off-line Agenda. The Groups page of the dialog box lets you choose which groups will be included when you download your off-line Agenda.

In Brief
1. Select the groups to include in your off-line Agenda.
2. Click OK.

## Details

Choose the groups to be included in your downloaded Agenda. By default, "No groups: is selected. If you wish to download all groups with your Agenda, select "All Groups". If you wish to select only certain groups, click the button next to "Selected Groups". Then check those types of groups you wish to download: Private, Public, or Members Only. Check the appropriate boxes and click Search. Your Agenda will display a list of the available groups.

To delete a Group from the list displayed, select the Group and click Delete. The group will be removed from your list.

What's Next
  Uploading your off-line Agenda

# Uploading Your Off-line Agenda

### The Off-line Preferences dialog box (Main window, Edit Menu, Preferences) lets you set up your off-line Agenda. The Reconciliation page controls the way your on-line and off-line Agendas will be reconciled. You can make decisions on a case-by-case basis, or let your Agenda handle certain situations itself.

In Brief
1. Set your preferences for each section of the dialog box.
2. Click OK.

## Details

When an Entry has been deleted in the off-line Agenda but still exists in the on-line Agenda, the Agenda can do one of the following:

- Show the Reconcile dialog box - this lets you view the change before it is made in your on-line Agenda
- Delete the Host Agenda Entry - the Agenda will automatically remove the Entry from your on-line Agenda without asking you first.

When an Entry has been modified in both the off-line and the on-line Agenda, the Agenda can do one of the following:

- Show the Reconcile dialog box - this lets you view the change before it is made in your on-line Agenda
- Update the Host Agenda Entry - the Agenda will automatically update the Entry in your on-line Agenda without asking you first.

Conflicts may be created by an Entry being uploaded from the off-line Agenda. The Agenda can do one of the following:

- Check for conflicts when uploading - this lets you view the conflict before the Entry is uploaded
- Ignore conflicts when uploading - the Agenda will automatically upload Entries regardless of any conflicts created.

If you want your off-line Agenda updated after each reconciliation, check "Update off-line Agenda from server after upload".

# Receiving Mail Notification

### Other users can send you an e-mail notice when they create a new Entry. You can choose not to appear on the list of recipients for such messages. You can also have your Agenda check for new Entries at regular intervals.

### You set up the Notification function by going to Edit Menu in the the Main window, selecting Preferences, and then Agenda. Then go to the Notification page of the dialog box.

In Brief
1. Select the types of notification you want to receive.
2. Select the cases in which you want to send e-mail notification to others.
3. Click OK.

## Details

#### Receiving notification

To be included on the list of recipients when another user sends an e-mail message concerning a new Entry, check "Receive notification of new Agenda Entries by e-mail".

To monitor your Agenda for new Entries at regular intervals, check the box labeled "Check for new Agenda Entries" and enter a time interval in the edit box.

#### Sending notification

You can select the cases in which your Agenda will ask whether you want to send an e-mail message to other users. There are three choices available, from which you can select some, all or none. Check the appropriate boxes to make your selections.

- An entry is created: You will be asked whether you want to send an e-mail message whenever you invite other users to an Entry you have created.
- An entry is modified: You will be asked whether you want to send an e-mail message whenever you modify an Entry to which you have invited other users.
- An entry is deleted: You will be asked whether you want to send an e-mail message whenever you delete an Entry to which you have invited other users.

# Printing

### You can print customized pages or pages for one of several commercial paper planner formats from your Agenda. These include a Daily, Weekly, or Monthly Agenda page; a Task list; the In-tray; and several other combinations.

To print pages from your Agenda, In-tray, or Tasks, click Print on the toolbar of the active window. Depending on the window you are in at the time, you will have more or less printing options available to you.

Summary
  Printing pages from your Agenda
  Printing the In-tray or Task Display
  Customizing the print-outs
  Creating a new layout
  Previewing the print-outs

# Printing Pages from Your Agenda

### To print pages from your Agenda, click the Print button on the toolbar of the active window.

In Brief
1. Select the printer you wish to use.
2. Click Setup to set up your printer connection.
3. Select the layout you wish to use.
4. Click Options to make changes to your layout.
5. Select the range of dates for which you want to print the Agenda.
6. Select the type of pages you want to print.
7. To see how your pages will appear on paper, click Preview.
8. Click OK to print.

## Details

From the pull-down menu in the Printer section of the dialog box, select the printer. If necessary, click Setup to set up the printer connection.

From the Layout section, select the layout in which you want to print your pages. These include standard formats as well as formats for a number of commercial planners. To make any changes to the layout you have selected, or to create a new layout, click Options.

In the Dates section, indicate the range of dates for which you want to print your Agenda pages.

In the Agenda pages section, select the type or types of pages you want to print. You can choose to print more than one type of page at the same time. For example, you may want to print both your Weekly Agenda page and a Day list for the same period of time.

What's Next
  Printing the In-tray or Task Display

# Printing the In-tray or Task Display

### To print the In-tray or Tasks from your Agenda, click the Print button on the toolbar of the active window.

In Brief

1. Select the printer you wish to use.
2. Click Setup to set up your printer connection.
3. Select the layout you wish to use.
4. Click Options to make changes to your layout.
5. Select the range of dates for which you want to print the Agenda.
6. To see how your pages will appear on paper, click Preview.
7. Click OK to print.

## Details

From the pull-down menu in the Printer section of the dialog box, select the printer. If necessary, click Setup to set up the printer connection.

From the Layout section, select the layout in which you want to print your pages. These include standard formats as well as formats for a number of commercial planners. To make any changes to the layout you have selected, or to create a new layout, click Options.

In the Dates section, indicate the range of dates for which you want to print your pages.

What's Next
  Customizing your print-outs

# Customizing Your Print-outs

### The Layout Options dialog box lets you customize any of the print layouts offered.

### You can save your customized layout under its original name or as a new layout that will be included on the list of available layouts in the Print dialog box.

Summary
  Customizing your Daily Agenda print-outs
  Customizing your Weekly Agenda print-outs
  Customizing your Monthly Agenda print-outs
  Customizing your Day List print-outs
  Customizing your Task List print-outs
  Creating a new layout

See Also
  Previewing the print-outs

# Customizing Your Daily Agenda Print-outs

### You can select the features you would like included in your Daily Agenda page print-outs, as well as the layout in which they will appear.

In Brief
1. Use the checkboxes to select which information will be included.
2. From the pull-down menus, select which items will appear in each column of your page.
3. Select the time range you want included on the print-out.
4. Click New to save your settings as a new layout.
5. Click Rename to change the name of the layout you are modifying.
6. Click Delete to permanently erase the layout you are modifying.
7. Click Reset to delete the settings you have entered and revert to the default settings for the Portrait layout.
8. Click OK to accept the settings you have chosen and return to the Print dialog box.

## Details

You can choose to include or exclude the following information on your print-outs:

- The Start time for your Entries
- The End time for your Entries
- The Description of your Entries
- The Location of your Entries
- Gray shading to indicate at what times Entries are scheduled
- Overflow pages to print out Entries that did not fit on the main page

You can also select what items will be included in each column of your Daily page (you may have anywhere from one to three columns). To do so, select from the three pulldown menus the items to be included in each column.

Finally, you can indicate the range of time you want included on your Daily Agenda pages. You may only want your working hours included, or you may also want to include your after-hours time.

What's Next
  Customizing your Weekly Agenda print-outs

# Customizing Your Weekly Agenda Print-outs

### You can select the features you would like included in your Weekly Agenda page print-outs.

In Brief
1. Use the checkboxes to select which information will be included.
2. Select the time range you want included on the print-out.
3. Click New to save your settings as a new layout.
4. Click Rename to change the name of the layout you are modifying.
5. Click Delete to permanently erase the layout you are modifying.
6. Click Reset to delete the settings you have entered and revert to the default settings for the Portrait layout.
7. Click OK to accept the settings you have chosen and return to the Print dialog box.

## Details

You can choose to include or exclude the following information on your print-outs:

- The Start time for your Entries
- The End time for your Entries
- The Description of your Entries
- The Location of your Entries
- Work days only (Monday through Friday)
- Gray shading to indicate at what times Entries are scheduled
- Overflow pages to print out Entries that did not fit on the main page
- Day Events and Notes entered for the week

What's Next
  Customizing your Monthly Agenda print-outs

# Customizing Your Monthly Agenda Print-outs

### You can select the features you would like included in your Monthly Agenda page print-outs.

In Brief
1. Use the checkboxes to select which information will be included.
2. Click New to save your settings as a new layout.
3. Click Rename to change the name of the layout you are modifying.
4. Click Delete to permanently erase the layout you are modifying.
5. Click Reset to delete the settings you have entered and revert to the default settings for the Portrait layout.
6. Click OK to accept the settings you have chosen and return to the Print dialog box.

## Details

You can choose to include or exclude the following information on your print-outs:

- Overflow pages to print out Entries that did not fit on the main page
- Work days only (Monday through Friday)
- The Start time for your Entries
- The End time for your Entries
- Day Events and Notes entered for the week

What's Next
  Customizing your Day List print-outs

# Customizing Your Day List Print-outs

### You can select the features you would like included in your Day list print-outs.

In Brief
1. Use the checkboxes to select which information will be included.
2. Click New to save your settings as a new layout.
3. Click Rename to change the name of the layout you are modifying.
4. Click Delete to permanently erase the layout you are modifying.
5. Click Reset to delete the settings you have entered and revert to the default settings for the Portrait layout.
6. Click OK to accept the settings you have chosen and return to the Print dialog box.

## Details

You can choose to include or exclude the following information on your print-outs:

- Attendees: include the list of participants on your Day List. In the edit box, enter the maximum number of participants to be printed.
- Description/Task comment: include any details or comments you have included with your Entries. In the edit box, enter the maximum length of text to be printed.
- Importance level: print the level you have assigned to the Entry
- Owner: include who owns the Entry
- Tasks: include any Tasks for the days on your list
- Day Events, Notes, Holidays, and Upcoming: include these Entries on your Day list
- Empty days: include those days without any Entries on your list.

What's Next
  Customizing your Task List print-outs

# Customizing Your Task List Print-outs

### You can select the features you would like included in your Task list print-outs.

In Brief
1. Use the checkboxes to select which information will be included.
2. Click New to save your settings as a new layout.
3. Click Rename to change the name of the layout you are modifying.
4. Click Delete to permanently erase the layout you are modifying.
5. Click Reset to delete the settings you have entered and revert to the default settings for the Portrait layout.
6. Click OK to accept the settings you have chosen and return to the Print dialog box.

## Details

You can choose to include or exclude the following information on your print-outs:

- Task comment: include any comments you have included with your Tasks. In the edit box, enter the maximum length of text to be printed.
- Start date for your Tasks
- Due date for your Tasks
- Completion date of your Task

What's Next
  Creating a new layout

# Creating a New Layout

### You can create a new layout for your print-outs using the Layout Options dialog box.

In Brief
1. Select the existing layout on which you want to base your new layout.
2. Click New and give the new layout a name.
3. On each of the tabs of the dialog box, set up your layout for each type of page.
4. Click OK.

See Also

  Customizing your Daily Agenda print-outs
  Customizing your Weekly Agenda print-outs
  Customizing your Monthly Agenda print-outs
  Customizing your Task List print-outs
  Customizing your Day List print-outs
What's Next
  Previewing your print-outs

# Previewing Your Print-outs

### Click Preview in the Print Dialog box to see what your print-outs will look like on paper.

Use the scroll buttons to move forwards and backwards through multi-page print-outs. You can also zoom the view in or out using the two magnification buttons.

When you have finished previewing your print-outs, click Close to return to the Print dialog box.

# The Mail

### Your Agenda uses SMTP (Simple Mail Transfer Protocol) to send e-mail messages in reply to Invitations and notify users of new Entries.

Every time you create, modify, or delete an Entry to which you have invited others, a message box may pop up asking if you want to send the other users an e-mail message. (This depends on your Preferences, which you can set using Edit Menu, Preferences..., Agenda.)

See Also
  Sending mail messages
  Sending and Receiving Mail Notification

# Sending Mail Messages

### The Mail Message dialog box appears when you click the envelope button on a Reply page or click Yes when prompted for a mail message.

In Brief
1. Create a list of recipients. By default, those users you have invited will already appear on the list.
2. Compose your message.
3. Click OK.

## Details

#### Creating a list of recipients

To add others to the list, type the person's name in the Add member edit box. If you want to add a resource, type r:, re:, or res: followed by the resource's name. If you want to add a group, type g:, gr:, or grp: followed by the group's name.

Click the checkmark to accept the addition. This will add the person to the list of users who will receive your message. Click the "X" to cancel the addition. This will erase the user's name from the edit box. They will not be added to the list of users who will receive your message.

To add several users or groups at once, use the search feature. Click the magnifying glass button to open the Directory Search.

The Send button will remain inactive unless at least one name appears on the list of recipients.

#### Composing your message

Compose your message in the Message to Send edit box. Basic information about the Entry you are referring to will already appear in the edit box. Scroll down to add to the message.

You can also cut and paste text from other applications into your message.

# The Off-line Agenda

### You can access your Agenda both on-line and off-line. This allows you to use your agenda even when you cannot connect to the server.

You can update your on-line Agenda by uploading your off-line data and reconciling any differences that have been created.

#### Creating an off-line Agenda on the network

You can create your off-line Agenda in one of two ways.

If you open an off-line Agenda for the first time without having configured your off-line preferences, a dialog box appears asking you to fill in some basic information: your name, your time zone, and the directory in which you want to store your off-line Agenda files.

You can also set up your off-line Agenda from within your on-line Agenda. Use the Off-line preferences (Main window, Edit menu, Preferences, Off-line) to set up the location of your off-line files, as well specific details about what information will be downloaded.

#### Creating an off-line Agenda off the network

You can also create an off-line Agenda on a computer not connected to a network. To do so, you must first install the Agenda software on that computer.

Then create an off-line Agenda on the same machine as your on-line Agenda. Copy the data files (stored in the directory your specified) to a diskette and transfer them to the other computer. The files you need to copy are the following:

- OfflineData
- OfflineIndex
- OfflineParameters
- OfflineTimeZones

To update the on-line Agenda later, you must copy the data files from the other computer and put them back in the original location.

NOTE: The data files may become quite large, depending on the amount of data you download.

See Also
  Signing in to your off-line Agenda
  Off-line Preferences
  Reconciling your Agendas

# Reconciling Your Agendas

### Uploading your off-line Agenda files into your on-line Agenda and making them consistent with one another is a process called reconciliation. To begin this process, go to the File Menu in the main window and select Upload from Local File....

In Brief
1. Compare the on-line and off-line Entries.
2. Answer the question at the bottom of the dialog box by clicking Yes or No.

## Details

The Reconciliation dialog box appears each time a conflict is found between the two Agendas during the upload process (depending on your Reconciliation preferences -- Main window, Edit menu, Off-line, Reconciliation).

The dialog box is divided into four sections.

The uppermost section of the dialog box indicates the type of Entry to be reconciled (indicated by the icon), as well as its status in your on-line and off-line Agendas.

The two text boxes detail the status of each Entry. The upper box refers to the off-line Agenda; the lower box refers to the on-line Agenda.

The question at the bottom of the dialog box asks you how you want to handle the conflict. Answer the question by clicking either Yes or No.

The Agenda will then continue to upload your off-line data.

# Importing & Exporting

### You can transfer data between your Agenda and a number of different data files, including various ASCII format files and vCalendar files.

Summary
  The Import Utility
  Viewing information about vCalendar Entries
  Importing a vCalendar Entry
  The Export Utility

# The Import Utility

### The Import utility lets you bring vCalendar data into your Agenda from other applications, including other calendaring applications, word processing applications, and browsers.

In Brief
1. Set the period for which you want to import data.
2. Click "Import all Entries" if you want to import all the Entries included in the data file.
3. Click OK.
4. Select the file from which you want to import Entries.
5. Click OK.
6. View the file and select which data to import.
7. Click Done when you have finished importing data from that file.

## Details

Once you have indicated the period for which you wish to import your Entries, click OK. A dialog box will appear, from which you will select which file to import. The vCalendar files typically have the suffix ".vcs".

Once you have selected the file, the vCalendar Import dialog box will display the data contained in that file. You can scroll through the Entries one at a time using the scroll buttons on either side of the View button.

To see more information about the Entry being displayed, click View. This will display a list of the Entry's occurrences and the people invited to attend. Click Done to dismiss it.

To add all the Entries in the vCalendar file, click Add All. You can also add them one at a time using the Add button. The scroll feature wraps around to the beginning of the list and continues displaying Entries until all of them have been dealt with. To remove an Entry from the list, click Reject (it will not be deleted from the file itself, only from the list currently being displayed).

What's Next
  The Export Utility

# The Export Utility

### The Export utility allows you to export information from Agendas to an ASCII or vCalendar (*.vcs) file.

In Brief
1. Select the file format for your export file.
2. Indicate the period for which you want to export your Entries.
3. Select the users from whose Agendas you want to export data
4. Click OK.

## Details

#### The file format

You can export Agenda data to either an ASCII file or a vCalendar (*.vcs) file. There are five possible ASCII file formats:

- a comma-delimited file
- a tab-delimited file
- an activity-by-date file
- an activity-by-item file
- a full activity file

Select the type of file to which you want your data exported.

#### The interval

Set the period for which you want to export data by entering the start and end dates using the scroll buttons to the right of the From and To boxes, or by clicking the calendar icon to select a specific date.

#### Selecting users

Use the edit box to enter the names of the users from whose Agendas you want to export data. Enter the name in the box and click the checkmark to accept it. If you wish, you can export data from more than one Agenda at a time.
See Also
  Creating lists of people

# The Glossary

### Access level

### Agenda

### Agenda Entry

### Attachment

### Associate

### Creator

### Daily Note

### Day Event

### Default

### Designate

### Domain

### E-mail

### Entry

### Foreign user

### Group types

### Importance level

### In-tray

### Local user

### Off-line

### On-line

### Organization unit

### Owner

### Reconciliation

### Refresh

### Remote user

### Resource

### Search parameter

### Server

### Status

### Status bar

### Task

### Tentative

### Time slot

### Toolbar

### vCalendar

###

#### Access level

  This controls who can access information about your Entry or Task. There are four levels of access: Normal, Confidential, Personal, and Public.

#### Agenda

  The Agenda is a scheduling calendar, into which you write Entries (meetings, Day Events, Daily Notes, etc.).

#### Agenda Entry

  Agenda Entries are those Entries scheduled in the Agenda's Day or Week views. They may be meetings, courses, etc. in short, any event with a specific start and end time. You can assign your Agenda Entry a location, invite others to it, and make the Agenda Entry a recurring event.

#### Attachment

  You can attach a file to an Agenda Entry or Task using the Details page of the New or Edit dialog boxes. Attached files allow you to include necessary material with an Entry. Currently only one file may be attached to a given Entry.

#### Associate

  To open an attached file, it must be associated with an application capable of reading it. If your system cannot find an application with which to open an attached file, it will ask you to associate the file with a suitable application.

#### Creator

  The person signed in to the server when the Entry is created.

#### Daily Note

  You can enter a Daily Note into your Agenda. It is an Entry that does not have a time. Daily Notes can be up to 64 characters long. They can be either one-time or recurring notes, and can be sent to other users.

#### Day Event

  A Day Event is an Entry that runs for an entire day. It does not block out the time in your Agenda you can still schedule regular Entries for that day. Day Events can be either one-time or recurring events, and you can invite others to them.

#### Default

  The preset selection for an option. It is the option or value the Agenda will use unless you specify otherwise.

#### Designate

  A designate is someone who has the right to modify the Agenda of another user. Designates can perform those operations specified for them within the other user's Agenda (except Set Access Rights). To grant someone designate rights, go to the Options Menu and select Access Rights....

#### Domain

  The domain makes up part of your e-mail address. For more information, consult your e-mail software manual.

#### E-mail

  This is a contraction of the term electronic mail. It is the system that sends messages from one computer terminal to another.

#### Entry

  Anything that appears in the In-tray or your Agenda pages (Invitations, Tasks, Daily Notes, Holidays, Day Events, etc.).

#### Foreign user

  A person who does not have an Agenda but is listed on the server. Their names appear with an (F) next to them. These users can be invited to Entries. They will receive their invitations by e-mail.

#### Group types

  There are four group types: Public, Private, Administrative, and Members Only. Not all types will be available in every case or to every user. Some dialog boxes have an All button to display all groups.

- Public groups are available for use to everyone on the system. However, they can only be modified by the group's owner.
- Private groups are only available for use by their creators.
- Administrative groups are for use by everyone on the system. However, they can only be modified by those users with Administration Group rights (this is controlled by the System Operator).
- Members Only groups are available for use only by the members of the group.

#### Importance level

  You can assign your Agenda Entries different levels of importance. If you color code your Entries by Importance, they will appear as follows:

- Highest Importance: red
- High Importance: pink
- Normal Importance: turquoise
- Low Importance: blue
- Lowest Importance: green

#### In-tray

  The In-tray is where you will manage the Entries you receive from other users. Every time another user invites you to a meeting, Day Event or other Entry, or sends you a Daily Note, it will appear in the New Entries folder of your In-tray. The In-tray also has a folder containing copies of all the Entries you have sent other users.

#### Local user

  A user on the same node.

#### Node

  A node is a database located on a server. There may be, and often are, several nodes on one server. Nodes are identified by a number or a name (called a node alias).

#### Off-line

  Not connected to the server. You will only have access to the Agendas you have downloaded to the local database.

#### On-line

  Connected to the server.

#### Organization unit

  This can be any subdivision of your organization and is related to your e-mail address. For more information, consult your e-mail software manual.

#### Owner

  An Agenda Entry is owned by the person or resource in whose Agenda the Entry was created. If you color code your Agenda Entries according to Ownership, they will appear as follows:

- Owned Entry: blue
- Invited Entry: pink
- Owned Tentative Entry: dark blue
- Invited Tentative Entry: dark pink

  Please note that when you choose to color code Entries by ownership, and you open another user's Agenda, the Entries you (not the Agenda's owner) own will appear in blue. This makes it easier for you to spot Entries you can edit in other users' Agendas. (Even if you are in another user's Agenda, you can still edit an Entry that you own.) However, if you are working in someone else's Agenda as a designate, it will be the Agenda owner's Entries that will appear in blue, since you are working in that person's Agenda as though you were the user.

#### Reconciliation

  Reconciliation is the process by which you make two versions of your Agenda consistent with one another. Reconciling your Agendas eliminates any inconsistencies between them (i.e., you decide which version of an Entry you want to keep). You may need to go through the reconciliation process when you upload your off-line Agenda.

#### Refresh

  Refreshing updates the Displays (Agenda and In-tray) to include any new Entries that have been created since the last refresh. Displays can be refreshed automatically or manually (using Ctrl-/).

#### Remote user

  A user whose Agenda is on a different node or server. Their names appear with an (R) next to them. They can be invited to Entries in the same way as local users. However, a remote user cannot act as a designate.

#### Resource

  A resource is an inanimate object, such as a conference room or a piece of equipment, that has its own Agenda.

#### Search parameter

  Defines your search by restricting it to a specific set of information.

#### Server

  The server is the computer to which the work stations of a network are connected. It is where the centralized database of all the user data is kept.

#### Status

  The status of an Agenda Entry indicates how you have (or have not) responded to it. Agenda Entries color coded by status appear as follows:

- - Accepted Entry: green
- - Unknown Status: yellow
- - Refused Entry: red
- - Accepted Tentative Entry: dark green
- - Unknown Status (Tentative Entry): dark yellow
- - Refused Tentative Entry: dark red

#### Status bar

  The status bar can be displayed below the toolbar. To display or hide the status bar, click the zoom box on the toolbar. The left field of the status bar describes actions of menu items as you use the arrow keys to navigate through menus. This area displays messages describing the actions of toolbar buttons as you depress them and indicates the time and title of selected Entries. The right field of the status bar displays an alert icon to let you know when there are new Entries in your In-tray, another icon to indicate whether you are currently working on-line or off-line, as well as an icon indicating whether your Pop-Up Reminders are on.

#### Task

  You can enter a Task in your Agenda, either on its own or linked to an Agenda Entry. It can have a start date and due date, a start time and due time, as well as a Priority and Access level.

#### Tentative

  Tentative Agenda Entries are not yet official. To make a tentative Agenda Entry definite, clear the "Tentative" check box on the Edit Entry dialog box.

#### Time slot

  A time slot is the individual block of time represented on your Agenda as a rectangle. You can adjust the size of the time slots by clicking the Increase Time Slot and Decrease Time Slot buttons on the toolbar.

#### Toolbar

  The toolbar provides quick mouse access to many of your Agenda's functions. To hide or display the Toolbar, go to the Windows Menu and select Hide or Show Tools.

#### vCalendar

  vCalendar is a file format (*.vcs files are vCalendar files) that allows you to transfer data from your Agenda to other applications, including e-mail, word processing, web browsers, and other time management programs. The format is platform-independent, meaning you can transfer *.vcs files from one platform to another. This format allows you to download Entries from web sites, schedule appointments with people using other scheduling software, and e-mail Entries to others.