The simplest, most time effective way to schedule appointments, meetings, facilities and more. Client User Guide

Transcription

1 The simplest, most time effective way to schedule appointments, meetings, facilities and more. Client User Guide

2 Copyright Milum Corporation. All rights reserved worldwide. See additional Third Party Copyright Notices included as a separate document. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Milum Corporation. Milum Corporation assumes no responsibility or liability for any errors or inaccuracies that may appear in this book. For defense agencies: Restricted Rights Legend. Use, reproduction, or disclosure is subject to restrictions set forth in subparagraphs (a) through (d) of the commercial Computer Software Restricted Rights clause at and the limitations set forth in the license agreement for this software. Unpublished rights reserved under the copyright laws of the United States. First Printing October 1993 Most Recent Printing September 2005 Version 7.2 MILUM Corporation P.O. Box 5807 Austin, TX Business: Support: Trademark Notification Office Tracker, point.click.schedule. and MILUM are trademarks belonging to Milum Corporation. All other trademarks or trade names mentioned belong to their respective owners. Printed in the U.S.A. Part number: 90001

3 Table of Contents Table of Contents Introduction...1 Installing the Desktop Client Software...3 What You Need to Get Started for the Windows Version...3 Getting Started with the Office Tracker Desktop Client...7 How the Office Tracker Desktop Client Works...7 Working Offline...7 Where Schedule Information is Stored...8 How Schedules Are Updated...8 Tip: Force Server Update...9 Starting Up the Office Tracker Application Connecting to the Server Creating and Working with Schedules...13 Creating New Schedules Creating a New Schedule Using the New Schedule View Command Groups Saving New Schedule Views Changing Schedule Views - Day, Week and Month Working with the Daily, Weekly, Monthly View Weekly Calendar View Saving Schedule Views Changing the Display of Schedule Views Time Scale Display Changing the Time Increments in Your Schedule Views Drag and Drop Support Creating and Working With Events...21 Group Views and Event Creation Creating Events in Daily, Weekly, Monthly Views Creating Events in the Daily or Weekly View Creating Events in the Monthly Calendar View Creating a Recurring Event Recurring Event Options Additional Event Scheduling Features Adding Labels to Events Adding Keywords to Events Editing Events Drag Events to Change "Starting" and "Ending" Times Double-Booking Check Automatic Double-booking Check Avoiding Double-bookings Add Double-bookings with warning Add Double-booking without warning Double-booking and Recurring Events iii

4 Table of Contents Server Settings Preference - Timeout for Double-book check Finding Open Time on the Desktop Client Finding Open Time Group and Meeting Scheduling...35 Removing Names from Schedule Views...37 Editing or Rescheduling Group Events MAPI Support for Integration...43 Example: Using Office Tracker's MAPI Interface with Eudora Printing Schedules and Reports...45 Creating and Using Alarm Reminders...49 Office Tracker Alarmer Overview Creating Alarms Standard Alarm Options Deleting Alarms and Turning Alarms Off Creating Alarms for Events You Didn't Schedule Windows Users Show Alarms List Palette Where Alarms are Stored Find Feature Finding Event Information in Your Schedules...53 How to Use Find Exporting Found Events for Reports Office Tracker Contact Manager...57 How Contacts Update From the Office Tracker Server Office Tracker Contacts Window List View Record View Record Locking Adding New Contact Records Categories and Customized Fields Editing Contact Records Creating Events or Appointments With Linked Contacts Quick Add Printing Contacts Copy Label Finding Contacts Marking Contact Records Office Tracker Contacts Preferences How Office Tracker Users Share Contacts Exporting Contacts Office Tracker Preferences Settings...73 Preferences Window General Preferences Event Preferences iv

5 Table of Contents Mail Preferences Server Settings Security and Sharing Privileges...79 Setting a Password for Yourself Sharing Privileges Overview Sharing Privileges Updating Specific Sharing Privileges Defined GMT Time Zone Support...81 Setting Time Zone on Windows Clients Office Tracker Web-based Client...83 Sample Schedule Set Ups for the Desktop Client...95 Troubleshooting and Tips...97 Resetting the Local Client Database File Office Tracker Client Tips Index v

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7 Introduction Introduction Welcome to Office Tracker. Office Tracker is a flexible and easy to use group scheduling tool that can be shared by everyone in an organization and beyond. Office Tracker can be used as a client/server desktop application, as a web-based system, or a combination of both. Office Tracker lets users share side-by-side group schedules for people, rooms, meetings, facilities, and other resources. In addition, with the optional Office Tracker Contact Manager, users can share and schedule contacts for appointments, meetings and events with customers, vendors, employees or others. Two optional add-ons, the Office Tracker WebViewer and OTPalm, provide even more functionality. The WebViewer allows users to share schedules via the web on a more public basis with view only privileges, and the OTPalm allows users to use their schedules while they are on the road from their Palm hand held and later synchronize with the Office Tracker Server. For more information about Office Tracker or add-on products, contact Milum Corporation at: or visit the Office Tracker web site at: About this Guide This guide explains how to install and use Office Tracker. It is divided into sections to help you understand each part of the Office Tracker system. If your network administrator has installed the Office Tracker software on your computer, you can skip the section Installing the Client Software. If you are not familiar with the basic operation of your computer please refer to your Operating System Software User's Guide. Onscreen Help Office Tracker provides online help in addition to this printed guide. Choose "Contents" from the Help menu to open the online version of this Client User Guide. For More Information To receive additional information about Office Tracker you may contact Milum Corporation in several ways. Please send us your comments and suggestions because we love to get real user input to make our products and services even better. Customer Support: Sales Phone: Facsimile: support: support@officetracker.com Web Site: 1

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9 Installing the Office Tracker Software Installing the Desktop Client Software This section describes the system requirements and installation procedures for installing the Office Tracker desktop client. The optional web-based client does not require install and differs in many of its features and functionality. Please refer to the section The Office Tracker Web-based Client for more complete instructions. What You Need to Get Started for the Windows Version Office Tracker Client Minimum System Requirements Processor: 800 MHz or greater Operating System: Windows NT/2000/XP/2003 RAM: 256 MB RAM* (512MB RAM or More Recommended) Network: TCP/IP Network Support Hard Drive: 200 MB free disk space Monitor: 15" VGA or SVGA video monitor and 256 colors Resolution: 800x600 or larger screen area recommended * may be higher if you view a large number of names, have a large number of events on each day or include Agendas on a regular basis To install the Windows client software from the CD ROM, follow these steps. 1. Insert the Office Tracker CD-ROM. The installer should automatically open. If not, open it from your CD ROM drive (Open "My Computer" then double-click the Office Tracker CD-ROM icon), double-click the Office Tracker for Windows folder, double-click the Office Tracker Installer.exe. 4. When the installer launches you will see the Destination Location window for unpacking the installer. Choose a location to extract the installer files. We recommend leaving the default location unless you do not have enough disk space. Click the Next button. 5. The Office Tracker Installer Extracting Files window displays. a. If you have previously installed using this installer, you may get a window asking if you d like to replace files already installed. Press Yes to All to continue. 6. The Office Tracker Installer Welcome screen displays. Press Next to continue. 3

10 Installing the Office Tracker Software 7. License Agreement. Press the I accept the terms of the license agreement button to agree to the License Agreement and press the Next button to continue. 8. The Select Components window displays. The Office Tracker Client should be checked by default. Click Next to continue. 9. The Typical or Custom Install window displays. Choose Typical. For a Custom install see the section Advanced Installation and Options. 4

11 Installing the Office Tracker Software 10.The Start Copying Files window displays. Click Next to continue. 11. An Office Tracker shortcut will be installed on your desktop. Double-click the shortcut to start the Office Tracker application. 5

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13 Getting Started with Office Tracker Getting Started with the Office Tracker Desktop Client This section describes how the Office Tracker desktop client system works, where your schedule information is stored and how to get started and connect to the Office Tracker Server. The optional Office Tracker web-based client is covered in a special section and many of the features are slightly different in operation or do not yet exist on the web-based client. Contact Milum Corporation for more details at: How the Office Tracker Desktop Client Works The Office Tracker desktop client lets you do several things: View schedules for yourself and any other names on the Office Tracker Server Save multiple views of schedules. Schedule meetings and group events with other Office Tracker users. Schedule or reserve conference rooms and other resources. Find Open Times for meetings and appointments Create notifications to let other users know of upcoming events. Create recurring events such as "every Monday" meetings. Create Agendas or Notes to correspond to events. Avoid scheduling double-bookings Create custom Labels to indicate the "type" of event Print schedules in a variety of formats Create and schedule contacts in an address book format (with the optional Office Tracker Contact Manager add on) Office Tracker lets you create schedules you can share company-wide. You can view any number of names in the Office Tracker schedule window, side-by-side in a daily, weekly or monthly view. You can also view your personal and group schedules of other Office Tracker users. Each user has Sharing Privileges to control the access limits of other users so keeping personal events personal is easy. You share only the information you want. Having access to other user's schedules makes finding an available meeting time or keeping up with the progress of a particular project easier than ever. Working Offline Office Tracker lets you work offline whenever you are disconnected from the server. This makes it possible for you to keep working if the server is down for maintenance. When you work offline, Office Tracker keeps track of the changes you make on your local machine and waits for you to reconnect to the server before it synchronizes the changes. Offline icon- When you do not have a connection to the Office Tracker Server (this could happen for several reasons, such as the server being down for maintenance or if you are using Office Tracker on a laptop while not connected to a network) you will see a red X icon in the upper right corner of your 7

14 Getting Started With Office Tracker schedule window. The offline icon indicates that the Office Tracker Server is not currently running. The offline icon lets you know that you will not be getting the most recent updates and you could create schedule double-bookings during this time. The best approach you can take is to contact your Server Administrator and ask if the Office Tracker Server will be up again soon and let them know you have the offline icon displaying so you know you are not currently connected. When the server is back online the synchronization process between you (the client) and the Office Tracker Server happens automatically and takes place in the background. There are some "rules" to be aware of concerning how events are updated. In general, the server always has the ruling events. In other words, changes to events on the server hold precedence over changes you make while offline. Note: Remember, any change to the event is considered an "edit." Events that are added by other users while you are offline shows up on your schedule once you're reconnected and synchronized to the server. Events that you did not create but may have edited while you were offline may have been edited by another connected user prior to your reconnection. In this case, Office Tracker uses the event on the server as the ruling event. This means your schedule may reflect the changes made by the other connected user once you've synchronized. If you are the only one who made a change to an event, your change should be reflected once you've reconnected. Events you create and edit while offline should be reflected once you've synchronized. Where Schedule Information is Stored The Office Tracker Server communicates with the Office Tracker clients over the network. Your personal schedule information is stored on your local machine in a data file named "otclient.mdb" and synchronized to the server machine when you connect. The Server machine maintains the master data file of all events from each client. The Server file overrides clients in the respect that once data is removed from the server, it is removed from your local file. You should make backup copies of this file on a regular basis. How Schedules Are Updated Schedules are updated each time you change the date you are viewing, each time you open a schedule view, any time you press the update key (see below) or when the automated update time has elapsed. Office Tracker updates the schedule view with the most current information from the server. This means everyone on the Office Tracker system has current information about other user's schedules. Security features and access privileges may limit the information you are able to see for other user's schedules. See the section Sharing Privileges later in this guide for more information. Schedule Views and Offline Editing Office Tracker lets you create multiple views of your calendar in different documents. The schedule information or "events" are stored both locally on your personal machine, and on the Office Tracker Server. When you connect to the server, the event files synchronize to reflect any changes made. For example, if another user has scheduled a meeting and included you as an attendee, the meeting event 8

15 Getting Started with Office Tracker would show up after you synchronized with the server. Tip: Force Server Update To force an events update from the Office Tracker Server Press F2 on your keyboard. To force a Sharing Privilege and Names update, press F3. 9

16 Getting Started With Office Tracker Starting Up the Office Tracker Application 1. Start the Office Tracker application. On Windows machines, press the Start menu button and choose "Programs" > "Office Tracker" > "Office Tracker" from the menu or double-click the Office Tracker shortcut on your desktop. 2. Enter Your Serial Number The first time you launch Office Tracker you are prompted to enter your serial number, then your identity. The serial number is on the Office Tracker Install Disk. If you are using a demo copy you can simply press the "Demo" button. Your administrator should give you a serial number if you are a registered user. You only need to enter the serial number once. 3. Enter Your Identity. The Identity window displays. Type your name (case sensitive) into the "Identity" window exactly as your network administrator has instructed you to do (i.e. Firstname Lastname). If your network administrator has specifically given you an Office Tracker password enter it here, otherwise leave it blank. 4. Connect to the Server as shown in the next set of steps. Connecting to the Server 1. Click on the Connect to Server button in the Identity window ( File/Identity menu). The IP Address screen displays. 2. Enter the IP address, machine name, or the domain name your Office Tracker Server Administrator has given you. If you do not have an IP address or domain name to enter, contact your administrator. Note: Do NOT append the: 8001 after the IP address on the client. 10

17 Getting Started with Office Tracker 3. Click OK once you ve entered the IP address or name. The Office Tracker Server name displays in the Identity window in the "Server" button. If you receive a message that you cannot connect to the Office Tracker Server, contact your Server Administrator and verify the Server is running and your name is on the Names List. You will connect to the server automatically each time you open Office Tracker. 4. Click OK to close the Identity window. If your name is on the Office Tracker Server you will connect to the server immediately. If your name is not on the server a window displays notifying you that you are not yet on the server. Contact your network administrator if you cannot connect to the Office Tracker Server. The server may not be ready yet, your name could be entered in a different manner or the server could be temporarily offline. Events added to your personal schedule will also be stored on this server. You only need to choose your server once. The connection is automatic the next time you open your schedule. Note: Force Server Update- To force an events update from the Office Tracker Server Press F2 on your keyboard. To force a Sharing Privilege and Names update, press F3 11

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19 Creating and Working with Schedules Creating and Working with Schedules Office Tracker s desktop client schedules are documents stored on your computer that display the Daily, Weekly and Monthly schedules with events, meetings and appointments created by you and other Office Tracker users. You choose which names to include in each schedule document. The schedules display the information but do not store the event data in the document The event data - appointments, events, etc. - are stored in a database file on your machine and in the master database files on the Office Tracker Server machine. Schedule documents are saved with the extension.ots appended to the file name such as My Daily Calendar.ots. The schedule data or events are saved automatically in the database file otclient.mdb. Events are sent to the server where they are stored in the server s database. Events are saved automatically on creation You should save your schedule views once you have the view set up the way you like, but there is no need to choose Save each time you create a new event. New events and event changes are automatically saved and sent to the server. When you Save a schedule view you are saving the layout information such as which names are in the view, what format (Daily, Weekly or Monthly) the view is in, and the column sizes, etc. Creating New Schedules You can create and save as many Daily, Weekly, and Monthly schedules as you want. You can also create Group Views with any number of names/resource names in the view. Resources include conference rooms, equipment and similar items. You can keep multiple views open on your screen at one time. There is more than one way to create new schedule documents: Choose New Schedule View... from the File menu to create a new personal or group view Choose Save As... from the File menu to save the current view under another name Creating a New Schedule Using the New Schedule View Command 1. Choose New Schedule View... from the File menu. Your name displays in the Names Shown field to the left. Other names on the server (if any) display in the list on the right. Groups Groups are a feature of the Windows versions of Office Tracker. Your Office Tracker Server administrator may or may not use Groups to divide the list of names. If Group names are used, you can select a specific Group and only list names associated to that group in the list. 2. Select the names you want to add to the new schedule view and click the left arrow button to add the names to the view. You can choose to view only names in a particular Group by selecting the Group name from the drop down menu at the top of the list. If you want to remove names, select them in the Names Shown field and click the Remove>> button to remove them. 13

20 Creating and Working with Schedules Tip: You can press the Control key to select multiple names. 3. Click OK to accept your changes. 3. Click OK. A new schedule view opens displaying the name or names you selected. 4. You may want to save this view with a name such as Group Schedule.ots. Names Shown Palette When you first open a group schedule view the Names Shown Palette opens displaying a list of the Names in the current view. You can hide the palette by clicking the close box or by choosing Hide Names Shown Palette from the Windows menu. The Names Shown Palette is helpful when you are using the Monthly Calendar view or Weekly view for a group schedule. The Names Shown Palette lets you filter the names in your current group view on/off by clicking on the name in the list. Checked names are "on" and unchecked names are "off." When you uncheck a name to turn it off it will no longer display in the current schedule view. 14

21 Creating and Working with Schedules Names Shown Palette Resizing The Names Shown palette is resizable. This accommodates larger lists of names and makes it easier to navigate among them. To resize the palette, follow these steps: 1. Choose "Show Names Shown" from the "Windows" menu to open the palette. 2. Position your mouse cursor over the bottom right corner. 3. Click and Drag the window edge to the desired size. Handy Tip for Names Shown Palette Another handy feature of the Names Shown palette is the ability to Option-Click on any one name to turn it "on" and all others off. This makes it a great tool for the front desk scheduler who likes to keep a lot of names in a monthly calendar view but needs to quickly filter the names to check available appointment times. Saving New Schedule Views If you do not save a view of your schedule, Office Tracker opens a default monthly calendar view, with the current Identity as the only name shown, when you start the application. You can choose Save as... at any time to save a view of your schedule under another name. You may want to create a Daily view and save it under the name "Daily Schedule" in addition to the default Monthly Calendar view. Schedule documents do not store the event information. This is stored in a database called otclient.mdb on your local machine. You can create an unlimited number of schedule views customized to meet your particular needs. Changing Schedule Views - Day, Week and Month Office Tracker lets you quickly change your schedule window to display the current names in Daily, Weekly or Monthly views. To change the current view format, click on the Daily, Weekly or Monthly icon button at the top of the Office Tracker Schedule window, or choose View Daily, View Weekly or View Monthly from the "View" menu. Daily View - Displays the time range for the day in a scale from 5 to 60 minute intervals. You can change the scale by choosing Zoom In or Zoom Out from the View menu. If you are viewing a Month view and click the Day icon, you navigate to the currently selected day of the month. If you are viewing by the Week, then click the Day icon you navigate to the selected day of that week. Weekly View - Displays the days of the week in a columnar format, Sunday through Saturday. - Displays the time range for each day in a scale from 5 to 60 minute intervals. You can change the scale by choosing Zoom In or Zoom Out from the View menu. Double-click the day at the top of the weekly view to "jump" to that day in the Daily view Monthly View- Displays a thirty day calendar view with zoom capability to see the days in a range from 100% up to 800%. 15

22 Creating and Working with Schedules Working with the Daily, Weekly, Monthly View 1. Click the Daily view button. Your schedule view changes to display one day. You can navigate in the Daily, Weekly and Monthly view by using the Date Palette calendar or the arrows at the top of the window. If the Date Palette is not visible, choose Show Date Palette from the Windows menu. Navigating with the Date Palette The Date Palette is available any time you have an Office Tracker schedule window open. It lets you easily navigate to different days, months and years. Hide/Show Date Palette To hide the Date Palette, choose Hide Date Palette from the Windows menu or click the close button. To show it again, choose Show Date Palette from the Windows menu. Changing the Date you are viewing The Date Palette allows you to move around from day to day, week to week, month to month, and year to year. To change the day on your current schedule view, click on the square representing any day of the month. Notice how the schedule window changes to display the day you select. You can also navigate by clicking on the arrow buttons at the top of the Office Tracker schedule window. These arrows navigate one day at a time in the Day view, one week at a time in the Week view, or one month at a time in the Month view. Navigating or Changing Views to Previous and Future Months Use the arrow buttons at the top left of the Date Palette to change the current schedule view to another month. You must click on a day in the Date Palette to activate the schedule window to navigate to that day and month. Navigating or Changing Views to Previous and Future Years Use the arrow buttons at the top right of the Date Palette to change the current schedule view to another year, then click on a day to display the selected date. Displaying "Today" To change your view quickly back to today, choose Today from the "View" menu at any time or press 16

23 Creating and Working with Schedules Control-T on Windows. Weekly Calendar View The Weekly Calendar View is a columnar view displaying five or seven days (depending on whether you choose to Show/Hide weekends). Show/Hide Weekends In the Weekly calendar view, you can choose to Show or Hide weekend days (Saturday and Sunday) by choosing "Show Weekends" or "Hide Weekends" from the "View" menu. This toggles the days Saturday and Sunday on/off in the view. Weekly Calendar View With Multiple Names If you are viewing multiple names (group schedules) in the weekly calendar view format, a composite view with all the schedules layered together, you will likely rely on the Names Shown Palette (Windows menu) to filter names on/off in the view. Be sure to take advantage of the Option-click feature to click on any one name in the Names Shown Palette (turns only the one "on" and all others "off") and view the schedule information for just that name. Create Recurring Events By Dragging Across Days in Weekly Calendar Format To create a recurring event such as a "Monday, Tuesday, Wednesday" while in the Weekly Calendar view, drag across the days to select them, then click the New Event button to create a new recurring event. This creates an event with a recurring structure of every Monday, Tuesday and Wednesday at the time you specified. Saving Schedule Views You can save any number of schedule views; each remains linked to Office Tracker and display current information when opened. For example, if you want to create a schedule view that includes your name and four of your colleagues, but you would also like to save a view of just your schedule, you can do both. Each remains linked and current with the Office Tracker Server. There is no limit to the number of schedule views you can save. TIP: The preference option "Remember Open Windows" remembers the windows you leave open when you Exit from Office Tracker and re-opens them the next time you launch the application. This is on by default and available by choosing the menu Edit/Preferences. To save a view of the current schedule window, follow the steps below. 1. Choose Save... from the File menu or press the Ctrl and the S key simultaneously. 2. Enter the name of your schedule view, for example "Marketing Group Schedule." 3. Click the Save button. This saved document contains a link to the Office Tracker Server document and displays current information each time it gets an update from the Server machine. To open a saved schedule view, double-click the document icon from your desktop or choose Open... from the Office Tracker File menu and locate the view by its name. It should be in the Office Tracker folder unless you saved it in another location. 17

24 Creating and Working with Schedules Changing the Display of Schedule Views There are two ways you can change the size of the columns in the Office Tracker schedule window in the Daily view. You may need to increase the width of a column to enable all of the event text to be displayed. 1. Dragging Columns to Adjust their Width To move the column manually, position the cursor over the column divider between any two columns where the names are displayed, then click and drag the column divider to the new position on the screen, then release the mouse button to leave it where you want. NOTE: If you size a column very narrow, the column header and information may "disappear." If this happens, you must size the column to be wider to see its contents again. 2. Using The Set Column Widths Menu Command When you are viewing the Daily view, the Set Column Width dialog allows you to choose your size (in pixels) or let it "Auto Size" size automatically (the default number the Set Column Width window displays when first opening is "Auto Size". To resize all the columns in any current schedule view, follow these steps: 1. Choose "Set Column Width" from the "View" menu. (The default size displayed when you first open the window makes the columns fit to the size of the window.) 18

25 Creating and Working with Schedules 2. Type in the number (in pixels) that you want to use. 3. Click "OK". 4. Choose "Save" from the "File" menu to save your changes. Rearranging Columns When viewing multiple names in the Daily view, you can rearrange the columns in the Schedule window by click-dragging in the column header to move the column to a new spot. On Windows machines, position your cursor over the name in the column header, click and hold the left mouse button down and drag the column left or right to move it. Project Schedules If you would like to use Office Tracker to schedule projects in addition to people and resources, ask your workgroup manager or network administrator to add the Project s name to the Names List on the Office Tracker Server. You should also request that the item type "Folder" be used for the project name on the list. Once the Project name is created you can create schedule views with the Project Names included just as you can for people and resources. You create a project view in the same way as you create group views for people and resource names. The section on Group and Meeting Scheduling discusses how to create group views in more detail. Time Scale Display Changing the Time Increments in Your Schedule Views You can adjust the time display on any Daily or Weekly schedule viewing by zooming in or out. You can then save this setting so that your schedules will always display with the new time increments. Changing the Time Scale Display You can adjust your schedule view to display 5, 10, 15, 20, 30, 45 and 60 minute increments. This is particularly useful if you typically schedule a set duration such as 10 minute events or 20 minute events. Once you adjust your schedule view you can click on a cell to create an event with that precise duration. Choose "Zoom In" from the "View" menu to see smaller time increments. Choose "Zoom Out" from the "View" menu to see fewer time increments. Choose "Zoom to Fit" from the "View" menu to see the default time scale. You can also use the right mouse button to Zoom In, Zoom Out. When you hold down the Ctrl key with your cursor positioned over a schedule area, the Office Tracker cursor changes to a magnifying glass with a "+" and - sign to the right and left. Pressing the Ctrl key plus the left mouse button click will zoom in and the Ctrl key plus the right mouse button will zoom out. Drag and Drop Support The Office Tracker desktop client supports drag and drop in several ways. Basic Calendar Drag and Drop 1. Select an event in the monthly view by clicking on it once, then click and drag it to a new day. The event is now set to that day and retains all other original information. 2. Select an event in the Daily view by clicking on it once, then click and drag it up or down to a new time 19

26 Creating and Working with Schedules in that day and drop the event on the new starting time. Note: As you drag the event the new start/end time displays in the window header at the top of your schedule window. 3. Select an event in the weekly view and drag it to another day and drop the event on the start time you want for the event. Note: In this case the event time and date would change accordingly. The start and end time displays at the top of the schedule window as you drag. Changing the Event Duration You can change the "Starting" or "Ending" time for any event in the Daily and Weekly views by dragging the top or bottom of the event to a new time span. When you position your mouse cursor over the top or bottom edge of a selected event the cursor changes to an arrow bar indicating the direction you can drag. Hold the mouse button down while you drag the arrow to the new time position, then release. The event time changes accordingly. Dialog Drag and Drop 4. In the Names Shown dialog, drag and drop names from the Names Available field into the Names Shown field. 5. In the Attendees window, drag and drop names from the Names Available field into the Attendees field. 20

27 Creating and Working With Events Creating and Working With Events Group Views and Event Creation Events can be created for one name or for several names in the same step. Use some caution when you are viewing a group of names in a Weekly or Monthly format (composite view) as you could create a group event by accident. You will know when you have more than one name in your schedule view as a small double-head icon will display in the upper right corner of the schedule window. In the Weekly and Monthly view if you are displaying a group of names and create an event, the event will include all names in the current view. Creating Events in Daily, Weekly, Monthly Views Creating Events in the Daily or Weekly View 1. Click on the Daily View button to display your schedule in the Daily mode. You select time in the Daily and Weekly views in the same manner. See the sub-heading Creating Events in the Monthly Calendar View for information on how to select time in the Monthly Calendar view. 2. Select the time for the new event by click-dragging through the time cells. Select the cells like you would in a spreadsheet application. The selected time range highlights as shown in the following figure. 21

28 Creating and Working With Events 3. The New Event window displays automatically unless you've turned "Auto-Create Events" off in the Preferences. If Auto-Create Events is "off" in the Preferences, once you have selected an event time, click the New Event button or choose New Event... from the Schedule menu. 4. Enter the Event Name in the corresponding field. The event name displays in the schedule window. Depending on the column size and event length it may display in truncated form: Type your..., displaying only the text that fits. 22

29 Creating and Working With Events 5. Make any desired changes to the scheduled time of the event by selecting the Start or End time and typing in a new number. To select the time in any field, click-drag through it with your mouse or press the Tab key to move your selection through the fields. 6. Once you have completed all event information, click the OK button. The new event displays in the schedule window unless a double-booking is found. For more information about double-book checking see the section Double Booking. If a double-booking is found, and you have privileges assigned to you by the server administrator to override them, you will be able to schedule the event even though it is at the same time as an event already scheduled or you may be able to try another time or date. Creating Events in the Monthly Calendar View The Monthly view is a composite view. The Monthly view can display schedules for one or more names at once. Use caution when creating events in the Monthly view if you have more than one name in the view you will be creating a group event. If you see the double-head icon (group icon) at the top right corner of the schedule window as shown below you are viewing more than one name in the current schedule view. This double head icon in the upper right corner of your Office Tracker window indicates you are viewing more than one name in the current schedule view. Choose Names Shown from the View menu to change the names involved when you are scheduling in the Monthly Calendar view. You can also use the Names Shown Palette to filter names out of the current view. To create a new event while in the Monthly Calendar view, follow these steps: 1. Click on the day to select it. 2. Press the New Event button. 3. Enter your event information and be sure to set your Starts and Ends time to the correct time for your event. When you have multiple events for the same day the monthly calendar view may not be able to display all events in the current day square. When this happens Office Tracker puts an ellipsis "..." at the bottom of the day to indicate there are more events. Zoom in to see the additional events or double-click on the number of the day to switch to a Daily view. 23

30 Creating and Working With Events The ellipsis... displays when your monthly schedule is not sized large enough to display all events for one day. You can zoom in or resize your window to see the other events. Private Events Private Events can be created by simply checking the Private Event checkbox. When you make an event private, other users on the network see the blocked out time but they do not see the event text unless you've given them specific privileges to view your private events. The text is visible only on your machine and on the machines of those who have privileges to View My Private Events. See Sharing Privileges later in this guide for more information. Note: Your Server Administrator has full access to all event information. Duration The Duration field shows the current duration for the event. You can use the up and down arrows to increase or decrease the duration of the event. Notice that you will likely use the second portion (to the right) to change the hours and minutes and only use the left portion to change the number of Days. This, unlike a recurring event, creates a single-event which may span across multiple days. All Day If you d like to make the event span the entire day from your current display Start Time to your current display End Time, press the All Day button and the event duration will change automatically. You can change the "Starting" or "Ending" time for any event in the Daily and Weekly views by dragging the top or bottom of the event to a new time span. When you position your mouse cursor over the top or bottom edge of a selected event the cursor changes to an arrow bar indicating the direction you can drag. Hold the mouse button down while you drag the arrow to the new time position, then release. The event time changes accordingly. Small Icons in Event Blocks When you create events that include an agenda, multiple attendees, alarm, contact links, or recurring information (every Monday event) or is marked as Private Event Office Tracker displays small icons in the event block on your Daily and Weekly view. These icons are "shortcuts" to the editing/viewing windows for the corresponding functions. For example, you can double-click the small agenda/note icon to open the Agenda/Note window. (Note: if the event is a recurring event and you have editing privileges you will first be prompted to choose if you want to edit just this one occurrence or all of the occurrences.) 24

31 Creating and Working With Events Adding Agendas or Notes to Events Office Tracker lets you include an agenda or note with your event information. If the event has multiple attendees they all can read the Agenda. You can type or paste into the Agenda as well as copy it to the clipboard to transfer it to another application. To create an agenda, follow the steps below. 1. Create a New Event or Edit an existing event. 2. Click on the Agenda button in the Event window. The Agenda window displays: 3. Type in some text. You can add additional text at any time. 4. Click the OK button. Printing Agendas When you print Office Tracker schedules, you have the option to print corresponding agendas for events. See "Printing" later in this guide for more information. How to set aside personal time (blocking out time) You may want to set aside some time on your schedule (perhaps every day) as "Personal Time." This keeps other Office Tracker users from scheduling meetings and events with you during times you need to get your regular work accomplished. One way to set aside personal time is to create a recurring event that happens every day of the week during a certain time period. You may want to name the event "Flex Time" if you'd like other users to know that the time is preferred for your personal work but is flexible if there is an important meeting or event. 25

32 Creating and Working With Events VACATIONS AND OTHER MULTI-DAY EVENTS You can create events that span across one day or several days by changing the End Date in the New Event window. If you have a color monitor and set the event label you get the effect of a banner in the Monthly Calendar view with the ability to wrap around weekends. Recurring Events Office Tracker allows you to create recurring or "repeating" events that occur multiple times at the intervals you select. For example, if you would like to set up a meeting to occur every Monday for the next 2 months, you can easily do this by creating a recurring event. Creating a Recurring Event 1. Create a new event or double-click an event to edit it. 2. Click on the recurring event icon. The recurring event window displays. Click on one of the "recurrence" tabs to view your options. 3. Select the dates you want the event to recur on by clicking on them. 4. Enter a Stop Date indicating the last day you want the event to recur. 5. Click OK to accept your settings. Recurring Event Options Daily Creates an event that repeats once every X number of days, depending on the settings. Every weekday sets the event to repeat once every weekday: Monday, Tuesday, Wednesday, Thursday, and Friday Every x days lets you enter a number to indicate how often the event should repeat such as Every 3 days. Exclude weekends skips Saturday and Sunday when calculating the number of days. Every other day sets the event to repeat every other day. Use the Stop after this date to indicate the last day you would like the event to occur. The default setting is one year from the Start date. 26

33 Creating and Working With Events Weekly Creates an event that repeats each week on the days of the week selected. Selected days will be highlighted. Click on the specific days of the week M is for Monday, T is for Tuesday, etc. When you select them they will remain highlighted. Every Other Week- click this button to set the event to repeat once on the selected days, every other week. On These Weeks- click this button to set the event to repeat on specific weeks you select such as the 1 st week of every month, etc. Every x weeks click this button to set the event to repeat the number of weeks you indicate such as every 3 weeks. Use the Stop after this date to indicate the last day you would like the event to occur. The default setting is one year from the Start date. 27

34 Creating and Working With Events Monthly The monthly recurring options allow you to create an event that repeats once on each of the days of the month selected. Choose any number of days from the calendar area to the right of the pop-up menu by clicking on the days to select them. You might use Monthly recurrences for scheduling pay periods, sales meetings, and other events tied to specific dates during the month. On this date every x months- recurs on the selected date of the month such as the 3 rd On this day ever y x months- recurs on the first similar day such as the first Wednesday of the month. Use the Stop after this date to indicate the last day you would like the event to occur. The default setting is one year from the Start date. 28

35 Creating and Working With Events Yearly The yearly recurring option creates an event that repeats once a year on the same day of the year. This is a good option for birthdays, anniversaries and similar events. Editing and Deleting Recurring Events When editing a recurring event, Office Tracker prompts you to decide if you want to change just the selected occurrence or all occurrences. If you want to change just the selected occurrence, click One. If you edit or delete a recurring event in the middle of the chain of occurrences you create a break in the chain. For example, if you have a recurring meeting every Monday and delete one of the Monday meetings in the middle of the recurrence, the chain is broken and you essentially have two recurring events: one every Monday before the one you deleted and one every Monday after the one you deleted. Additional Event Scheduling Features Adding Labels to Events The Label menu allows you to select a customized label for each event such as "Very Hot" or "My Project." The labels displays in the Daily and Weekly view after the event description and Keyword. Labels are created at the Office Tracker Server Admin pages. You can ask your Office Tracker Server Administrator to add new labels to the Office Tracker labels list. Once you add labels to events you can search for events based on their label by using the Find command under the Edit menu. Adding Keywords to Events The Keyword menu and corresponding Edit button lets you choose a customized keyword for each event such as "Bill s Client" or "File #123" The keyword displays in the Daily and Weekly view after the event description. Keywords are created at the Office Tracker Server Admin pages. You can ask your Office Tracker Server Administrator to add new keywords to the Office Tracker keywords list. Once you add keywords to events you can search for events based on their keyword by using the Find command under the Edit menu. Editing Events To "edit" an existing event, in the Daily, Weekly or Monthly view follow, the steps below. 1. Click on the event once to select it. If it is an event scheduled for multiple names in your current schedule window (group event), the event highlights in each corresponding column. 2. Choose Edit Event... from the Schedule menu or double-click on the event to open the Edit Event window or select the event and click the Edit event button. 29

36 Creating and Working With Events Tip: You can double-click an event to open the Edit event window. NOTE: You cannot edit events created by other users unless you have editing privileges. See the section on Sharing Privileges for more information. Moving or Deleting Events Using Cut Copy and Paste Events can be moved or copied and pasted using cut, copy and paste. Events can only be deleted (cut) by the user who created them, or by users with editing privileges to edit the creators events. If you create events for yourself or for others you are able to delete them. If another user schedules an event for your name (you've given them "Add Events" Sharing Privileges) you can delete the event from your schedule which removes your name from the Attendees list. You cannot delete events if you didn't create them, unless you have specific privileges to do so, however you can remove your name from the Attendees list in group events (provided you are not the only one scheduled for the event, in which case the creator of the event must delete it, or you must have Delete Events privileges for that user). If you delete an event from your schedule you didn't create, a warning dialog displays. Click "Remove" if you want to remove your name from the Attendees list and remove the event from your schedule. When you cut or copy an event, the event description, location, private checkbox, and agenda are kept with it. Once you select a time range and paste, the event is added to the schedule and the new time is indicated in the Edit Event window. The selected range of time is the new time for the event once it is pasted. Drag Events to Change "Starting" and "Ending" Times You can change the "Starting" or "Ending" time for any event in your Daily and Weekly views by dragging the top or bottom of the event to a new time span. When you click on an event to select it, then position your mouse cursor over the top or bottom edge of a selected event the cursor changes to an arrow bar indicating the direction you can drag. Hold the mouse button down while you drag the arrow to the new time position, then release. The event time changes accordingly. Double-Booking Check Office Tracker has Sharing Privileges which are set up at the Office Tracker Server. The Sharing Privileges allows the Administrator to choose whether a name may have multiple events for the same time and which users are allowed to create double-bookings. You can avoid double-bookings or allow them in several ways. One way is to use the automatic double-booking check that is on by default. This is likely the most convenient method for you to use, provided you are connected to the Office Tracker Server and you do not need to schedule double-bookings. You can also use the Find Open Time feature described later in this guide, or you can view the schedules for free time visually, then schedule for time slots that are obviously open (much like the paper method of scheduling). Important Note: The double-booking check feature is not completely foolproof. If two users create an event at the exact same time for the same room/person/resource and the event data is sent to the server simultaneously, a double-booking could occur. 30