Events are future or past appointments, like business meetings, personal anniversaries and cinema visits. An event can also take several days, like holidays.
Entering a new event is very easy. Just choose the -> menu item. A window with General, Recurrence, Attendees, Free/Busy, and Attachments tabs will appear.
If you wish you can use a different way to create a new event:
Use the Date Navigator to go to the event date.
Click the desired view's icon on the or select the desired view from the menu. Since your event starts at a particular time, you should choose a view that displays hours of the day. You may choose , view or view. The view is more suitable for to-dos, described below.
In the main panel, double click the time and date when your event starts.
A dialog with General, Recurrence, Attendees, Free/Busy, and Attachments tabs appears. Enter your data as described below.
This is a thorough description of the individual event window fields and widgets. Not all fields have to be filled in; some can be left empty. Read the Required fields section for detailed information. And if you prefer to learn by example, there's one in the Entering event section.
A screenshot of KOrganizer's Edit Event dialog - General tab
Enter short description of the event into the Title field. This description is the text shown on the KOrganizer main panel.
Enter short description of the location where the event will take place.
The KOrganizer suggested Start and End dates of your event. Events are expected to start and end on the same date. Change these dates as desired. Enter the dates directly or use the Calendar Widget. Select the time from quarter hour intervals, or enter the desired time directly into the time fields. These fields are only available when the Time associated box is checked.
Uncheck the Time associated box if your event is not scheduled on an exact time.
Most events are scheduled to an exact time. If your event does not need specific time, perhaps it should be created as a to-do
Check the Reminder box if KOrganizer should remind you about an event.
Choose how many minutes, hours or days before the event you want to be reminded, or click the button to open the Edit Reminders dialog. Using this dialog, you can set repeating intervals for your reminders, and create special reminders that play sounds or run programs.
The duration of the event may be shown as Busy or Free in your schedule. Choose it from the Show Time As drop down box.
Enter a long description of the event in the large, untitled rectangle. You can write as many details as you wish here. For example, If the event is, say, planned general repair of your car, you can list all items that need repairing. Later on you can print this list and hand it over to the serviceman. If the event is shopping, you should list the goods that you need to buy. Print the event and take it to the shop with you.
You can assign several categories to a calendar item. Click the Select button to open the Select Categories dialog. Check the category boxes to assign suitable categories to the event. You can also add a new category, modify a category or delete a category by pressing the button Edit Category.
Your language lesson at work may belong to both Business and Education categories, while the anniversary of your marriage belongs to either Personal or Special Occasion - it is your choice.
Choose Private or Confidential to keep the event private or confidential. Currently, this choice correctly sets the “CLASS” attribute of the events to “PUBLIC”, “PRIVATE” or “CONFIDENTIAL”. However, if these settings are really used to restrict the access of the information depends on the client and / or groupware server implementation.
Currently, KOrganizer will display items owned by other people and marked as confidential. Other clients may treat them differently, but be careful when publishing private or confidential events: vCalendar and iCalendar are text files, and can be read with any text editor (if someone has read access to them). So if you want to keep items really confidential, make sure you use a resource that only you can access.
When you want to confirm, apply or call off the entered data, choose among the Action Buttons, , and .
Some events take place regularly. You can specify their exact scheduling here.
A screenshot of KOrganizer's Edit Event dialog - Recurrence tab
To activate the settings, start by checking the Enable recurrence check box. If it is not checked, you are not able to make any changes on this tab.
The Recurrence tab window is divided into four groups: Appointment Time, Recurrence Rule, Recurrence Range, and Exceptions.
The appointment time is set in the General tab window. It is displayed here to guide you while you set the recurrence options.
Choose if you want to repeat this event daily, weekly, monthly or yearly. More detailed options are as follows:
Specify whether the event occurs every day (1), every other day (2) and so on.
Specify whether the event occurs every week (1), every other week (2) and so on. Also specify the days (Sunday ... Monday) on which the event occurs.
You can either have the event occur on the same day of the month, or in a specific week on a specific day of the week. You need to choose between these two possibilities. By default, KOrganizer assumes you want to repeat on the same calendar day of the month (for instance the 15th). You can also adjust the period, so you can repeat monthly, tri-monthly and so on.
This is similar to Monthly. You need to choose whether or not you
are indicating a calendar day of the year (for example,, the 250th day of the
year) - Recur on day #
of the
year, in a specific week on a specific day of the week of a month
(for example,, the 2nd Tuesday of March), or the day of the month in a
particular month of the year - Recur on day #
of the month
. By default, KOrganizer
assumes you mean the day of the month. You can adjust the period to
reflect events that occur bi-annually, every four years, and so on.
By default, events which repeat will do so forever; there is no “end” to the repetition. This may or may not be desirable, so you are provided with two ways of terminating the repetition: either by giving an ending date, or by specifying a total number of recurrences. In this area, you can choose the method that is suitable for this event.
You may have a very nice recurrence rule set up, but realize that there are a few exceptions. If you set up your college class schedule for instance, you may want to make exceptions for holidays and the like. In this area, you can add, change, and delete dates from the list of exceptions (that is, times when even if the recurrence rule matches, the event will not be scheduled). Pick a date with the date selector, and press to include it. For removing dates, highlight them in the box on the right side, and then click .
When you want to confirm, call off or revert the entered data, choose among the Action Buttons, , and .
Chose in this tab the people you want to invite to your event.
A screenshot of KOrganizer's Edit Event dialog - Attendees tab
Sets the identity corresponding to the organizer of this to-do or event. If KOrganizer is configured to send invitation mails, the identity selected on this combo box will be used when sending these mails. The default identity can be set in the Personal section of the KOrganizer configuration, other identities in the Security & Privacy->Password & User Account section of the TDE Control Center. In addition, identities are gathered from your KMail settings and from your address book. If you choose to set it globally for KDE in the TDE Control Center, be sure to check the Use email settings from Control Center' box in the Personal section of the KOrganizer configuration.
The list in the center of the tab displays the attendees selected for this event, and lets you select attendees to edit or remove. Please note that you can change the order of attendees. Click any of the column headings (Name, Email, Role, Status, RSVP) to sort the list according to that column. The RSVP column indicates whether or not a response is requested from the attendee.
If the attendee(s) are in your Address Book, you do not have to remember or type their email address to add it to the attendee list. Just click the button and choose the attendee(s) from the list. Please note that this is the standard KDE address book, which is also used by KMail and can also be called as a separate application (KAddressBook).
Press the button to add a new manually added attendee to the list. If you want to add contacts from your address book, press instead.
Fill in the Attendee Name and Email address fields, or select one of the attendees in the list above to edit it.
Choose the role of the attendee (Participant, Optional participant, Observer, Chair) from the drop down menu. The role is a simple reminder of what part the attendee plays in this event. It can be used for sorting (see above).
Choose the status of the attendee (Needs Action, Accepted, Declined, Tentative, Delegated, Completed, In progress). The status, which is displayed in the details list window gives you quick overview of what should be done to make the event successful. It can be used for sorting (see above). If you use groupware schedule and request responses from your attendees, as you receive the responses the status of the attendee will be updated. If you do not request responses, you will have to update the status manually.
Check the Request Response check box if this attendee should respond to your schedule plan. Consequently the attendee will be emailed with the event schedule information. A small envelope will appear in the details list to indicate this. This feature is specially useful when groupware scheduling is enabled, as the attendees status are updated automatically.
When you want to confirm, call off or revert the entered data, choose among the Action Buttons, , and .
When adding attendees to your event, you need to know if they are busy or free in that particular time. If the attendees make their free / busy information available, you can view here their schedule before sending the invitations.
A screenshot of KOrganizer's Edit Event dialog - Free/Busy tab
This tab shows the free/busy schedule chart on the right, where each line represents one of the attendees, listed on the left. The marked areas on the chart represent the time already taken by other events, unmarked areas represent time free from other events. You can move the event to a different point in time by dragging it with the mouse, or resize it by moving the edges of the highlighted area with the mouse.
The free/busy information is only available if the attendee publishes their free/busy schedule, and if KOrganizer is correctly configured to retrieve it. For more information about configuring KOrganizer to publish and retrieve free/busy information, please check the Chapter 7, KOrganizer Configuration. Double-clicking on an attendee entry in the list will allow you to enter the location of their free/busy information.
Sets the zoom level on the schedule chart. Hour shows a range of several hours, Day shows a range of a few days, Week shows a range of a few months, and Month shows a range of a few months, while Automatic selects the range most appropriate for the current event or to-do.
Press this button to center the free/busy schedule chart on the start time and day of this event.
Press this button to zoom the free/busy schedule chart so that you can see the entire duration of the event on it.
Press this button to automatically move the event to a date and time when all the attendees are free.
Press this button to reload Free/Busy data for all attendees from the corresponding servers.
When you want to confirm, call off or revert the entered data, choose among the Action Buttons, , and .
A screenshot of KOrganizer's Edit Event dialog - Attachments tab
Events and to-dos can contain attachments. Attachments can either be stored as links or inline. The following actions are provided to work with attachments:
Adds a link attachment.
Adds an inline attachment.
Allows to change an existing attachment.
Deletes the selected attachment.
Display the selected attachment.
When you want to confirm, call off or revert the entered data, choose among the Action Buttons, , and .
The Save as Template button enables you to save the current event as a template, so that you can reuse the data entered for future events. As an example you can save a template for a meeting that takes place at the same location and with the same people.
With the Load Template button you can use an existing template for your event. Continuing the example in the preceding paragraph you can specify the agenda of the meeting.
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