7. Calendar
The EduMail Calendar helps you create, modify, and delete events, it currently supports recurring events (with exceptions and various deletion options), alarms, import and export functions (iCalendar and CSV formats), iCalendar invitations, multiple calendar views, shared calendars, display of Task List tasks and ability to show events on the EduMail Portal Page.
Contents
- Today
- New Event
- Goto
- Import/Export
- Calendar Views
- Managing Calendars
- Sharing Calendars
- Calendar Overlays
- Subscribing to Remote Calendars
Today
Click on the Today icon to display your default view (the current month, current week, current day, etc. as set in Options for Calendar). To see a different calendar view, simply click on the Day, Work Week, Week, Month or Year tab.
New Event
Click the New Event icon to add an event to your calendar. You may also create a new event by clicking the large "+" inside of any day/hour in the current calendar view.
In the appropriate location on the New Event page, enter the desired information including title, category, location, status, privacy, time span, alarm and invitation. To enter a description, add attendees or create a recurring event, click on the blue "+" to the left of the field and type in the desired information. Once finished, click Save Event.
Adding Attendees to an Event
Before you can add an attendee to an event in your calendar, they must exist in your EduMail Advanced Address Book along with their e-mail address and Free/Busy URL .
Recurring Events
Events can be made to repeat in various ways. For example, the Monthly recurrence types make the selected item repeat each month and the Weekly recurrence type makes the selected item repeat each week. These can be made to represent events that repeat in complex ways: for example, an item that occurs on the third Friday of each month, or an item that occurs on Monday, Wednesday, and Friday every week.
You can also restrict how long an event repeats by selecting the end date for the event's recurrence.
Normally, a modification to a repeating event applies to all occurrences of that event. A single occurrence of a repeating event can be modified by editing the occurrence, removing its recurrence information, and then clicking Save as New. The selected occurrence can now be modified independently of the other occurrences.
Alarms
EduMail Advanced Calendars can generate alarms for events in a calendar. By default, the first alarm is generated fifteen minutes before the appointment is supposed to start, but the alarm can be set (per event) to occur at almost any interval before the event start time. To turn the alarm on or to change the alarm sound, go to Options for Calendar->Notifications. Select the desired notification and alarm format and click Save Options.
To dismiss or postpone an alarm, click on the Snooze…in the popup/inline notification and select the desired option.
Editing/Deleting Events
Once an event has been saved, it can be edited, deleted or exported by clicking on the event and selecting the appropriate tab or by selecting the pencil (edit) or X (delete) icons located at the bottom of the event itself.
Goto
The Goto icon will display a small pop-up calendar window in which you can quickly select a month, week of the year, or day of the month to go to. This is usually the quickest way to move within the calendar. Click the black X in the upper right corner to close this menu item.
Import/Export
The Import/Export icon allows you to import or export calendar events. Currently you can import files from CSV, Microsoft Outlook, and vCalendar/iCalendar formats. You can only export to CSV and iCalendar formats. This only imports the current event(s) from those sources. It does not create a permanent link between the calendars.
Most calendar views are designed to be printable. When in one of these views, a Print icon will appear in the top menu bar. Clicking this icon opens a popup window which contains a printable version of the calendar view.
Calendar Views
Day
The Day tab will display the day view of the currently selected day. New events can be added from this view by selecting the desired blue time of day at the left.
Work Week
The Work Week tab will display the work week view (Monday through Friday) closest to the currently selected day.
Week
The Week tab will display the week view (7 day view) for the week containing the currently selected day.
Month
The Month tab will display the month view for the month containing the currently selected day.
Year
The Year tab will display a view of the entire year containing the currently selected day.
Managing Calendars
If you have chosen to display the calendar options panel (Options for Calendar->User Interface->Show calendar options panel [checkbox]) then you will see a floating window on the right side of the EduMail Advanced Calendar screen. By clicking on the Manage Calendars link you can modify your calendars.
Renaming Calendars
Within the Manage Calendars screen, click on the edit icon (it looks like a piece of paper with a pencil on it) for the Calendar you wish to rename. A window will appear which allows you to edit the current name and description. Click Save when finished.
Deleting Calendars
Within the Manage Calendars screen, click on the delete icon (it looks like a trash can) for the calendar you wish to delete. You will be prompted to confirm you with to Delete (or Unsubscribe) the calendar.
Sharing Calendars
Within the Manage Calendars screen, click on the Change Permissions icon (it looks like a set of keys) for the calendar you wish to share with others.
You can share your calendar in many ways, with varying levels of interaction. Please pay close attention to these instructions. Failure to follow the instructions properly could grant others access to and even control of your private calendar information.
Calendar Permissions
The only setting you should change in Calendar Permissions is the Individual Users section. You must not check any boxes on any other row and you must not modify the Calendar Owner.
To share your calendar with another person, enter their EduTech user name in the text box under Individual Users. You may select from five types of permission to grant them.
Show: This only allows the individual the ability to see that events are scheduled, but they may not see any details
Read: An individual with Read permission can see all details for events scheduled in this calendar, but they cannot change any events.
Edit: Granting a person Edit permission allows them to modify events on your calendar, but they cannot create new events or delete existing ones.
Delete: An individual with Delete permission can remove events from your calendar but cannot create new ones.
Delegate: Giving a person Delegate permission allows them to create events in your calendar.
Updating permissions for an individual user
If you wish to modify permissions you have granted to someone, enter their EduTech username in the empty text box beneath Individual Users. Check the boxes for the permissions you wish to grant (leave all boxes empty if you wish to remove all permissions for that person). When you save your changes by clicking on the Save button at the bottom of the window, the new permissions will replace the old ones.
Calendar Overlays
If you have chosen to display the calendar options panel (Options for Calendar->User Interface->Show calendar options panel [checkbox]) then you will see a floating window on the right side of the EduMail Advanced Calendar screen.
Click the checkbox next to each calendar, task list, and remote calendar you wish to display in your calendar view
Subscribing to Remote Calendars
EduMail Advanced Calendar allows you to subscribe to remote calendars such as Google Calendar. Almost any calendar that supports the iCalendar format can be subscribed to as a remote calendar.
- You will need to determine the iCal address for your remote calendar, it will normally end in ".ics".
- Once you have found that address, copy it and click Manage Calendars on the floating Calendar control panel. If you do not see the floating Calendar control panel, turn that option on in Options for Calendar->User Interface->Show calendar options panel.
- Click Subscribe to a Remote Calendar.
- Enter a name for this calendar
- Paste the URL for the remote calendar.
- Enter the username and password for the remote calendar if necessary.
- Click Subscribe
Subscribing to your EduMail Advanced Calendar from other calendars
You can allow other calendar programs such as Google Calendar and Apple iCal to view your EduMail Advanced Calendar. You will have to rely on instructions and help files for those programs for specific steps, but you will need to know your EduTech username and password as well as the URL for the particular EduMail Advanced calendar you wish to share.
- To find the URL for one of your EduMail Advanced Calendars, click on the information icon (the lowercase "i" in a circle) to the right of your calendar's name in the floating Calendar control panel. If you do not see the floating Calendar control panel, turn that option on in Options for Calendar->User Interface->Show calendar options panel.
- You will see a popup window which informs you of that particular calendar's subscription URL.
- Copy the URL provided to you.
- Follow instructions in your other calendar program to subscribe to remote calendars.
Last updated on March 17, 2009