562 lines
20 KiB
Plaintext
562 lines
20 KiB
Plaintext
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<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
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-->
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<chapter id="usage-calendar">
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<title>Managing your Schedule</title>
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<para>
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This chapter will show you how to use the Ximian Evolution
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Calendar to manage your schedule alone or in conjunction with
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peers.
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</para>
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<sect1 id ="usage-calendar-view">
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<title>Ways of Looking at your Calendar</title>
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<para>
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The toolbar offers you four different views of your calendar:
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<itemizedlist>
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<listitem>
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<para>
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Day
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</para>
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</listitem>
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<listitem>
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<para>
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Work Week
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</para>
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</listitem>
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<listitem>
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<para>
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Week
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</para>
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</listitem>
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<listitem>
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<para>
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Month
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</para>
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</listitem>
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</itemizedlist>
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Press the calendar-shaped buttons on the right side of the toolbar to
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switch between views.
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You can also select a range of
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days— three days, ten days, or a fortnight if you want
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— in the small calendar at the upper right. To do this, simply click and drag on the days that you wish to view in your calendar.
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</para>
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<para>
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The <guibutton>Prev</guibutton> and <guibutton>Next</guibutton>
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buttons will move you forward and back in your calendar pages.
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If you're looking at only one day, you'll see tomorrow's page,
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or yesterday's. If you're looking at your calendar by week or
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month, you'll move around by just that much.
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To come back to today's listing, click the
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<guibutton>Today</guibutton> button in the toolbar.
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</para>
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<para>
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To visit a specific date's calendar entries, click
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<guibutton>Go To</guibutton> and select the date in the dialog
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box that appears.
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</para>
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</sect1>
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<sect1 id="usage-calendar-apts">
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<title>Scheduling With the Evolution Calendar</title>
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<para>
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Of course, you'll want to use the calendar to do more than find
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out what day it is. This section will tell you how to schedule
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appointments, set alarms, and determine appointment recurrence.
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</para>
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<sect2 id="usage-calendar-apts-basic">
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<title>Creating appointments</title>
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<para>
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To create a new appointment, select
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<menuchoice>
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<guimenu>File</guimenu>
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<guisubmenu>New</guisubmenu>
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<guimenuitem>Appointment</guimenuitem>
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</menuchoice>
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or click the <guibutton>New Appointment</guibutton> button on the left end
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of the toolbar. The <interface>New Appointment</interface>
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dialog will pop up with the menu bar, tool bar, and
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window full of choices for you.
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</para>
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<tip id="new-appointment-shortcut">
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<title>Shortcut</title>
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<para>
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If you don't need to enter more information than the date
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and time of the appointment, you just click in any blank
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space in the calendar and start typing. You can enter other
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information later with the appointment editor.
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</para>
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</tip>
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<para>
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Your appointment must have a starting and ending date — by
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default, today — but you can choose whether to give it
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starting and ending times or to mark it as an <guilabel>All
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day event</guilabel>. An <guilabel>All day event</guilabel>
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appears at the top of a day's appointment list, in the grey header under the date, rather than inside
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it. That makes it easy to have appointments that overlap and fit
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inside each other. For example, a conference might be an all
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day appointment, and the meetings at the conference would be timed
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appointments. Of course, appointments with specific starting and ending
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times can also overlap. When they do they're displayed as
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multiple columns in the day view of the calendar.
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</para>
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<para>
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<application>Evolution</application> supports the use of timezones. If you share calendar files with friends or co-workers, it is quite possible you will need to configure your timezone. To configure your timezone:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Click
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<menuchoice>
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<guimenu>Tools</guimenu>
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<guimenuitem>Calendar Settings</guimenuitem>
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</menuchoice>
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</para>
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</listitem>
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<listitem>
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<para>
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Click the <guibutton>Globe</guibutton> button in the <guilabel>Time</guilabel> section, located in the <guilabel>General</guilabel> tab.
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</para>
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</listitem>
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<listitem>
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<para>
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Each red dot represents a major city. Click a dot and click <guibutton>OK</guibutton> to select your time zone.
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</para>
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</listitem>
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</orderedlist>
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</para>
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<para>
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You can also configure timezone information specific to Start and End time in each appointment. To do that, simply create a new appointment and click on a globe to customize the timezone that the time exists in.
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</para>
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<note>
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<title>Multiple Simultanious Appointments</title>
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<para>
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If you create calendar appointments that overlap,
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<application>Evolution</application> will display them side
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by side in your calendar. However,
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<application>Evolution</application> cannot help you do
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multiple things at once.
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</para>
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</note>
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<para>
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You can have as many
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<guilabel>Alarms</guilabel>, any time prior to the appointment
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you've scheduled. You can have one alarm of each of the following types:
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<variablelist>
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<varlistentry>
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<term><guilabel>Display:</guilabel></term>
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<listitem>
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<para>
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A window will pop up on your screen to remind you of
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your appointment.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Audio:</guilabel></term>
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<listitem>
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<para>
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Choose this to have your computer deliver a sound
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alarm.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Program:</guilabel></term>
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<listitem>
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<para>
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Select this if you would like to run a program as a
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reminder. You can enter its name in the text field,
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or find it with the <guibutton>Browse</guibutton>
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button.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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</para>
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<para>
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<guilabel>Classification</guilabel>
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only applies to calendars on a
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network. <guilabel>Public</guilabel> is the default category,
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and a public appointment can be viewed by anyone on the calendar
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sharing network. <guilabel>Private</guilabel> denotes one
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level of security, and <guilabel>Confidential</guilabel> an even
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higher level.
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</para>
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<para>
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<application>Evolution</application> can handle not only time that you're busy, but free time. This can be useful if you're on a network sharing calendar files. You can easily compare schedules with other people, allowing easy setup of a RSVP.
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</para>
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<para>
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To set your appointment to be free or busy, simply click the box in the <guilabel>Show Time As</guilabel> section in the <guilabel>Appointment Editor</guilabel>.
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</para>
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<para>
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<application>Evolution</application> lets you categorize your
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appointments, which can help if you lead a busy life. The bottom
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section of the <guilabel>Appointment</guilabel> tab is where your
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categorization is done.
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</para>
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<tip>
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<title>Adding a New Appointment Category</title>
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<para>
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You can add a new category to your category list by clicking on
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<guibutton>Edit Master Category List</guibutton> and single-clicking
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on <guilabel> Click here to add a category</guilabel>.
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</para>
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</tip>
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<para>
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The purpose of categories is to let you view all appointments which have
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similar activities. To do this, change <guilabel>Any field contains</guilabel>
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to <guilabel>Has category</guilabel> and enter your category at right.
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</para>
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<para>
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Clicking on the <guibutton>Categories</guibutton> button opens up the category
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list. To associate a category to an appointment, simply click the check box.
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</para>
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<para>
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Once you've selected your categories, click <guibutton>OK</guibutton> to
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assign these categories to the appointment. The categories you selected are now
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listed in the text box to the right of the <guibutton>Categories...</guibutton>
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button.
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</para>
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<para>
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The <guilabel>Recurrence</guilabel> tab lets you describe
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repetition in appointments ranging from once every day up to once
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every 100 years. You can then choose a time and date when the
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appointment will stop recurring, and, under
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<guilabel>Exceptions</guilabel>, pick individual days when the
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appointment will <emphasis>not</emphasis> recur. Make your
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selections from left to right, and you'll form a sentence:
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"Every two weeks on Monday and Friday until January 3, 2003"
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or "Every month on the first Friday for 12 occurrences."
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</para>
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<para>
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Once you're done with all those settings, click on the disk
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icon in the toolbar to save and close the appointment editor window.
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If you want, you can alter an appointment
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summary in the calendar view by clicking on it and typing. You
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can change other settings by right-clicking on the appointment then
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choosing <guimenuitem>Edit this Appointment</guimenuitem>.
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</para>
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</sect2>
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<sect2 id="usage-calendar-rsvp">
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<title>Sending an RSVP with the Calendar</title>
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<para>
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<application>Evolution</application> can be used to schedule
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group meetings and help you manage responses to meeting
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requests.
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</para>
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<para>
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When you create a meeting or group appointment, you can
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specify the attendees in several categories, such as "chair"
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or "required." When you save the appointment listing, each
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attendee will be sent an email with the appointment
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information and gives them the option to respond.
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</para>
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<para>
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To schedule a meeting:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Select
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<menuchoice>
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<guimenu>Actions</guimenu> <guimenuitem>Schedule
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Meeting</guimenuitem> </menuchoice>. The
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<guilabel>Scheduling</guilabel> and
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<guilabel>Meeting</guilabel> tabs open.
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</para>
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</listitem>
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<listitem>
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<para>
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If you have multiple Evolution identities, choose the
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one you'll use by selecting an item in the
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<guilabel>Sent By</guilabel> field.
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</para>
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</listitem>
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<listitem>
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<para>
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Click the space labelled <guilabel>Click here to add an
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attendee</guilabel> to enter the names and email
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addresses of people you will invite, or click the
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<guibutton>Invite Others</guibutton> to select them from
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your addressbook.
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</para>
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</listitem>
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<listitem>
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<para>
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Save the Appointment.
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</para>
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</listitem>
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</orderedlist>
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An email is now sent out to all the recipients, inviting them to your event.
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</para>
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</sect2>
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<sect2 id="replying-to-rsvp">
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<title>Replying to a Meeting Request</title>
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<para>
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Meeting requests are sent as iCal attachments. To view or
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respond to one, click on the attachment icon and view it
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inline in the mail window. All the details are shown about
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the event including time and dates. Then you can choose how
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to reply to the RSVP. Your choices are:
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<itemizedlist>
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<listitem>
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<para>
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Accept
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</para>
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</listitem>
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<listitem>
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<para>
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Tentatively Accept
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</para>
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</listitem>
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<listitem>
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<para>
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Decline
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</para>
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</listitem>
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</itemizedlist>
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Click <guibutton>OK</guibutton> and an email will be sent to
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the organizer with your answer. The event will also be added
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to your calendar if you accept.
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</para>
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</sect2>
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<sect2 id="recieving-rsvp-response">
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<title>Getting Responses to Meeting Requests</title>
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<para>
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Once you get a reply to your meeting invitation, you'll need
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to view it inline in the email. Click the attachment and
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select <guibutton>View Inline</guibutton>. At the bottom, you
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can click <guibutton>OK</guibutton> to update your attendee
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list.
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</para>
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</sect2>
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<!-- ############UNIMPLEMENTED FEATURES ###################
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<sect2 id="usage-calendar-apts-group">
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<title>Appointments for Groups</title>
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<para>
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You can use <application>Evolution</application> to mark a
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meeting request on another person's calendar. To do it, click
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<guibutton>New</guibutton> in the calendar toolbar, or select
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<menuchoice> <guimenu>File</guimenu>
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<guisubmenu>New</guisubmenu>
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<guimenuitem>Appointment</guimenuitem> </menuchoice> to bring
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up the <interface>new appointment</interface> window. Then
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describe the appointment as you would any other. When you are
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ready to send the invitation <guibutton>OK</guibutton>
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<application>Evolution</application> will automatically send
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email to each person on the request list, notifying of the
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time and date of the meeting you have requested with them. In
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addition, it will mark the appointment on your calendar and on
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theirs as tentative, rather than a confirmed, appointment.
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</para>
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<para>
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To mark a tentative appointment as confirmed, click once on the
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appointment in the <interface>calendar view</interface> to select
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it, and then choose <guimenuitem>Appointment
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Properties</guimenuitem> from the <guimenu>Settings</guimenu>
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menu. In the <interface>Appointment Properties</interface> dialog
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window, click the "tentative" button to De-select the
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appointment.
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</para>
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<para>
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When your meeting attendees get the email inviting them to the
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meeting, they'll be able to enter the information into their
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calendars and let you know if they'll be able to attend; if
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they use <application>Ximian Evolution</application> or
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another iCal compliant mail client, they can do this with just
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one click. When you get a response from them, it will include
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an iCal attachment. Opening and accepting this attachment will
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change the meeting data in your calendar to indicate that they
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have responded to your invitation, and whether they will be in
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attendance.
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</para>
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</sect2>
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<sect2 id="usage-calendar-apts-privs">
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<title>Scheduling privileges</title>
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<para>
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There are several levels of scheduling privileges. You
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can set whether people can see your calendar, whether they
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can request meetings or appointments, and whether they can
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create appointments. This section may have to be deleted,
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because I don't know if we are going to support privileges
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at all.
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</para>
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</sect2>
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########## END UNIMPLEMENTED FEATURESET ############ -->
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</sect1>
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<sect1 id="usage-calendar-todo">
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<title>The Task Pad</title>
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<para>
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The Task Pad, located in the lower right corner of the
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calendar, lets you keep a list of tasks separate from your
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calendar appointments. You can use the list
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in a larger window by choosing the <guibutton>Tasks</guibutton>
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button in the shortcut bar or in the folder tree.
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</para>
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<para>
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To record a new task, click the <guibutton>Add</guibutton>
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button in the toolbar. <application>Evolution</application>
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will pop up a small window with five items in it:
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<variablelist>
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<varlistentry>
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<term> <guilabel>Summary:</guilabel></term>
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<listitem>
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<para>
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The description you enter here will appear in the To Do
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list itself.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term> <guilabel>Due Date:</guilabel></term>
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<listitem>
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<para>
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Decide when this item is
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due. You can either type in a date and time, or select one from
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the <guibutton>Calendar</guibutton> and time drop-down menus.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Start Date:</guilabel></term>
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<listitem>
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<para>
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The date you intend to start working.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term> <guilabel>Description:</guilabel></term>
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<listitem>
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<para>
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If you wish, you can keep a more detailed description of
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the item here. For example, you can note that a task is
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in progress, and display how close it is to completion.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Classification:</guilabel></term>
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<listitem>
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<para>
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Sets who will see it if your calendar is shared.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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</para>
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<para>
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There are more options in the <guilabel>Details</guilabel> tab such as priority and progress settings.
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</para>
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<para>
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Once you've added a task to your to-do list, its summary
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appears in the <guilabel>Summary</guilabel> section of task
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list. To view or edit a detailed description of an item,
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double-click on it, or right click on it and select <guibutton>Open</guibutton>. You can delete items by selecting
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them and clicking on the <guibutton>Delete</guibutton> button.
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</para>
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<para>
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The list of tasks is sorted in a similar way to the list of
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email messages in <application>Ximian Evolution
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Mail</application>. Click once on the message headers to change
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the direction and type of sorting, or right-click to add or
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remove columns from the display.
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</para>
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<sect2 id="task-folders">
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<title>Folders for Your Tasks</title>
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<para>
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Like any other component in
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<application>Evolution</application>, you can create a folder
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to help organize your tasks. To do this:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Open the <guilabel>Folders Bar</guilabel>.
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guibutton>Tasks</guibutton>.
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</para>
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</listitem>
|
|
<listitem>
|
|
<para>
|
|
Right click on <guibutton>Tasks</guibutton>.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Click <menuchoice><guimenuitem>Create New Folder</guimenuitem></menuchoice>.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Enter the folder name.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Click <guibutton>OK</guibutton>
|
|
</para>
|
|
</listitem>
|
|
</orderedlist>
|
|
</para>
|
|
</sect2>
|
|
</sect1>
|
|
|
|
<sect1 id="usage-calendar-multiple">
|
|
<title>Multiple Calendars</title>
|
|
<para>
|
|
<application>Evolution</application> permits you to have and
|
|
maintain multiple calendars. This is useful if you maintain
|
|
schedules for other people, if you are responsible for resource
|
|
or room allocation, or if you have multiple personalities.
|
|
</para>
|
|
|
|
<example>
|
|
<title>Keeping Multiple Calendars</title>
|
|
<para>
|
|
Lucy, the office manager for a small company, has one calendar
|
|
for her own schedule. She maintains one for the conference
|
|
room, to schedule meetings. Next to that, she maintains a
|
|
calendar that reflects when consultants are going to be on
|
|
site, and another that keeps track of when the Cubs are
|
|
playing.
|
|
</para>
|
|
</example>
|
|
<para>
|
|
To create a new calendar, select
|
|
<menuchoice>
|
|
<guimenu>File</guimenu> <guisubmenu>New</guisubmenu>
|
|
<guimenuitem>Folder</guimenuitem>
|
|
</menuchoice>.
|
|
You'll need to tell the <guilabel>New Folder</guilabel> dialog that the new folder should be of the calendar type. You can place the calendar in any calendar folder and access it
|
|
from the folder view.
|
|
</para>
|
|
<para>
|
|
Each calendar folder can hold only one calendar.
|
|
</para>
|
|
</sect1>
|
|
</chapter>
|