Using FirstClass calendars   Help Contents • Client Help • Help Document

Using FirstClass calendars About calendars Types of calendars Viewing calendars Displaying additional information Going to a different date Customizing calendar views Calendar events Responding to invitations Creating events Updating events Deleting events Calendar tasks Creating tasks Updating tasks Calendar reminders Forwarding reminders to pagers Printing calendars Sharing events and tasks Seeing multiple calendars as one Making calendars available for combining Importing calendar items Exporting calendar items Creating public calendars Setting calendar permissions Giving users access to your calendar Providing information about your calendar About calendars Your personal FirstClass calendar is like a personal organizer. It records calendar events and tasks. Unlike a personal organizer, you can permit other people to view and update your FirstClass calendar. This allows everyone to schedule meetings at mutually convenient times. FirstClass calendars work much like conferences; your administrator may create public calendars and give you access to them, or you can create your own calendars and give others access to them. To open your personal calendar, choose File > Open > Calendar. To open another user's calendar, choose Open User Calendar from the context menu in the Directory, Who's Online list, message envelopes, or instant messages. Top Types of calendars FirstClass supports the following types of calendars: personal calendar Your own calendar. You can limit others' access to your personal calendar by updating your calendar permissions, just as you would update the permissions of a calendar that you created. group calendar A public calendar that lets a specific group of people coordinate their time and tasks. resource calendar A public calendar that represents a specific resource, such as a projector. A resource calendar is updated when users book the resource as part of creating a calendar event. location calendar A public calendar that represents a specific resource, such as a meeting room. Location calendars are updated just like resource calendars. Top Viewing calendars You can split a calendar into panes, and look at it using the same views, as you do for conferences. While in these views, you can do the same things you do with messages. For example, in list view you can sort calendar events. In addition, there are the following specialized calendar views: View Description To display month Shows the least detail, and highlights the current day. Choose View > View by Month. week Highlights the current day. Choose View > View by Week. day Shows the most detail, in time slots. Tasks and untimed events are displayed at the top of this view. Choose View > View by Day. work week Shows only your work week days, in day view. Choose View > View by Work Week Displaying additional information You can open a pane to the left of a calendar to display additional information. To do this, choose View > Show Today List. If you open this pane, you will see: Today tab Lists tasks that start today or are still ongoing, and events that take place today. Tasks are listed before events, with urgent tasks and events before nonurgent ones. Calendars tab Lists all calendars that are available for you to display combined. mini month pane Displays dates by month. The bigger you make this pane, the more months you will see in it. Days containing events are in bold. Going to a different date The navigation buttons in the top right corner of the special calendar views let you scroll backward and forward through calendar pages. You can also click Today on the calendar or Go to Today on the toolbar to return to the current month, week, or day. In month view, you can use the dropdown fields at the top of the calendar to go to a specific month and year. To Do this What happens go from month view to a specific week 1       Click a day within that week. 2       Go to week view. The week is displayed in week view. go from week or month view to a specific day 1       Click the day. 2       Go to day view. The day is displayed in day view. To open the first unread item, choose Collaborate > Navigation > Next Unread. Using the mini month pane to navigate You can use the mini month pane of the Today list view to navigate and change the view in the other pane. For example, if your calendar has a vertical split bar, and you are displaying the Today list in the left pane, selections in the mini month calendar affect the view in the right pane. To change the months displayed in the mini month pane, click or To change the years, click or Making selections in the mini month pane To Do this select a specific date Click it. select multiple consecutive dates Click the first date, then drag the cursor over the remaining dates. or Click the first or last date, then press Shift plus the forward or back arrow key as many times as required. select a week Click to the left of it. select multiple weeks Click to the left of the first week, then drag the cursor straight down until all desired weeks are selected. select a month Click its name. change your selection Press the forward or back arrow key. If you had one day selected, the next or previous day is selected. If you had one month selected, the next or previous month is selected. or Press the up or down arrow key. If you had one day selected, the same day in the next or previous week is selected. If you had a block of days selected, the next or previous corresponding block is selected (for example, the next or previous week). How the mini month pane affects the view Assuming that you have the Today list and mini month pane displayed in the left pane, these are the changes you will see in the right pane as you make selections in the mini month pane. If you select This is displayed in the right pane one date that date, in day view multiple dates all selected dates, in day view a week that week, in week view a work week that work week, in work week view multiple weeks all selected weeks, in month view a month that month, in month view Customizing calendar views You can customize your calendar views in the following ways: •       display week numbers (month and week views) •       change the day on which the week starts (month view and mini month pane) •       specify the day on which your work week starts •       show your weekend days in one column or two •       specify background colors for your working and nonworking hours (day view). These colors are also used in month view to indicate days that do and don't belong to the month. To customize your calendar views, make the changes you want in your preferences. Top Calendar events As is the case for messages, an event that was sent to you is flagged as unread until you open it. You will see vertical bars with these colors to the left of calendar events: red The event was set as Busy (unavailable for any other event at this time), and another event conflicts. yellow The event was set as Tentative (may or may not be able to attend the event). gray The event was set as Free (other events can be scheduled at the same time). Opening an event lets you view all its details. In month or week view, you can see the same details you see in day view in the event's tooltip. If the event includes a mail list as a participant, you can see who belongs to the mail list by selecting it from the Scheduling tab, then choosing Open User Info Form from the context menu. Responding to invitations When you receive an event invitation, open the event, then click the appropriate button: Accept Accepts the invitation. Tentative Accepts the invitation, but indicates that you may be unavailable. Decline Declines the invitation and creates a reply message so that you can provide an explanation. An icon corresponding to your response is placed beside your name on the Participants tab.         Notes If the person who invited you isn't on your server, a reply is always created for that person. Depending on your calendar permissions, invitations may appear in your Mailbox instead of your calendar. When you accept an invitation, the event moves to your calendar. Creating events Creating events directly in calendars To add an event to a calendar: 1       Choose File > New > New Event. If you don't have the calendar open, the event will be created in your personal calendar.         Shortcuts in an open calendar Method Use in views Does what Double-click the day's blank space or the date itself. month week Opens a new event form with a start date of that day. Double-click the start time. day work week Opens a new event form with this start date and time. Open the context menu and choose New Event. all Opens a new event form with a start date/time based on where you opened the context menu. Click the start time and Control-drag (Windows) or Option-drag (Mac) to the end time. day work week Opens a new event form with that start and end date/time. Click the start date/time, type the event name, and press Enter/Return. all except Today list Creates an event at this start date/time. To change the default start and end times, hover the cursor over them and drag when the cursor looks like a clock. To color the event, choose Color from the context menu. To add any other details, open the event. 2       Update the basic event information on the Event tab of the Event form. The default start time and duration are based on values in your preferences. FirstClass looks for a free time slot within your normal work day (as defined by your preferences). If you add reminders to the event, this icon is displayed beside the event: Event participants will see these reminders based on their own preferences, no matter what you set here for yourself. 3       Update the Participants tab to invite participants, book resources that are in the Directory, and check that there are no conflicts. If there are conflicts, you can reschedule the event using this tab. 4       Update the Repeat tab, if you want the event to show up repeatedly on the calendar. If you make the event repeat, this icon is displayed beside the event: 5       Attach files or add content just as you would for a message, if necessary. 6       Choose Message > Priority > Priority Urgent, if you want to make the event urgent. The event will appear in bold on calendars. 7       Click Save and Close. The event is added to your calendar and the calendars of all participants and booked resources.         Notes If you don't have permission to add events to a user's calendar, or they don't have a personal calendar, the event is sent to that user's Mailbox. If the user accepts the event, it's added to their personal calendar. Events that you create in a group calendar are added directly to that calendar or to your personal calendar (with copies placed in the group calendar). The group calendar's permissions determine which method FirstClass uses. These events appear to come from the group calendar, not from yourself. Adding events from other calendars You can copy events from one calendar to another. This can be useful for adding events from group calendars to your personal calendar. To copy an event to another calendar, drag it from the source calendar to the appropriate date on the target calendar. You can also move events from one calendar to another by selecting them, then choosing Move to Folder from the context menu. You may need to close, then reopen the target calendar to see these events. Using other objects to create events You can drag an object, such as a message, into an open calendar to create a new event. A copy of the object is attached to the event. The original object remains unchanged. In day view, the event is created at the time to which the object was dragged. In other views, the event is created at the first available time on the date to which the object was dragged. To create an event with the object attached in your personal calendar, you can also choose Attach to Calendar Event from the context menu. Sending invitations over the Internet If you invite someone who has an Internet address (an address that contains @) to participate in your event, the recipient will receive a message with an iCalendar attachment. This attachment can be imported into the recipient's own calendaring application. Updating events To change details about an event that you created, open it, make your changes, then close the event form. If you change the start date, the event will move to the new date on the calendar. The event is also moved and reflagged on participants' calendars. Caution Try to minimize updating events with participants. Participants can customize their copies of events, and your updates will override that customization. You can safely update the color, category, or reminder information, and this won't interfere with participants' copies of the event. If you delete a participant, the event is removed from that participant's calendar.         Exceptions Updates will not be reflected in the calendars of users who were invited as part of a mail list, or are participants of an event created in a group calendar.         Shortcuts To change the date of an event, you can drag it to a new date. Dragging an event to the Today list is the same as dragging it to today's date on the calendar. You can also copy an event to another date by pressing Control (Windows) or Option (Mac) while dragging it. To change the time of an event in month or week view, you can hover the cursor over it and drag, just as you can in an opened event form. In day view, drag the event to a new time, or change the start or end time by dragging the top or bottom of the event box. Changing one occurrence of a repeating event If you make a change to an event which is one of a series of repeating events, then close the event, you are asked which events you want to change. Updating received events You can change the color or category of a received event, and change when (or if) a reminder is generated for the event. This customization only affects your copy of the event. You can also click a different response button (Accept, Tentative, or Decline). Others will see the icon beside your name that corresponds to your new response. Deleting events If you are creating an event and decide you don't want it, you can delete it while it is still open, just as you would an open message. If you delete an event that you created previously, the event is removed from all participants' calendars.         Exceptions Deleted events won't be removed from the calendars of users who were invited as part of a mail list, or were participants of an event created in a group calendar. You can delete one occurrence of a repeating event that you have created. If you delete a repeating event that was placed on your calendar by someone else, all occurrences are deleted. Top Calendar tasks Incomplete tasks move to the Today list on their start dates, and stay there until they are completed. Once completed, they show on the completion date in other views. Overdue tasks are shown in red. Completed tasks have a red line through them. To see task details, open the task. You can also see some details in the task's tooltip. Creating tasks Creating tasks directly in calendars To add a task to a calendar: 1       Choose File > New > New Task. If you don't have the calendar open, the task will be created in your personal calendar.         Shortcuts in an open calendar Method Use in views Does what Double-click the blank space. Today list Opens a new task form with a start date of today. Open the context menu and choose New Task. all except Today list Opens a new task form with a start date/time based on where you opened the context menu. Click the blank space, type the task name, and press Enter/Return. Today list Creates a task that starts today. To color the task, choose Color from the context menu. To add any other details, open the task. 2       Update the basic task information on the Task tab of the Task form. If you add reminders to the task, this icon is displayed beside it: 3       Update the Advanced tab, if you want to set other advanced options. 4       Attach files or add content just as you would for a message, if necessary.         Note If you are creating a calendar task and decide you don't want it, you can delete it while it is still open, just as you would an open message. Adding tasks from other calendars You can copy tasks from one calendar to another. This can be useful for adding tasks from group calendars to your personal calendar. Tasks are copied and moved in the same way as events. Using messages and documents to create tasks You can drag a message or document into an open calendar to create a new task. A copy of the message or document is attached to the task. The original message or document remains unchanged. To do this, drag the message or document to the Today list. Updating tasks To change details about a task, open it, make your changes, then save the task form. If you change the start date, the task will move to the appropriate date on the calendar.         Shortcut To move a task, you can drag it to the new start date. Dragging a task to the Today list is the same as dragging it to today's date on the calendar. Changing task status To change the status of a task, choose the appropriate status at "State" on the task form. If you choose Completed, today's date appears at "Completed on". You can change this date if necessary. If you drag a completed task to another date, the "Completed on" date changes accordingly.         Shortcut If you don't already have the task open, you can change the task status to Completed by selecting the checkbox beside the task. Clicking this checkbox again changes the status back to Not Completed. Completed tasks drop to the bottom of the list. Top Calendar reminders When you create an event or task, you can tell FirstClass to generate a reminder. If you are logged in, a reminder will appear as a popup window at the time you specified when you created the event or task. In the case of an event, this reminder will appear for each participant based on that participant's preferences. To Do this see the details of the event or task Click Details in the popup window. make this reminder reappear Specify when you want to see the reminder again at "Snooze", then click Snooze. If you aren't logged in, the reminder is sent to your Mailbox as a message. To specify a default reminder time for all events and tasks that you create, and for events to which you are invited, select "Set default reminder" and choose or type the time in your preferences. Forwarding reminders to pagers FirstClass can notify you of calendar reminders through your pager, if you have an email-enabled paging system. To forward calendar reminders to your pager, update your paging preferences. Choose Yes or Urgent Only at "Calendar items". Top Printing calendars To print a calendar immediately, click the Print toolbar button. The active pane is printed in the current view. If you choose File > Print, the Print Layout form opens, allowing you to specify what you want to print.         Note File > Print is just intended for making one-time adjustments to your print defaults. These changes aren't saved for future use. If you want to change your print defaults, use File > Print Layout to open this form. Top Sharing events and tasks You can send an event or task to others by choosing Send to Recipient from the context menu. A new message is created with the event or task attached. Address and send the message as usual. If you receive a message with an attached event or task, you can open it to view it just like any other attachment. You can also drag it to a calendar. Top Seeing multiple calendars as one You can view events and tasks from several calendars combined. For example, if a group calendar is available for viewing combined with your personal calendar, you can open your personal calendar, then view the items from the group calendar in addition to your personal items.         Note You aren't actually adding these items to the calendar permanently, and they don't affect what FirstClass sees as your busy times. To combine several calendars into one view: 1       Open one of the calendars. 2       Click the Calendars tab in the Today list pane. This tab lists all calendars that are available for combining. 3       Select the checkboxes for the calendars you want to add to the view. If a calendar has a color assigned to it, all items from that calendar will appear with the same color. Clearing a calendar's checkbox on the Calendars tab removes all items belonging to that calendar from the view. To open one of the calendars on the Calendars tab in its own window, double-click it. Making calendars available for combining To add a calendar to the Calendars tab, Shift-drag it to the calendar. For example, to add a calendar called Our Group Calendar to the Calendars tab of your personal calendar, Shift-drag Our Group Calendar to your personal calendar.         Note The calendar you have open is automatically listed on the Calendars tab. To make all items from that calendar appear with the same background color when they are added to the combined view: 1       Open the calendar's context menu from the Calendars tab. 2       Choose Color, then the color you want. To allow any color coding that was added to items in their own calendars to show through: 1       Open the calendar's context menu from the Calendars tab. 2       Choose Transparent. Making your personal calendar available to someone for combining If you want your personal calendar to appear on someone else's Calendars tab, make them a member as described for public calendars below. Unlike public calendars, members of personal calendars see those calendars directly on the Calendars tabs of their personal calendars. Top Importing calendar items You can import items from an external electronic calendar into a FirstClass calendar. Imports use vCalendar (a .vcs file) or iCalendar (a .ics file) format. These are common formats for transferring information between applications. When you import a .vcs or .ics file, events are converted to FirstClass calendar events, and to-dos are converted to FirstClass calendar tasks. All imported calendar items are placed in your personal calendar. Any information that doesn't belong in FirstClass' calendar event and task fields is placed in the event or task bodies. To import external calendar items: 1       Choose File > Import > Import Calendar. 2       Select the file. To import a file attached to a message, select it, then choose Collaborate > Add to Calendar. Top Exporting calendar items You can export calendar events and tasks from FirstClass. Exports use vCalendar or Excel format (a .csv file). Excel format consists of comma, tab, or semicolon delimited data. To export the items in a FirstClass calendar: 1       Open the calendar. If you want to export only certain items, select them. 2       Choose File > Export. 3       Update the Export Calendar form. 5       Select the location where you want the file to be saved. 6       Rename the file, if desired. Top Creating public calendars You can create group, resource, and location calendars just as your administrator does. If you have trouble getting your calendars to work as you expect, contact your administrator. To create a public calendar: 1       Open the container where you want the calendar. 2       Choose File > New > New Calendar. 3       Select the template you want your calendar to use. The calendar is created with the default name selected. 4       Type the name you want to give your calendar and press Enter/Return. After your calendar has been created, you can: •       open it to customize the view •       update calendar properties on the Info form. 5       Set calendar permissions.         Tip You can also change permissions for your personal calendar, if you want to change the expiry period for items in your calendar, or give other users more or less permission to use your calendar than is normally allowed. Setting calendar permissions To specify the permissions for your calendar: 1       Select or open the calendar. 2       Choose Collaborate > Permissions. 3       Update the Permissions form. We recommend that you select "Do not publish in Directory", so that your calendar isn't in the Directory. This lets you name the calendar whatever you want, without worrying about finding a unique name, and prevents users who shouldn't be seeing your calendar from knowing about it. Your changes are saved automatically when you close this form. Giving users access to your calendar Setting permissions to enable users to work with your public calendar doesn't necessarily give them the access they need to use the calendar. This is sufficient for location and resource calendars, which are normally updated by booking them. But for users to actually see a group calendar, so that they can work with it, it has to be located somewhere that's available to them, or be on the Calendars tab of at least one calendar that they can see. You can put your group calendar somewhere that's available to users by: •       creating the calendar in a container to which they have access or •       making them members of your calendar. To make a user a member of your public calendar: 1       Select your public calendar. 2       Choose Subscribers from the context menu. If the calendar Permissions form is still open, you can click Subscribers instead. 3       Click Add Subscriber.         Shortcut With the members list open, you can open a list of users, such as the Directory, select users, and drag them to the members list. You can also select a plain text list of user names (one per line) and drag them. 4       Select the user and click Add. The user is notified of this membership by email, and your calendar is added to their Desktop. To see a selected member's profile, click Profile. To remove a selected member, click Remove Subscriber.         Tip You can click the column headings in the members list to sort the list, just as you can in other lists. This lets you display the member names in alphabetical order. Providing information about your calendar To provide other users with information about a calendar: 1       Choose Collaborate > Permissions with the calendar open or selected. 2       Click About. 3       Update the About form. Your changes are saved automatically when you close this form. To see calendar information, users can select your calendar, then choose Collaborate > About. Top