SPS provides a calendar application that allows users to share a common public calendar while retaining a private schedule. Additionally, the SPS calendar application provides users the ability to automatically distribute email notices about scheduled events by ‘inviting’ or ‘notifying’ system users of events. In order to assist in the scheduling of public events, each system user’s availability may be viewed in order to minimize scheduling conflicts.
The SPS Calendar can be accessed under the Documents tab of the Main Menu and or via the SPS Email Console application.
From the Email Console, you may access your personal calendar by choosing the ‘Calendar’ menu choice from the menu found in the upper left-hand corner of the Email Console. You may also toggle back to the Email Console using the same menu.
Choosing the Month
The Calendar Console screen consists of two main frames along with a button bar. The top frame allows you to adjust the month in view by choosing the appropriate month using the slidebar utility. The < and > arrows move the current month in view backward or forward by one. You may also simply click on the month you wish to view in order to cause the month knob on the slidebar to select the desired month.
bottom frame consists of the entries of the calendar for the month in view with
the selected day shown in light blue.
Selection of a date is necessary to add, edit, or delete calendar
entries for that date. The current date
is shown in red lettering. You may
synchronize your desktop to the SPS calendar server by clicking the Refresh
button at any time. This allows you to
access any entries to the calendar that have been entered since you opened the
calendar application on your desktop.
You may also print the current calendar desktop found in the bottom
frame by clicking the Print button.
This will bring up the Windows standard print dialog. You may need to adjust your printer
orientation from portrait to landscape if printing a monthly or weekly view
calendar. The following sections describe
your ability to adjust this Calendar Console screen view to your desired specifications.
A calendar event (entry) designated as ‘private’ is viewable and accessible only by the user that created the entry. In contrast, events not designated as private are considered public in nature, meaning that all users may view and modify the event. In this manner, users may keep events that are personal in nature separate from common group events such as company meetings or business trips.
From the Calendar Console, you may elect to view the calendar entries by event type by simply selecting the appropriate check box option from the upper right-hand corner of the screen. To display only the public calendar entries for your company, simply select the “Show public events” checkbox. To view your private calendar entries, select the “Show private events” checkbox. Of course, you may choose any combination of the two.
You may view your calendar in a variety of formats. Specifically, you may modify the number of days being viewed from one day up to the entire month and you may adjust the size of the daily entries in weekly views. All calendar view options are changed through the Options button from the Calendar Console screen button bar.
Clicking on the Options button opens the Calendar Options dialog. From this dialog, you may choose to modify the format and display size of your Calendar Console screen view. Additionally, you may elect to show the show the weekend days in a weekly or monthly view. Any changes made to the calendar view will only effect the display until the next calendar refresh, whether manually by clicking the Refresh button or by exiting and re-entering the program. In order to change your user profile to always display your calendar in the selected view, check the “Save as new profile” checkbox. You may also choose to have your daily calendar emailed to you on a daily basis by checking the “Email daily calendar” checkbox and saving your profile.
The Calendar format options consist of a daily, multiple weekly, and a monthly view. Select the desired format from the menu option as shown below.
The “Month” format displays the calendar days and calendar entries as shown below.
The “1 day” format displays the chosen calendar day along with the calendar entries listed by time.
The display size of the calendar days may also be adjusted vertically and horizontally in order to better show the text of calendar entries. Simply choose the appropriate percentage of size increase from the original monthly view to the desired amount to cause the Calendar Console screen to redraw itself to the new specifications. The following graphic shows one calendar day in the monthly view shown at 150% increase in both vertical and horizontal size.
To create a new calendar entry from the monthly or weekly view, simply select the day that you wish for the event to begin (causing the day block to turn light blue) and click New. You will receive the Calendar Event window.
All calendar events must include a subject and may contain a location entry. If the event is to be a private event, simply check the ‘Private’ checkbox. All events not marked as private will be noted as public, thereby causing all calendar users to have access to the event for viewing, editing, or deleting purposes.
Start and End Dates (Times)
Under the General tab of the Calendar Event window, you will find inputs to control the start and end date and time of the event. You may adjust these in any direction taking care to always have an ending date and time which occurs after the starting date and time.
As with any SPS application with the calendar pop-up utility, you may either enter the date directly into the date input field using a MM-DD-YYYY format or you may simply choose the date from the calendar dialog and click OK. You may scroll through months and years using the < and > arrows found at the top of the dialog.
The ‘Status’ menu options determine the contents and function of the second tab of the Calendar Event window. If the calendar event is scheduled as a ‘Definite meeting’ or a ‘Tentative meeting’, the second tab will be labeled ‘Invitees’ and any notice sent to these users will contain the language necessary for the scheduling of a meeting. If your wish to notify people that you (or anyone else in your office) will be ‘Out of the office’, you may elect the third menu option. This will label the second tab of the Calendar Event window ‘Notifies’ and any notice sent to these users will espouse the time period of the event as one in which the person listed is out of the office.
You may invite or notify both SPS users and outside contacts of any new or modified calendar event via email through the Same Page Mail ServerTM. For contacts or external (to the SPS) email addresses, simply type the email address in the ‘Send notice to’ field found in the General tab or click the Contact button to view a contact list dialog.
You may also invite or notify SPS groups and users by clicking the second tab of the Calendar Event window and selecting the desired groups and users. Use the < and > buttons to move selected items from the left frame to the right (causing invitation or notification to occur). Use the << and >> arrows to move all groups (and their users) between the left and right frames.
Any type of email attachment may also be associated with an email notification using the Attachments utility in the General tab. Click the Add button to receive the Upload File dialog. From this dialog, you may select the desired file to upload from your PC’s local drives. Of course, to delete a previously uploaded file, simply choose it from the Attachments menu and click Delete.
A calendar event may have a description of any length associated with it using the SPS Editor utility found at the bottom of the General tab of the Calendar Event window. Simply type the desired description using any of the formatting functions of the editor, including bold, italics, underline, bullet points, and highlights. See the SPS Editor section for more information about the functionality of the editor and the available formatting features.
Editing or Deleting Entries
To edit an existing entry, simply choose the entry from the Calendar Console screen (from the daily, weekly, or monthly view) causing it to turn blue and click the Open button. You will now receive the Calendar Event window and may modify the event in the same manner as you would add an event.
To delete an event, select the event from the Calendar Console screen and click the Delete button. You will be asked to confirm your action before proceeding. Once an event has been deleted, it can no longer be recovered and restored.
The SPS allows you to import or export calendar data to the Palm Pilot in Palm’s proprietary Date Book Archive (.dba) format or to other calendar applications from various vendors (such as Microsoft’s Outlook calendar) using a standard comma separated file (.csv) format. To perform a synchronization, simply click on the Sync button from the Calendar Console.
You will receive the Calendar Import and Export dialog. Choose the appropriate action from the radio button options. To export the SPS calendar in either the comma separated file (.csv) or Date Book Archive (.dba) format, you will need to designate which event types to retrieve (either public or private events or both) and the date range to retrieve. If you wish to export all entries in your calendar (without regard to a beginning and ending date), you may leave the Start Date and End Date inputs as all zeros. Be aware though that a full export is not recommended since your export file may be larger that normal and may cause performance issues with your Palm Pilot or other application.
To import calendar events from your Palm Pilot or other calendar application, simply choose the appropriate import action from the radio button options. You will notice that the ‘Private Events’ checkbox is checked indicating that all of the events that will be imported into the SPS calendar will be marked as private to you. This feature is for security purposes to prevent others from viewing your sensitive information. You may elect to import all events as public by un-checking the ‘Private Events’ checkbox. This will cause all imported items to be considered public. You may always change the event type of an event in the Calendar Event window by following the procedure described in the Adding, Editing, or Deleting Calendar Entries section above.
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