Calendar

Calendar is a full-featured time-management program. You can schedule appointments, create recurrent events, set alarms, and send e-mail reminders.You can view your schedule in daily, weekly, monthly, and annual views. InfoLog is linked with the Calendar and displays current Todo's, Notes and Phone calls. Before you can use Calendar, choose the settings you want in the Preferences Menu. It is important that you create appropriate Categories. Read Access should be granted to users individually, if you require them to view your calendar. If you would want somebody else to manage your appointments, you should grant them read, add and edit access .

The Calendar can be used at user level to enter events for any date. Events can be viewed in daily or weekly views or as a list. Alarms can be set to alert the user about an event some time before it starts. The calendar can be imported from and exported to other vCAL standard file formats.

14.1 My Calendar

  1. To access the Calendar section click on the Calendar button in the navigation bar.



  2. The Calendar appears (see Figure) by default in Today's schedule.




  3. The default view has the following components:
    • Icons You can click a icon to view the Calendar by Day View( the default), Week View, Month View, and Year view.
    • Search

      Category With the content of the Category, you can search for events
      Filter With default filters you can perform search operations
      User Search events based on the selected user
      Text       With the search function you can indicate a word or text to retrieve events

    • Current date You can see the date and the display name of the user.
    • Events of the day Events of the day is listed. You can view them individually by clicking on it.
      Hovering the mouse over the event,you should be able to read the words.


      High Priority       A red exclamation mark indicates a high priority event.
      Single event       A blue dot indicates a single event.
      Participants Heads, lists the participants of the event.
      Alarm       Alarm bell indicates that alarm has been set for the particular event.



      Recurring event       Arrow marks indicate a recurring event.



      Private Key indicates that the event is private.

    • Current Month You will find the day of the month indicated in white.
    • InfoLog Current Todo's, Notes and Phonecalls (unfinished tasks) will be displayed.
    • Printer Friendly Click this link to get a paper copy of the visible page.
    • Month, Week and Year Click the required Month or Week or Year to view events.
    • Calendar Menu has a number of links for managing your calendar.



14.2 Add an event- New Entry

Events can be public or private. Public events can be viewed by all. Private events can be viewed only by the participants of the event. An Event can be a "Recurring event" ( for an event that is scheduled to repeat for a specific time --daily, weekly, monthly- by day, monthly-by date, yearly) or "Timed event" (for an event that is scheduled for a specific time on that day), "Untimed event" (for an event this does not have a time (like a holiday), or "All day event" (for an event that takes all day (like being out of the office).

  1. To insert events into the schedule of other users, click the hyperlink ' New Entry ' in the Calendar Menu. Enter the information as described below :

    1. Title: This should provide a short description (about 20 characters) of the event. This will represent the event when viewing the calendar.
    2. Full Description: This should have complete details of the event. This information can be seen when a user views the event.
    3. Category: You can assign this event to a Category.
    4. Location: Optionally specify the location where the event occurs.
    5. Start Date: Specifies the starting date of the event.
    6. Start Time: Specifies the starting time of the event.
    7. End Date: Specifies the end date of the event.
    8. End Time: Specifies the end time of the event.
    9. Duration: Specifies the duration (in hours:minutes) of the event.
    10. Priority: Specifies the priority of the event. High priority events will be displayed with red exclamation mark..
    11. Private: Specifies the access level of the event.
    12. Participants: Lists the participants of this entry. Hold down the Ctrl key while clicking, to select multiple participants.
    13. Alarm: For each alarm you set, select a time unit(Minutes, Hours or Days) and type a number to specify the number of time units prior to the event. The participants will receive a email reminder of the event.
    14. Repeat Type: Select how often the event should repeat.Monthly (by day) allows an event to repeat on the 1st Monday of the month, 3rd Thursday of the month, etc. Monthly (by date) allows an event to repeat on the same date of the month.
    15. Repeat End Date: Specifies the date the event should repeat until.
    16. Repeat Day: Specifies which days of the week the event should repeat on. This is for use only when Repeat Type is set to Weekly.
    17. Interval: Specifies how often the event should repeat. The default 1 indicates it should occur every time. Specifying 2 will make the event occur every other week (if Repeat Type is set to Weekly), every other month (if Repeat Type is set to Monthly), etc.


  2. Click Save to add the event. If there is a conflict you will have the option to re-edit the event.
  3. You can create new events by clicking the + sign in the Week view. You can accept, reject, delete and edit unapproved events. You can view another user's Calendar.
  4. In the Edit mode you can view the event .


  5. You will receive email notifications on invitations/cancellations in your email client.


14.3 View Recurring event

You can manage your appointments by editing or deleting them. You can view an event (in this case recurring event ) by clicking on the event.



14.4 Week view

You can view,accept, reject, edit and add events. You can view your schedule in weekly view ( in this case from September 28 - October 4). Current date events have an yellow background. Current date ( October 3) is coloured white.



14.5 Year View

You can view the schedule for the entire year. You will find current date coloured in white, holidays marked in orange , and scheduled events blue in colour.



14.6 Group Planner

Group planner gives you an overview of the monthly calendar events. You can sort the events categorywise or userwise for viewing. To schedule events click on the date (for example 2nd on week 40). The colors in the planner are dependent on the categories. They are set in admin (for global catogories) or in your user preferences (for user categories). Add #RRGGBB as a last line in the description of the categories.



14.8 Daily Matrix View

  1. You can filter events based on a number of criteria or a combination of selection criteria.
    1. You can select either Free/Busy or Weekly matrix view of the events.
    2. Select the participants.
    3. Click View.




  2. You can hover the mouse to read the details of the scheduled events.




    1. Click on the events ( grey shaded area with a blue dot) to view them.
    2. You can create appointments by clicking the on the time (30 or 00).


<Back> <Table Of Contents> <Next>