Netscape Calendar--The Task Display

©1999 Corporate Software& Technologies Int. Inc.; edits by Donna Southard

 

The Task Display contains all of your Tasks: active, incomplete,

completed and overdue. You can open your Task Display in three

ways: Choose"File | "Open Tasks" | "Open Tasks" (from the menu

bar), press Control+T, or click the"Open Tasks" button on the toolbar.

 

When you choose"File" | "Open Tasks", you have two options from

which to choose:

 

·Open Tasks: This lets you open a Task Display. If you open

another user's tasks, you will only be able to see the information

that user has granted you viewing rights to see on the"Viewing

Tasks"tab of the "Access Rights" dialog box ("Options" |

"Access Rights"). You cannot modify another user's Tasks

unless working as their Designate.

 

·Modify Other's as Designate: This lets you open someone else's

Task Display and work on that user's Tasks as a Designate.

You can view, edit and add that user's Tasks according to the

Designate Rights the user has granted you on the Designate tab

of the Access Rights dialog box ("Options"| "Access Rights").

 

Working in the Task Display

Next to each Task in the Task Display is a small box indicating its status:

(Note: You may check for those symbols by using"Help" in the menu bar

of your Netscape Calendar Agenda window.)

 

You can create, modify, view and delete Tasks using the commands in

the"Edit" menu, by double-clicking on them or by clicking on the Task

you want to modify with your right mouse button.

 

Click a Task's Status box to mark it as 100% Completed. The

Completion date will be entered automatically.

 

Sorting Tasks

You can select how to sort your Tasks by choosing one of the sorting

commands from the Tasks menu or by clicking the column heading

of the column you want to sort by.

 

Duplicating Tasks

Select the Task you wish to duplicate and either choose"Duplicate Task"

from the"Edit" menu, press Control+2, or click your right mouse

button and select"Duplicate Task" from the appearing menu.

 

 

Printing Tasks

Choose"Print Selected Entry" from the "File" menu or press F11

to print a selected Task. To print a complete listing of Tasks, click

the"Print" button on the Toolbar, choose "Print" from the "File" menu,

or press Control+P.

 

 

Courtesy of ©1999 Corporate Software & Technologies Int. Inc.

(Edits by Donna Southard)

 

Your Netscape Calendar"In-tray" is where you receive and manage

Entries that you receive from other users. It also contains a listing

of the Entries you have sent to others.

 

If your In-tray does not open automatically, choose"Open In-tray"

from the File menu, press [Ctrl] + I, or click the"Open In-tray button"

on the Toolbar.

 

When you open your"In-tray", you will see a folder labeled with

your name (if you have opened other Agendas as a Designate,

folders will also appear labeled with their names). When this folder

is open, it displays four folders labeled"New Entries", "Entries you've

accepted","Entries you've sent out" and "Entries you've refused".

You open and close folders by clicking the folder.

 

When open, a listing of the folder's contents will appear below the

folder. Each Entry in the list will be preceded by an icon, identifying

the Entry as a Daily Note, a Holiday, a Meeting, a Day Event, or a

repeating Entry.

 

To see more information about an Entry:

 

    ·Click its icon to see the list of invited Users and Resources.

 

     ·Double click an Entry's title (or on your name in the list of

      invited users) to view and edit the Entry (you can only edit

      Entries you proposed). This also allows you to change your reply.

 

    ·Click anywhere on its topic line with your right-mouse button

     and choose "View Entry" from the menu that appears.

 

You can also move an Entry directly from one folder to another by

clicking and dragging it into another folder. Your Agenda will make

the necessary changes for you (for example, changing your reply to

the Entry). To select and move multiple Entries at once, use the [Shift]

and [Ctrl] keys.

 

courtesy of Netscape Calendar "Help"; edits by Donna Southard

©1999 Corporate Software& Technologies Intl. Inc.

 

The"Display" tab of the "Agenda Preferences" dialog box

(Edit | Preferences | Agenda) allows you to customize your Agenda display.

 

1. Set the Start and End times (the times that will be displayed in the

first and last time slots of your Day and Week Views) using the arrows

or by clicking the Clock button. When meetings have been scheduled

at an earlier time than your Start time, your page will begin from the

time slot where that entry is scheduled.

 

2. Select the desired time"Interval" using the drop-down list box. This is the

amount of time that each slot in your Agenda represents.

 

3. Choose your preferred time format.

 

· Select"AM/PM" to display times in the AM/PM format.

 

· Select"24-Hour" to display times in the 24-hour format

(00:00 to 23:59).

 

4. Select the first day of your week using the drop-down list box.

The selected day will be displayed first in your Weekly and

Monthly Agenda pages.

 

5. Select the"Show Saturday" and/or "Show Sunday" checkboxes to

display them in your Agenda.

 

6. Select the color-coding system you prefer using the drop-down list box.

Your meetings can be color-coded by Importance level, Attendance status,

or ownership. (Color coding is an option you may designate under

"Options"| "Meeting Colors".)

 

7. Select the desired display options. These options affect which

entries are displayed and how they will appear in your Agenda. You

may experiment or leave the defaults.

 

·Declined Meetings: Declined Meetings will be displayed on your

Agenda pages (you will find this handy when plans change).

 

·Unconfirmed Meetings: Meetings not yet replied to will be displayed on your Agenda pages, not only in your In-tray.

 

·Start and End times: Meetings'Start and End times will be displayed.

 

·Title: Meeting Titles will be displayed.

 

·Location: Meeting locations, when specified, will be displayed.

 

·Details: Entry Details will be included.

 

·Icons: Meeting icons will be displayed in your Agenda. Once

selected, choose whether you want to view all Meeting icons

or simply the Information icon (indicating there is information

included with the meeting).

 

8."Notification" tab allows you to designate entries received and

those sent out. All are checked as defaults. You may experiment and

change them to suit your own preferences.

 

Click"OK" only when finished with both tabs of the dialog box.

 

 

 

A "Group Agenda" consists of a number of columns. The first,

the"Combined View", shows at what times all the people and

Resources you have selected for your"Group Agenda" are available.

All subsequent columns show the individual"Day Views" for each

person and Resource included in this"Group Agenda".

 

You may schedule entries directly into the first column to invite

all the users and Resources you have chosen. Choose the"New Meeting"

icon and in the window that appears, the chosen people and Resources

will already be on the list. You may modify the list as you would when

creating any other entry. Or you may make any changes later using the

"Edit Entry"dialog box.

 

You may also schedule an entry in a single user's"Agenda".

The method is the same as if you had opened only that user's Agenda.

The Combined View will automatically adjust to accommodate any

such entries that you create.

 

Do you need to invite a fellow Netscape Calendar user to an

appointment/meeting? Or do you need to check on a meeting room,

laptop, or projector (Resource)?

 

You may schedule an entry in a single user's/resource's Agenda.

Open an Agenda by clicking"File" | "Open Agenda" |  "An Agenda"

on the menu bar , or pressing the"Agenda" icon on the toolbar.

 

In the"Open Agenda" dialog box, type the:

 

Person, (firstname lastname as registered in Calendar) or press

the magnifying glass to the right of the entry box (Search button)

to search for People, Groups or Resources (a meeting room, equipment, etc.).

If you use the"Search",  choose either the "People" or "Resources" tab

and enter necessary information appropriately. If you only know part of

a"Resource" name, search for that, i.e., "AgIS".

If you need to locate a person during a specific time period, click

"Options"on the menu bar and press "Locate Person".

 

Click"OK".

 

The Calendar of the person or resource will appear and you may

check for availability during a specific time frame(s) and, if permissions

are granted, schedule the appointment/meeting and invite that person

via an e-mail message; decide among:

 

choose"New Meeting" from the "File" menu bar; or

click the"New Meeting" button on the toolbar; or

press F2; or

click an agenda page with your right mouse button and choose"New Meeting"; or

double-click a time slot on the"Daily" and "Weekly Agenda" pages or a day's grid .

 

You may schedule an entry in a single user's/resource's Agenda.

Open an Agenda by clicking"File" | "Open Agenda" |  "An Agenda"

on the menu bar , or pressing the"Agenda" icon on the toolbar.

 

In the"Open Agenda" dialog box, type the:

 

Person, (firstname lastname as registered in Calendar) or press

the magnifying glass to the right of the entry box (Search button)

to search for People, Groups or Resources (a meeting room, equipment, etc.).

If you use the"Search",  choose either the "People" or "Resources" tab

and enter necessary information appropriately. If you only know part of

a"Resource" name, search for that, i.e., "AgIS".

If you need to locate a person during a specific time period, click

"Options"on the menu bar and press "Locate Person".

 

Click"OK".

 

The Calendar of the person or resource will appear and you may

check for availability during a specific time frame(s) and, if permissions

are granted, schedule the appointment/meeting and invite that person

via an e-mail message; decide among:

In the"New Meeting" dialog box, simply type in the person's registered

Calendar name (firstname lastname); press"Enter" or "Add".

 

Type in the"Title, Location, Date, Start, and End Times".

(Note: There are many refinements you can learn to use here:

Suggested Time, Repeating meetings, Checking for Conflicts,

but future tips will deal with those.)

 

With all information correctly entered, press"Schedule" in the upper

left of the dialog box and you will receive the following message:

 

"The Attendees'agendas have been updated. Do you also wish to send

them an e-mail?"

 

Common courtesy demands such consideration so click"Yes".

Another dialog box appears with the pre-worded e-mail inviting

them with specifics as to what, where, when, and why. You may

edit this message by clicking anywhere in it and adding your own

enticements or inviting their reply. Then click"Send" and "OK";

agenda(s) will be updated and you may await the results.

 

Choose"New Meeting" from the "File" menu bar; or

click the"New Meeting" button on the toolbar; or

press F2; or

click an agenda page with your right mouse button and choose"New Meeting"; or

double-click a time slot on the"Daily" and "Weekly Agenda" pages or a day's grid square on the "Monthly Agenda" page.

 

In the"New Meeting" dialog box, simply type in the person's registered

Calendar name (firstname lastname); press"Enter" or "Add".

 

Type in the"Title, Location, Date, Start, and End Times".

(Note: There are many refinements you can learn to use here:

Suggested Time, Repeating meetings, Checking for Conflicts,

but future tips will deal with those.)

 

With all information correctly entered, press"Schedule" in the upper

left of the dialog box and you will receive the following message:

 

"The Attendees'agendas have been updated. Do you also wish to send

them an e-mail?"

 

Common courtesy demands such consideration so click"Yes".

Another dialog box appears with the pre-worded e-mail inviting

them with specifics as to what, where, when, and why. You may

edit this message by clicking anywhere in it and adding your own

enticements or inviting their reply. Then click"Send" and "OK";

agenda(s) will be updated and you may await the results.

 

 

 

In the"New Meeting" dialog box, simply type in the person's registered

Calendar name (firstname lastname); press"Enter" or "Add".

 

Type in the"Title, Location, Date, Start, and End Times".

(Note: There are many refinements you can learn to use here:

Suggested Time, Repeating meetings, Checking for Conflicts,

but future tips will deal with those.)

 

With all information correctly entered, press"Schedule" in the upper

left of the dialog box and you will receive the following message:

 

"The Attendees'agendas have been updated. Do you also wish to send

them an e-mail?"

 

Common courtesy demands such consideration so click"Yes".

Another dialog box appears with the pre-worded e-mail inviting

them with specifics as to what, where, when, and why. You may

edit this message by clicking anywhere in it and adding your own

enticements or inviting their reply. Then click"Send" and "OK";

agenda(s) will be updated and you may await the results.

 

 

 

 

 

 

 

 

 

 

 

 

 

A Group Agenda lets you see the Day Views of several people and

Resources side-by-side; you may then schedule a meeting at a

time that is mutually convenient

 

Understanding the Combined View

 

You may open a Group Agenda by clicking File on the menu

bar , or typing Control+G on your keyboard. Here you may select People,

Groups, and/or Resources whose agendas you wish to see.

 

 

  1.In the Add box, type the:

 

     person, (firstname lastname as registered in Calendar);

     Resource (a meeting room, equipment, etc.);

            to add a Resource, type r:, re:, or res: followed by its name

     or Group (Click the Group button to select a group to add to your list);

            to add a Group, type g:, gr:, or grp: followed by its name.

 

     Note: You may click the Search button to search for People, Groups, or Resources.

 

  2. After typing the name, add it to your list by clicking the checkmark button to the right.

 

     3.   To delete a name from the list box, select the name and click

           Delete.

 

When your list is complete, click OK to open your Group Agenda.

 

Note: You may reopen the Group Agenda dialog box while viewing a group

of agendas. You may need to modify the list of People, Groups, and Resources

by clicking the Modify members button on the bar which displays the date;

the process of adding or deleting is the same as above.

 

You may then view the Group Agenda and decide on a possible time(s)

for your proposed meeting or equipment usage.

Question: Can I print a blank template (no entries) from Netscape Calendar?

The months I want are later this year and I already have entries on my

calendar for those months.

 

Answer: Instead, open Microsoft Word. Under File | New . . . you will find

a Calendar Wizard.Wiz under the tab Office '97 Templates.

Highlight (see a preview) and click Style to choose among three, Boxes

and borders, Banner, and Jazzy.

Click Next and choose the Direction (Portrait or Landscape) and

whether you would like to leave room for a picture.

Click Next and choose the starting and ending dates; you may have a

single month, fiscal or calendar year, or any choice that fits your need(s).

Click Finish and there it is in your Word window. The Office Assistant

will guide you through further options if you choose.