| 1.7 Calendar | ||
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This chapter addresses calendar folders. Why should you throw your paper calendar and adopt a digital one? There are several reasons to do it. First, events recorded in the calendar can be reminded by visual alerts. Second, various layouts can be applied. Compared to electronic calendars, paper ones cannot for example be switched to week or month layouts when necessary. And another reason to be mentioned, last but not least, is that electronic calendars allow creating of meetings and sending of invitations for these meetings to other users. Before we focus on features of calendar folders, basic terminology will be addressed. There are two most essential items, events and meetings. Events are calendar items with time scheduled whereas meetings are events where other participants are involved (invited). This section introduces options of the calendar folder's toolbar:
As suggested at the beginning of this chapter, calendars allow several layout views. Users can select a view type which they currently find the most useful. In this section, detailed descriptions of individual view modes are provided. Note: Modes can be changed by the corresponding toolbar buttons (see figure 1.64 Switching between view modes): The day view is the most detailed one since it focuses the shortest period. The schedule is divided into 30-minute periods market by a clock symbol on the left. The current interval is highlighted in yellow color (the first half-hour of the 12th hour in the picture 1.65 Day view). The single-day view header serves to better reference in the calendar. In the left section, the current day and date are displayed; in the right section, there is a thumbnail calendar icon with sliders. The individual calendar events are ordered in a vertical timeline. Each event is marked by a colored stripe and it contains the basic information (subject, location, whether it is private or not and if is has a notification). Whole-day or multiple-day events are displayed in the upper section of the calendar, before the timed schedule (so that these events do not mess into the daily schedule). The events in this type of view can be moved to a different time using the mouse pointer or extended to cover more hours. To move an event, move the mouse pointer to the left stripe marked with a different color. After the pointer changes its shape to four arrows, click the left mouse button and move the event to another time. To extend or reduce the time interval of an event, move the pointer to the upper or lower area of an event and after the pointer changes its shape, click the left mouse button and edit the event as necessary. Focus once again on the left coloured vertical stripe. This area shows the time of the event's duration. If the event is shorter than half an hour, the stripe is shorter as well so that users can recognize the time period taken by the event. The coloured stripe also shows level of the user's busyness during the event:
The fastest and most simple way to open and edit an event is to double-click on it. To open a new window and define a new event, double-click on the calendar line corresponding to the time which we want to set the event for. The time is set automatically in accordance with the row where the new event was opened. The day is also preset in the definition. Events in the calendar may be distinguished by colors (see figure 1.65 Day view). Colors associate various event types (such as events referring to work, to private issues, to important issues, etc.) and make manipulation with the calendar more transparent. Colors of events can be defined in the event's edit dialog. One week display mode (including Saturday and Sunday). The events in the week view are marked as colored stripes (according to the event type). If more events are displayed in a single day, they are ordered by type as follows:
The events of the same type are displayed in descending order according to their scheduled time. The events in this type of view can be marked by different colors. These colors represent different event types and can be specified in the edit dialog box — chapter 1.7.3 Creating and editing events). Each event can be moved to any other day in the week displayed. Click the selected event (after the pointer changes its shape to four arrows) and drag it to another location in the calendar. Note: Only events with no recurrence set can be moved. Today is marked by a box in the weekly view. A new event can be created by double-clicking on a selected day. An event editing window will be opened with the date information automatically set to the selected day. To display the previous or next week, use sliders on the right of the dialog box. Users can also use the thumbnail calendar icon next to the sliders. Click the icon to open the month calendar. The today is marked by a box. When another day in the calendar is clicked, the main display of the calendar is also switched to the selected day. To switch to today, click on . The current week is marked in the left corner of the bar. This view type provides a comprehensible list of events where every single line stands for one event and includes relevant information. By default, events are ordered by their starting dates. The list of events includes all items where no recurrence is set. This view mode can be helpful especially when a particular event is searched since it allows ordering of the items by simple clicking on a particular parameter's header. Click the heading again to change the order from ascending to descending and vice versa. By default, up to 20 events are listed on one page. To change number of events displayed on a single page, use the Settings section in Kerio WebMail (see chapter 1.11.1 User settings). The information to be displayed in the list can be chosen. Sometimes it is better to hide some columns in order to make the navigation easier, sometimes showing more columns is desired. Right-click the column heading to open the dialog box with column selection. The pop-up menu that appears contains the Change columns option. TIP 1: If using meetings, it may be useful to show the column with the attendees, to see who was invited. TIP 2: To see the duration of each event, show the Duration column. Note: The column settings apply to the event list as well as the list of repeated events. The column width can be modified in the event list. To change the column width, click between two columns in the table header and drag the cursor right or left as needed. Events are all items created in the calendar. New events can be added in a special create-and-edit dialog. To open this dialog, use the button on the toolbar or the corresponding option available in the context pop-up menu (opened by right-clicking on the calendar's main panel). Meetings are special events. This event is shared by multiple participants (invited users). For details on how to create a meeting, see section 1.7.7 Meeting. Some events and meetings can be repeated in regular periods. To set periods of repetition for an event, click on . When recurrence is set for an event, the item will be repeated in the calendar according to the settings. For detailed information, read chapter 1.7.6 Recurred event. Use the General tab to define basic configuration (see figure 1.66 Event settings):
Events are private when they are set as Private. This feature allows to hide private events in shared calendars. The users with whom the particular event is shared cannot view its content, edit it or remove it. Such users will see only the item labeled as Private event. The only information these users learn from the calendar is date and time. Note: In the Free/Busy calendar, the level of busyness and the time of private events are available. Private events can be created as follows:
Warning: Private events are treated as private only if the client where the calendar is viewed supports this feature. In other client applications, it is possible to view and edit events without any restrictions by users with appropriate access rights. This implies that information included in private events are not well secured. All-day events are special events useful especially when the user leaves for a business trip for one or more days, when we want to note someone's birthday, etc. All-day events last 24, 48 hours, etc. and it is limited by dates, not by time as usual for other events. In the calendar, such event is displayed above other time-limited events and the subject is centered (see picture 1.68 Month view events). This type of event is not included in the day schedule because users can add other types of time-limited events in the day schedule. No starting or ending time is specified for all-day events. To set the all-day event, check the All day option in the dialog box for creating an event (see picture 1.66 Event settings). When this option is checked, the event's time range specification is disabled. Starting and ending date can close range of one or multiple days. All-day events applied to more than one day are called multiple-day events. Note: All-day events are not moved according to time zones since they are bound to date, not to particular time. This means that if for example an all-day event is set for December 24, 2006, this date will be kept for all time zones. For details regarding behavior of events in different time zones, see chapter 1.13 Time zones. Warning: If the Free/Busy calendar is used, the free/busy status in the Show as menu must be set to free or out of office (according to the event type). The multiple-day event is created the same way as the all-day event, but the time range must be specified in the Start and End fields in the event's edit dialog box. Examples of multiple-day events are multi-day business trips or vacation. Note: Multi-day events can also be created by non-checking the All-day option and simple setting an event for more days. The only difference in the layout may arise from frequent trips to various time zones, as events can be moved accordingly to the current time zone. For periodically repeated events the Repeat mode can be set. This feature enables for example setting of regular company briefings or regular Thursday Scrabble parties with friends. Simply define the event once and set its repetition. To set recurrence of an event, click the icon in the top-left of the Edit event dialog box. Various types of recurrence periods are available —daily, weekly, monthly or every year. Range of the recurrence (validity) can be also set. Just set an initial and the final date.
Meetings are special events where email addresses of other participants can be involved. Once a meeting is created, addresses can be added to which the message will be sent — these special messages are called invitations. Invitations are special messages informing users of topics, times and place of an meeting. Invitations include special accept/reject buttons. Information derived from the participant's reaction is sent to the meeting initiator (chair member). The initiator thus know whether the persons invited come or not. It is also possible to send updates related to meetings when the initiator modifies the invitation. In addition to the option of creating of meetings, meeting scheduler tools are also included in Kerio WebMail. If participants are added who also use a Kerio MailServer account, meetings can be scheduled in accordance with free time information available in calendars of these users. The following sections address creating and scheduling of meetings in detail: Meetings are created in the same way as events. Simply open a dialog where an event can be edited and specify corresponding parameters in the General tab (for more information, refer to chapter sect-event"/>). Then create a list of attendees who will participate in the meeting. These participants will be invited to the meeting by an email message. By default, the Attendees section includes only the name of the meeting initiator. Use special buttons to add more attendees (see picture 1.70 Attendees). Several types of attendees can be created:
There is also the chair attendee, a special attendee type. This member cannot be changed. The chair attendee is always the person who creates the particular meeting. Attendees can also be divided between those to whom the invitation will be sent and the others. It is also possible to create meeting and include attendees without sending them any invitation. By default, however, sending of invitations and meeting newsletters is enabled. Below, you can find instructions on how to create a list of attendees:
When inserted, events can be sent to attendees or just saved by the button ( — this button appears instead of the option where an existing meeting is changed) and the toolbar button. Note: Appointments can be canceled only by their initiators. As denoted right at the start of this chapter, a special tool is provided for time scheduling. It is known as Free/Busy server and it might simplify creation of meetings. Thanks to the Free/Busy feature, it is easy to find out whether users invited to the meeting are free or busy in the time scheduled by comparing the meeting date and time calendars of these users. It is, therefore, easier to find a time range where all attendees required to participate in the meetings are free. This feature help us avoid many phone calls and emails that we would otherwise make or send. Free/Busy server exploits information on user's free time from the calendar of the particular user. However, the meeting initiator can only see when the attendee is free or busy. It is not possible to view particular details on the user's activities. Free/Busy information is displayed in the event's edit window on the Attendees tab in the section addressing meetings. Free/Busy is enabled automatically when attendees are entered in the list. To the right from the list, you can find Free/Busy information (see figure 1.74 The free/busy data of the users). The Free/Busy feature also provides information on how much busy the user is. Degree of user's busyness is suggested by the color. Color key is provided below the Free/Busy information. The Free/Busy calendar displays all meetings and events included in the default calendar folder and its subfolders. If you want that some events (e.g. items of a private calendar) are not shown in the Free/Busy calendar, create a new calendar folder out of the branch of the default calendar and its subfolders. Warning: Free/Busy information is displayed only for attendees with an account in the Kerio MailServer (usually, this function is used to set meetings with colleagues). The information is not displayed for external attendees (as shown at figure 1.74 The free/busy data of the users). As shown at figure 1.74 The free/busy data of the users, Free/Busy is kind of a timeline. Each Free/Busy line shows freetime information related to a particular user. Coloured parts refer to time segments when the user is busy or free. The two vertical lines (a green and a red) show where the meeting we are setting starts and ends. Ideal conditions are when no coloured field interferes with the range set by the two lines. Both lines can be moved within the timeline as needed. To move lines, use the Start time and End time fields located below the timeline section. These fields are interconnected with fields of the same names on the General tab. This implies that if these items are change on either of these tabs, the values are automatically copied to the twin items. Now, let us see the attendee's view of Free/Busy To make the Free/Busy information as relevant as possible, the following conditions should be met:
The Free/Busy calendar works only for users of one Kerio MailServer. Other users will be displayed in grey color, since there are no free/busy data available for them. Short description of invitations was provided at the top of this chapter. In this section, we will focus on invitation's layout and on how to react when an invitation is delivered to your mailbox. Invitations use a special icon, different from the one used for usual email messages (see figure 1.76 Acceptation or declination of a meeting). Upon clicking on an invitation, meeting information is shown along with several buttons. Name of the meeting is provided in the header (at figure 1.76 Acceptation or declination of a meeting, Meeting is simply set as the name). Below, you can find basic information such as when and where the meeting takes place and a list of attendees, both required and optional. If your name is included in the list of required attendees, you should accept the meeting. Otherwise, it is up to you whether you choose to participate in the meeting or not. By opening (reading) of an invitation, the meeting is automatically added to the calendar with the “tentative” status set. Buttons located below the basic meeting information allow fast response, as follows:
Upon clicking on any of these buttons, a dialog box is opened where a message to be attached to the acceptation status notice can be entered. No additional information is required since the necessary data has already been entered by the moment. In addition to the options described above, there is another button labeled as . This button opens a special dialog box including a one-day view of the calendar with the date and time of the meeting marked so the user can easily find out whether the event collides with another activity or not. This help us make an appropriate reaction. Once the event is answered, the invitation is removed from the email folder and the meeting is marked in the private calendar if accepted. Rejected meetings are not included in the calendar. Events can be moved or copied between folders as follows: Drag & Drop is a simple method for moving and copying items by using only the mouse:
Note: Unless the event is dragged over a folder where it can be moved (i.e. any calendar with appropriate access rights in the folder tree), a red icon is displayed meaning it is impossible to move the message to the particular location. The toolbar button can be used to move or copy the item, as follows:
The pop-up menu can also be used to move or copy items:
Kerio WebMail allows forwarding of events in such a format so that it is possible to save it to the calendar directly. Thanks to this feature, it is not necessary to copy event data to email messages and to the event's edit dialog box at the addressee's side. Kerio WebMail also supports another option. When a message with an event in the attachment is received, the recipient can simply click on the attachment to open the event in the standard event edit dialog box. Click on to confirm settings and save the event to the Calendar folder. Note: To save an event or open it as an attachment, right-click on it and use one of the options available, Open or Save. To forward an event, select it by the mouse pointer and click on the button on the calendar folder's toolbar (it is also possible to use the corresponding option in the pop-up context menu). Select an event and click on a corresponding icon to open a message editor where the event is included as an attachment.[3] The message can be edited before it is sent. Warning: Do not forget to enter the recipient's email address in the To: textfield. | ||
