Calendar Help
Contents:

1. System requirements

2. Functions

3. Creating, editing, and deleting dates

Elements

1. Begin date

2. End date

3. Recurring date

4. Group selection

5. Keywords

6. Reports

Examples

1. Example date

2. Example recurring date + group

3. Example recurring all-day date

4. Example group date + search

4. Keywords

Create

Edit

Delete

Uses

5. Inbox

6. Day view

7. Week view

8. Month view

9. List view

Elements

# 1. System requirements

In order to use the date planner to the full extent, the user needs a current Browser ( InternetExplorer, Mozilla/Netscape, Opera ) with JavaScript turned on.

# 2. Functions

- Personal dates

- Groups of dates

- Individual dates

- Recurring dates (daily, weekly, ...)

- All daily dates

- Day, Week, Month, and List view

- Print function for List view

- Keyword

- Entry assistance

- Navigation aids (e.g., Mini calendar)

# 3. Creating, editing, and deleting dates

Dates can be created, edited, and deleted. The input process is similar in all three actions. A preview is provided when creating or deleting dates.

## Elements

### 1. Begin date

- Start date

Syntax : | DD/MM/YYYY

Explanation:

The starting date is the first instance of the event being created.

This symbol provides entry assistance in the form of a small calendar.

- Hour/Minute

Syntax : | HH:MM

Explanation:

The starting time is the time (in 24-hour format) at which the event being created begins.

- All day

Syntax : | On/Off

Explanation:

The event being created may be set as an all day event if this option is selected. If this option is selected, starting time, final date, and end time are disabled.

### 2. End date

- End date

Syntax : | DD/MM/YYYY

Explanation:

The end date is the date on which the event ends.

(This may be the same date on which the event begins.)

This symbol provides entry assistance in the form of a small calendar.

- Hour/Minute

Syntax : | HH:MM

Explanation:

The end time is the time (in 24-hour format) at which the event being created ends.

### 3. Recurring dates

Repeating or recurring dates are dates which are entered once, but which appear more than once on the calendar.

- Recurrence

Syntax : | Selection: each day each week every 14 days every 4 weeks each month every 6 months each year

Explanation:

Specifies the frequency of the event's recurrence.

TIP: To make a date repeat from Monday to Thursday, create the event on Monday, set it to repeat daily, and set the end of the recurrence on Thursday.

- Recurrence ends

Syntax : | DD/MM/YYYY

Explanation:

This is the day the recurring event ends.

Note: This field is disabled unless a recurring event has been selected.

This symbol provides entry assistance in the form of a small calendar.

### 4. Group selection

Group dates are a special feature of the date planner. Each administrator of a group also has write permissions with the date planner. This perits the group administrator to create events for the group. All members of the group will receive this event. This becomes visible in the user's Inbox, and the user is also notified of any changes to the event.

- Group selection

Syntax : | Selection: Group A Group B

Explanation:

Each group for which the user has administrative permissions will be listed here.

- View free time

Syntax : | Button

Explanation:

This button opens a new window, in which the selected week [ based on the event start time ] is displayed, with the free time of all group members indicated.

Note: This button is disabled unless a group event has been selected.

### 5. Keywords

Keywords may be assigned to events. This facilitates sorting and searching for dates (in the various views, for example). Keywords are private, i.e. each user knows and has their own keywords to maintain. Note: Keywords are not visible or usable by other users.

- Keyword selection:

Syntax : | Selection: Keyword A Keyword B

Explanation:

Contains the keywords which the user may assign to the event.

Note: The keywords must first be set up in the user's preferences.

### 6. Reports

- Summary:

Syntax : | Text field (max. 50 characters)

Explanation:

This is a brief description of the event.

TIP: If the text begins with ftp:// or http://, the text will be made into a hyperlink, permitting the user to click them.

TIP: Email addresses will also be made into hyperlinks.

- Text:

Syntax : | Text field

Explanation:

This is the text displayed for the event.

TIP: If the text begins with ftp:// or http://, the text will be made into a hyperlink, permitting the user to click them.

TIP: Email addresses will also be made into hyperlinks.

TIP: Pictures can also be inserted. The URL of the picture should be enclosed within [img] [/img] tags. Example: [img]www.adresse.de/bild.jpg[/img]

## Examples

The examples are to show various possibile ways to create events.

### 1. Example date

16.12.2003 around 16:00 to 16:30 Harry Potter movie with brownies; please bring a snack to share and a parents' permission slip.

1. Open date planner

2. Click on "create event" and wait while the window opens.

3. Set the Start date and End date to 16/12/2003 with the date selector.

4. Hour:Minute Start time is set to 16:00

5. Hour:Minute End time is set to 16:30

6. We do not need Group or Recurrence.

7. Keyword selection Select the "family" keyword. Note: We must have already set up the "family" keyword in the calendar preferences.

8. Summary Type "Harry Potter meeting" into the summary field.

9. Text Type "Harry Potter movie with brownies; please bring a snack to share and a parents' permission slip." into the text field.

10. Click "insert" and the event is created.

The event is now registered and will display in the calendar views. If we only want events with the keyword "family" displayed, then we would select that keyword from the menu.

### 2. Example recurring date + group

17.12.2003 - 19.12.2003, from around 13:00 to 14:30, developer meeting of the XY project. Tell the team members!

1. Open date planner

2. Click on "create event" and wait while the window opens.

3. Set the Start date and End date to 17/12/2003 with the date selector.

4. Hour:Minute Start time is set to 13:00

5. Hour:Minute End time is set to 14:30

6. Recurrence is set to "each day".

7. Recurrence ends is set to end on 19/12/2003 by means of the date selector.

8. Group "XY project" is selected under group selection. The members of this group will be informed of this event. Note: The user creating the event must have administrator rights in this group.

9. Summary Enter the summary into the appropriate field: "developer meeting for XY Project."

10. Text Enter the event text: "developer meeting of the XY project. Tell the team members!"

11. Click "insert" and the event is created.

The event is now registered and will display in the calendar views. All members of the group "XY Project" will receive this event in their Inbox.

### 3. Example recurring all-day date

8.12.2003 - 12.12.2003 conference of the Java Addicts in Cologne. Program: 9-12 lecture; 12-13 lunch

1. Open date planner

2. Click on "create event" and wait while the window opens.

3. Set the Start date to 8/12/2003 with the date selector.

4. All day Select "all day".

5. Recurrence Set recurrence to "each day".

6. Recurrence ends Set "recurrence ends" to 12/12/2003 with the date selector.

7. Summary Enter the summary into the appropriate field: "Java Addicts conference"

8. Text Enter the event text: "conference of the Java Addicts in Cologne. Program: 9-12 lecture; 12-13 lunch"

9. Click "insert" and the event is created.

The event is now registered and will display in the calendar views.

### 4. Example group date + search

In the week of 15-19.12.2003 I look for a free date for the priority meeting for my XY project group.

1. Open date planner

2. Click on "create event" and wait while the window opens.

3. Set the Start date to 15/12/2003 with the date selector.

4. Select "XY Project" in the Group selection list. The members of this group will be informed of this event. Note: The user creating the event must have administrator rights in this group.

5. Click the View free time button. Aha! Everyone is free on Friday at 13:00.

6. Set the start time and end time as appropriate.

7. Summary Enter the summary into the appropriate field: "priority meeting"

8. Text Enter the event text: "priority meeting"

9. Click "insert" and the event is created.

The event is now registered and will display in the calendar views. All members of the group "XY Project" will receive this event in their Inbox.

# 4. Keywords

Keywords may be assigned to events. This facilitates sorting and searching for dates (in the various views, for example). Keywords are private, i.e. each user knows and has their own keywords to maintain. Note: Keywords are not visible or usable by other users.

## Create

1. Open date planner

2. Click "Preferences".

3. Type your new keyword in the new keyword field. Note: max. 20 characters.

4. Click OK

The new keyword is now active and usable.

## Edit

5. Open date planner

6. Click "Preferences".

7. Select an existing keyword.

8. Edit the keyword as desired. Note: max. 20 characters.

9. Click OK

The new keyword is now active and usable.

## Delete

10. Open date planner

11. Click "Preferences".

12. Select an existing keyword.

13. Click delete

The keyword is now deleted.

## Use

14. Open date planner

15. Go to the desired view. The following views are supported; "Day view", "Week view", "Month view", and "List view"

16. Within the key word list [ left under the menu ] in the selection field, select one or more keywords. TIP: in most browsers, pressing the CTRL key permits multiple selections.

17. Click OK

Now only dates which are assigned to the selected keywords are visible.

# 5. Inbox

Group dates which were created by an administrator of a group are displayed in the Inbox. These dates can be edited or deleted.

Note: A notification is sent to the event creator when the event has been modified or deleted.

# 6. Day view

In the day view, all events on the selected date are displayed. Conflicting events are shown next to each other.

Completed daily events are represented above the time of day area.

The following navigation is available in day view.

1. "<" means go to the previous day

2. "today" selects today's date

3. ">" means go to the next day

4. Navigation using the mini calendar [ left over the menu ]

TIP: To change or delete a date on a specific date, click the date and a new window opens.

TIP: The period (time) displayed in the day/week views for events can be changed in the user's preferences. Events outside of this period are indicated. Default is 08:00-18:00.

# 7. Week view

In the week view, all dates within a selected week are displayed.

Completed daily events are represented above the time of day area.

The following navigation is possible in the week view:

1. "<" means go to the previous week

2. "today" selects the current week

3. ">" means go to the next week

4. Navigation using the mini calendar [ left over the menu ]

5. To change to day view, click the date.

TIP: To change or delete a date on a specific date, click the date and a new window opens.

TIP: The period (time) displayed in the day/week views for events can be changed in the user's preferences. Events outside of this period are indicated. Default is 08:00-18:00.

# 8. Month view

In the month view, all dates within a selected month are displayed.

Completed daily events are represented above the time of day area.

The following navigation is possible in the week view:

1. "<<<" means go to the previous year

2. "<<" means go to the previous month

3. "<" means go to the previous week

4. "today" selects the current week

5. ">" means go to the next week

6. ">>" means go to the next month

7. ">>>" means go to the next year

8. Navigation using the mini calendar [ left over the menu ]

9. To change to week view, click the week number.

10. To change to day view, click the symbol of the day

11. In order to create an event on a certain day, click on the symbol of the day

TIP: To change or delete a date on a specific date, click the date and a new window opens.

TIP: If too many dates are displayed, use the keyword function.

# 9. List view

In the list view, events falling within a certain period can be displayed.

Completed daily events are represented above the time of day area.

## Elements

- from

Syntax : | DD/MM/YYYY

Explanation:

Events on or after the "from" date will be displayed.

This symbol provides entry assistance in the form of a small calendar.

- to

Syntax : | DD/MM/YYYY

Explanation:

Events on or before the "to" date will be displayed.

This symbol provides entry assistance in the form of a small calendar.

- Refresh view

Syntax : | Button

Explanation:

Updates the view with the selected start and end date.

- Print List view

Syntax : | Button

Explanation:

Creates a printable view and opens a dialogue for printing the list. Keyword selection and starting/end times are included in the list of displayed events.

TIP: If too many dates are displayed, use the keyword function.