iCal nits and picks

How to get the most out of iCal on 10.5 and 10.6

 

iCal automaticaly puts events on the wrong page!

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This is a screenshot from 10.5, but 10.6 is very similar. If iCal is set to automatically retrieve invitations from Mail, it puts them on the top-most calendar. This is frequently a non-shared calendar (such as Home), and those calendars can’t be moved or made non-primary. You have two options: 1) Disable the feature in iCal to automatically retrieve invitations from mail and drag the ical attachment in the message to the correct calendar; 2) Delete your Home calendar, and, if needed, add another Calendar (but keep this one private, if you wish) on your Calendar server.

iCal takes a LONG time to start up/sync

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If your iCal takes a long time to start up or sync, asking iCal to Delete events x days after they have passed, the sync time will speed up dramatically. If 30 days is too short, set it for anything, such as 60 or 90 days. This way it doesn’t have to sync events so far in the past. If you really need to save your calendar for future reference, Export the calendar and then re-import it to a local (non-server-synced) calendar after you have deleted the events. And if you don’t want to do this automatically, set yourself a reminder in iCal do do this once a quarter.

How do I change the COLOR of my various calendars?

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This one has a strange solution. If it’s a calendar you control, meaning it’s a calendar you created and it resides on your iCal, or you subsribed to it, just Get Info on the calendar and change the color. If you aren’t the owner of the calendar (meaning it is a calendar you see but it’s based on a Caldav server), ask the owner of that calendar to change it. Once that is done, quit iCal and start it again, and when it syncs, it will pick up the new color. Now the trick is getting everyone to pick a different color. Sorry, I can’t help with that.

I want to sync my Google/Gmail or Google Apps calendar to iCal, but I get errors

To set up CalDAV support for Google Calendar in Apple’s iCal, follow these steps:
Open Apple iCal, go to iCal > Preferences and then the Accounts tab.Click on the + button to add an account.Under Account Information, enter your Google Account username and password.Under Server Options, add the following URL:
https://www.google.com/calendar/dav/charlietheguide@gmail.com/user

Replace ‘charlietheguide@gmail.com’ with the email address that you use to log in to Calendar. Make sure to include the ‘@domain.com’ portion (which is @gmail.com for Gmail users) in this section.Click Add.Under the Delegation tab, select the calendars you’d like to add to iCal by checking the boxes next to them. You may need to hit refresh to get the latest list of calendars.Add your email address to your Address Book card by selecting Add Email. You’ll be prompted to add your email address only if your address is not already in your Address Book.
The two main points of clarification here are:

– removing the space from the end of the URL
– making sure you include the ‘@domain.com’ portion in the URL

You can also check this web site for future updates or changes to these instructions.

iCal just won’t work

Sometimes, try as you might, you can’t get iCal to function AT ALL. If you want to reset iCal, first, make sure you’ve backed up your data by selecting each calendar and choosing File -> Export. Then, open the Terminal application (found in the Utility folder (Go – > Utilities) and paste in this line:

rm -rf ~/Library/{Caches,Caches/Metadata,Preferences,Application\ Support}/*iCal*

This will remove all your calendars, caches, and other data from iCal so you can start from scratch.

Then you can re-set up your Caldav accounts and import your previously backed up/exported calendars and get a fresh start.

You should use this only as a last resort.

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Address Autocompletion in iCal with Kerio Mail Server

How to get iCal to know your Address Book exists. It’s a “simple” as telling your Mac to look at the Kerio Mail Server as an Open Directory Server. Follow me here, it’s simpler than it sounds.

 

Open the web interface to your mail server

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Usually you do this by entering https://mail.mycompany.com in either Safari or Firefox. Don’t log in! Click the link “Integration with Mac.”

Use the Auto-configure iCal option

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Click the Auto-Configure iCal link. It says it needs Mac OS X 10.5, but I have tested this in 10.6 and it works.

Enter your Email username and password

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Make sure you enter your email username (and depending on your mail server it might just be the part before the @ symbol, or your entire email address. If you don’t know your email password because your computer stores it for you, click here to learn how to retrieve it from the Keychain.

Click OK to save the file to your computer.

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It will go to your Downloads folder, which is the folder that your web browser saves files to. It could be a folder called Downloads in your Home directory, the Desktop, or elsewhere. Read on if you don’t know where this is, I’ll explain further how to find the resulting file. This picture is from Firefox, but Safari is nearly identical.

Firefox Downloads Window

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If this window does not pop up after you hit OK in the previous step, navigate to the Tools menu and select Downloads. Note – this file should not be shared among users, because it may contain some information specific to your email account. Each user should download this file individually.

Reveal the download

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After the download completes, control-click (or right click if you have a two button mouse) and select Show in Finder. This will switch to the Finder and open the folder that the file was saved to.

Double click on the file

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Double click on the Kerio-iCal-Config-Tool.zip to decompress the file and you will then zee the Kerio iCal Config Tool.mpkg. Then double click on the Kerio iCal Config Tool.mpkg to open the Installer.

Install iCal Config Tool

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Click Continue

No changes here

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Click Install

Enter your COMPUTER password

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NOT your email password.

Close iCal

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If iCal was running when you started this process, it will stop and ask you to quit that program before you continue. Once iCal is closed, click OK

Enter your Email username and password

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This is where the program is configuring your computer for your access to the Mail Server.

Wait a while…

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This step can take a few minutes, so allow it to complete. On the two machines I tested this on, it took 4-8 minutes, so be patient.

Open iCal…

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and if it asks you for a password, enter your Email password.

Create a new Event

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And click Add Attendees….

Type in the name of the person you want to invite

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And autofill should now be working. Type as much as you need to identify an attendee, or use the mouse to select an attendee. After the first attendee has been entered, start typing again to add another attendee. Once you hit Done, an email with the event is sent to those users.

iCal: Understanding symbols

Symbols next to calendars, events, and to-do items provide information about the item.

NOTE: Some symbols, such as those in the title bar of events, may not appear if the event is
too small. To make the event appear larger, drag the corner of the iCal window to enlarge it
or switch to Day view.

Calendar symbols

checkbox The events on the calendar (or on all the calendars in a calendar group) are showing in the main calendar view. (To hide the events, click to remove the checkmark.)

publish The calendar is being published on the Internet so that other people can subscribe to it using iCal. An exclamation point on this icon means the calendar had problems updating, and you should check your Internet connection.

Event Symbols

attendee You’ve added an attendee to an event but have not yet sent the event invitation. Once you send the invitation, or when people reply to your invitation, you see an additional symbol next to the people icon.

mixed response There are mixed responses to your event invitation (responses include “accepted,” “declined,” or “tentative”).

event changes In the title bar of an event: You’ve made changes to this event but haven’t notified attendees of the changes.
In the Notifications box: You haven’t yet replied to an updated event notification from another person.

cancelled The event has been canceled. The event has been canceled.The event has been canceled.

all decline In the title bar of an event: All invited guests have declined your invitation.
In the event editor: The guests indicated by the “x” have declined your invitation.

all accept In the title bar of an event: All invited guests have accepted your invitation, or you’ve accepted the event invitation from another person.
In the event editor: The guests indicated by the checkmark have accepted your invitation

tentativeIn the title bar of an event: All invited guests are tentative, or you have replied as tentative to an event invitation from another person.
In the event editor: The guests indicated by the “?” have replied to your invitation as tentative.

To-Do item Symbols

completed The to-do item has been completed. The to-do item has been completed. The to-do item has been completed.

priority Shows the priority assigned to the to-do item: one bar means “low,” two bars mean “medium,” and three bars mean “high.”

past due The to-do item is past its due date. The to-do item is past its due date.The to-do item is past its due date.

Main iCal Window symbols

ellipsis In Month view, three dots (an ellipsis) at the top of the day indicates there are more events on that day than can be shown. To see all the events in Day view,double-click the ellipsis.

iCal: Checking when attendees are available for a meeting

If your calendar is hosted on a CalDAV server (for example, at your workplace), you can check the availability of people you want to invite to your meeting in order to find the best time for everyone.

To check attendees’ availability and schedule a meeting:

  1. Drag in Day or Week view of a calendar to create an event.
  2. Double-click the event to open the event editor. Click Edit, and then click Add Attendees.
  3. Type the names of the people you want to invite to your meeting.
  4. As you type, iCal completes the names for you. You can select from a list of suggested names by using the arrow keys and then pressing the Return key or the Comma key.

    You can also use the Address panel to add attendees to the list, as well as schedule rooms or other resources.

  5. To see the availability of your guests, click Available Meeting Times.
    • Drag the meeting backward or forward to find a time when attendees are available.
    • Click the Forward and Backward arrows on either side of the date at the top of the window to see attendees’ availability for the following or previous day.
    • To have iCal show you the next time all attendees are available, select Next Available Time.
  6. In the Availability panel, the hours of the day when each attendee is unavailable are shaded in gray next to the attendee’s name. The meeting you’re proposing appears as a colored block. Times when all attendees are available are shown in dimmed color blocks.

  7. When you’ve found the best time, click Done.
  8. In the calendar view, your meeting moves to the time you selected.

  9. When you’re ready to invite the attendees, click Send.

iCal: Using the Address panel to invite attendees to an event

If you use Address Book to store email addresses for your contacts, you can use the Address panel in iCal to quickly access their information and invite them to your events.

If your calendar is hosted on a CalDAV server (for example, through your workplace), you can also use the Address panel to easily invite people to meetings, as well as to schedule meeting rooms or other resources that the server administrators have made available through the CalDAV service.

To use the Address panel to invite people to an event:

  1. Double-click the event to open the event editor, and then click Edit.
  2. Choose Window > Address Panel to open the Address panel.
  3. Click Add Attendees in the “attendees” field in the event editor, then select one or more names in the Address panel and drag them to the “attendees” field.
  4. You can select multiple names in the Address panel by holding down the Command key as you click each one.
  5. If you’re using an Address panel administered through a CalDAV server, you may also be able to add locations and other resources you’ll need for your meeting.
  6. When you’re ready to notify people of your event, click Send at the bottom of the event editor.

If your calendar is hosted on a CalDAV server, you can also check the availability of the attendees you’ve invited to your meeting using the Availability Panel.

iCal: Inviting guests to an event

If you’ve set up Mac OS X Mail, you can use it to invite people to an iCal event. If your guests have set up iCal on their computers, they can receive your event invitation in their iCal Notifications box and add the event to their iCal calendar. Or, they can receive the invitation only via email.

If you’re connected to a CalDAV server through iCal, you can send invitations directly through iCal to people who share the same CalDAV calendar service (for example, fellow employees at your company). To learn about scheduling meetings through this service, see the following page.

Checking when attendees are available for a meeting
To invite attendees to an event:

  1. Make sure you’ve created a card for yourself in Address Book (in your Applications folder).
  2. To create your own card, open Address Book and click the Add (+) button. Then enter your information (be sure to include all of your email addresses), and choose Card > Make This My Card. (For more information, in Address Book choose Help > Address Book Help.)
  3. Double-click the event you want to invite people to, and then click Edit in the event editor.
  4. To add the first attendee, click Add Attendees and then type the email address for the person you want to invite.
  5. If someone has already been invited to the event, click to the right of the name, and then type the email address for the person you want to invite.
  6. If you’re inviting someone whose contact information is stored in your Mac OS X Address Book, start typing their name, and iCal completes the email address for you. Use the arrow keys on your keyboard to choose the name and address you want, and then press Return to select it.
  7. To invite more than one person, press the Return key (or type a comma) after each address, and then type the next one.
  8. If your contacts are stored in Address Book, you can also use the Address panel to quickly add attendees to your event.
  9. To remove an address from the attendees list, click the arrow next to the name, and choose Remove Attendee (this doesn’t remove the person from your Address Book).
  10. When you’re ready to invite these guests to your event, click the Send button at the bottom of the event editor.

By default, guests receive the event invitation in an email and in their iCal Notifications box if they use iCal (attendees can change this setting in iCal preferences).

If you make any changes to the event, be sure to click the Send button again.

As guests respond to your invitation through iCal, messages from them appear in your iCal Notifications box. To view their responses, click the Notifications button in the lower-left corner of the iCal window.

An arrow appears beside the names of guests who have not responded to the invitation; a checkmark means the guest has accepted; an “x” means they’ve declined; and a question mark means the guest is tentative.

For more information about creating address cards in Address Book, open Address Book and choose Help > Address Book Help.

Kerio Calendar

note: iCal does NOT support all of these features. If you need access to all of these features, the ONLY way to do so is in the web interface.

Calendar

This chapter focuses on folders used as a more efficient electronic substitute of paper calendars. What is it that is so amazing about electronic calendars? There are several benefits of these gadgets:

  • visual alerts and event reminders,
  • various view options (day, week, year, etc.)
  • scheduling of meetings,
  • resource reservation,
  • access from anywhere provided that there is an Internet connection available.

Before we focus on features of calendar folders, basic terminology will be addressed. There are two most essential items, events and meetings. Events are calendar items with time scheduled whereas meetings are events where other participants are involved (invited).

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Figure 1.47. Calendar


1  Calendar view

Several view modes are available for calendars. Users can select a view type which they currently find the most useful. In this section, detailed descriptions of individual view modes are provided.

Users can switch between individual types of calendar views by clicking the appropriate icon in the toolbar:

Day view

The day view is the most detailed one since it focuses the shortest period. The schedule is divided into 30-minute periods market by a clock symbol on the left. The current interval is highlighted in yellow color (the first half-hour of the 12th hour in the picture 1.48  Day view).

The single-day view header serves to better reference in the calendar. In the left section, the current day and date are displayed; in the right section, there is a thumbnail calendar icon with sliders.

The individual calendar events are ordered in a vertical timeline. Each event is marked by a colored stripe and it contains the basic information (subject, location, whether it is private or not and if is has a notification). Whole-day or multiple-day events are displayed in the upper section of the calendar, before the timed schedule (so that these events do not mess into the daily schedule).

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Figure 1.48. Day view


The events in this type of view can be moved to a different time using the mouse pointer or extended to cover more hours. To move an event, move the mouse pointer to the left stripe marked with a different color. After the pointer changes its shape to four arrows, click the left mouse button and move the event to another time. To extend or reduce the time interval of an event, move the pointer to the upper or lower area of an event and after the pointer changes its shape, click the left mouse button and edit the event as necessary.

Focus once again on the left coloured vertical stripe. This area shows the time of the event’s duration. If the event is shorter than half an hour, the stripe is shorter as well so that users can recognize the time period taken by the event.

The coloured stripe also shows level of the user’s busyness during the event:

  • purple stripe — away,
  • full blue stripe — busy,
  • dash blue stripe — tentative,
  • grey stripe — free.

The fastest and most simple way to open and edit an event is to double-click on it.

To open a new window and define a new event, double-click on the calendar line corresponding to the time which we want to set the event for. The time is set automatically in accordance with the row where the new event was opened. The day is also preset in the definition.

Events in the calendar may be distinguished by colors (see figure 1.48  Day view). Colors associate various event types (such as events referring to work, to private issues, to important issues, etc.) and make manipulation with the calendar more transparent. Colors of events can be defined in the event’s edit dialog.

Week view

One week display mode (including Saturday and Sunday). The events in the week view are marked as colored stripes (according to the event type). If more events are displayed in a single day, they are ordered by type as follows:

  1. The all-day or multiple-day events — these are displayed without any time limitation. If there are more all-day events specified in one day, they are ordered by subject alphabetically. The all-day events are described in chapter 1.8.4  All (multiple) day event in more detail.
  2. Time-ranged events — repeated events, meetings, etc. If multiple events are defined for a day, they are ordered by the time when they were set.

The events of the same type are displayed in descending order according to their scheduled time.

The events in this type of view can be marked by different colors. These colors represent different event types and can be specified in the edit dialog box — chapter 1.8.2  Creating and editing events).

Each event can be moved to any other day in the week displayed. Click the selected event (after the pointer changes its shape to four arrows) and drag it to another location in the calendar.

Note: Only events with no recurrence set can be moved.

Today is marked by a box in the weekly view.

A new event can be created by double-clicking on a selected day. An event editing window will be opened with the date information automatically set to the selected day.

To display the previous or next week, use sliders on the right of the dialog box. Users can also use the thumbnail calendar icon next to the sliders. Click the icon to open the month calendar. The today is marked by a box. When another day in the calendar is clicked, the main display of the calendar is also switched to the selected day. To switch to today, click on Today. The current week is marked in the left corner of the bar.

Month view

It is similar to the week view, but the events for the whole month are displayed.

List view

This view type provides a comprehensible list of events where every single line stands for one event and includes relevant information. By default, events are ordered by their starting dates. The list of events includes all items where no recurrence is set.

This view mode can be helpful especially when a particular event is searched since it allows ordering of the items by simple clicking on a particular parameter’s header. Click the heading again to change the order from ascending to descending and vice versa.

By default, up to 20 events are listed on one page. To change number of events displayed on a single page, edit the settings in Kerio WebMail (see chapter 1.12.1  User settings).

The information to be displayed in the list can be chosen. Sometimes it is better to hide some columns in order to make the navigation easier, sometimes showing more columns is desired. Right-click the column heading to open the dialog box with column selection. The pop-up menu that appears contains the Change columns option.

TIPS

  1. If using meetings, it may be useful to show the column with the attendees, to view who has been invited.
  2. To see the duration of each event, show the Duration column.

The column settings apply to the event list as well as the list of repeated events.

The column width can be modified in the event list. To change the column width, click between two columns in the table header and drag the cursor right or left as needed.

Repeated list view

This view is similar to the previous one, but it shows only the repeated events.

2  Creating and editing events

Events are all items created in the calendar. New events can be added in a special create-and-edit dialog. To open this dialog, use the New event button on the toolbar or the corresponding option available in the context pop-up menu (opened by right-clicking on the calendar’s main panel).

Meetings are special events. This event is shared by multiple participants (invited users). For details on how to create a meeting, see section 1.8.6  Appointments.

Some events and meetings can be repeated in regular periods. To set periods of repetition for an event, click on Recurrence. When recurrence is set for an event, the item will be repeated in the calendar according to the settings. For detailed information, read chapter 1.8.5  Recurred event.

Event settings

Use the General tab to define basic configuration (see figure 1.49  Event settings):

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Figure 1.49. Event settings


Subject
The summary information about the event. This information will be displayed in the calendar window after the event is saved, therefore it should be as brief as possible.

Location
Location of the event.

If you use the resource scheduling feature in your company, clicking on Rooms lists all rooms available for reservation.

Label
Use this menu to specify the type of event. A specific color next to the description represents the type of event. The same color will be also used to mark the event in the calendar.

Start time
Start time of the event.

End time
End time of the event.

All day event
In the All day event, the start and end time items are missing. This means that this event will be in progress over the entire day, but other events can be still planned for this day. The typical example is setting entire-day events like wedding anniversaries, symposiums, vacations, business trips, etc.

Reminder
Reminder is a special function of the Kerio WebMail interface that allows reminding of events. If the reminder is set for an event, an alert is displayed at the defined time that informs of an upcoming event(s). The default alarm time is set to 15 minutes, but any different value can be selected from the drop-down list. To cancel the reminder, simply disable the option in the event’s edit dialog box.

The event reminder (see figure 1.50  Reminder) is displayed as an alert window including a list of upcoming events. Each row contains the subject of the specific event (task) and time left to the upcoming event.

Note: Besides events, it is also possible to use the reminder for Tasks. Therefore, a single alert window may contain both events and tasks if their reminder time is the same.

It is also possible to set another interval for later reminder of the event. This might be helpful especially when you have no time to focus to the event’s subject at the particular moment. Set the desired time to the next reminder (from five minutes to two weeks) in the pull-down menu in lower part of the window and click Remind me later.

It is also possible to double-click on the alert window to view the event.

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Figure 1.50. Reminder


Click the Dismiss all/Dismiss buttons to cancel the selected reminder or all reminders. The dismissed reminder will not be displayed any more unless it relates to a repeated event.

Warning

  1. The reminder window is active only when Kerio WebMail is running.
  2. Alerts are displayed only if reminders are set in the default personal Calendar and Tasks folders (default folders which are created with each user account). Reminding alerts are not displayed for custom calendar and task folders.
Show time as
In this item, users can select the state of the user during the time of the event. Three status modes are available: free, tentative, busy and out of office. Selecting the state is useful e.g. when the Free/Busy server is used for scheduling and communication (for more details on this topic, see chapter 1.8.6  Appointments).

Private
The Private option allows hiding of the event in case the calendar is shared with other users. Events set as private cannot be viewed by other users (for details, see chapter 1.8.3  Private Events).

Comment
To any event it is possible to add a comment referring to various issues such as event details or lists of items related to the event.

Categories
The Categories item is useful only if the web interface is used in connection with MS Outlook with Kerio Outlook Connector preinstalled. Use the tools in this application to display the events in individual categories.

Click the Categories button to display the list of default categories. Users can also create new categories that are more suitable.

3  Private Events

Events are private when they are set as Private. This feature allows to hide private events in shared calendars. The users with whom the particular event is shared cannot view its content, edit it or remove it. Such users will see only the item labeled as Private event. The only information these users learn from the calendar is date and time.

Note: In the Free/Busy calendar, the level of busyness and the time of private events are available.

Private events can be created as follows:

  1. Open the New event dialog box.
  2. Insert relevant information.
  3. On the Settings tab, enable the Private option (see figure 1.49  Event settings).
  4. Save changes by clicking Save and Close.

Warning

Private events are treated as private only if the client where the private event calendar is viewed supports this feature. In other client applications, it is possible to view and edit events without any restrictions by users with appropriate access rights. This implies that information included in private events are not well secured.

4  All (multiple) day event

All-day events are special events useful especially when the user leaves for a business trip for one or more days, when we want to note someone’s birthday, etc.

All-day events may be 24, 48, 72, etc. hours long and it is only bond to particular date(s). All-day events are always displayed above the other, time-anchored events of the day (see figure 1.51  Month view events). This type of event is not included in the day schedule because users can add other types of time-limited events in the day schedule. No starting or ending time is specified for all-day events.

To set the all-day event, check the All day option in the dialog box for creating an event (see picture 1.49  Event settings).

All-day events are not moved according to time zones since they are bound to date, not to particular time. This means that if for example an all-day event is set for December 24, 2006, this date will be kept for all time zones. For details regarding behavior of events in different time zones, see chapter 1.14  Time zones.

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Figure 1.51. Month view events


Multiple-day event

The multiple-day event is created the same way as the all-day event, but the time range must be specified in the Start and End fields in the event’s edit dialog box.

Examples of multiple-day events are multi-day business trips or vacation.

Note: Multi-day events can also be created by non-checking the All-day option and simple setting an event for more days. The only difference in the layout may arise from frequent trips to various time zones, as events can be moved accordingly to the current time zone. To learn more on behaviour of events in different time zones, read chapter 1.14  Time zones.

5  Recurred event

For periodically repeated events the Repeat mode can be set. This feature enables for example setting of regular company briefings or regular Thursday Scrabble parties with friends. Simply define the event once and set its repetition. To set recurrence of an event, click the Recurrence icon in the top-left of the Edit event dialog box.

Various types of recurrence periods are available —daily, weekly, monthly or every year. Range of the recurrence (validity) can be also set. Just set an initial and the final date.

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Figure 1.52. Event recurrence


Range of recurrence
Set the desired range of recurrence.

  • No end date — the event will be repeated for an unlimited period (useful for birthdays, anniversaries, etc.).
  • End after … occurrences — the recurrence is over when the specified number of recurrences is reached.
  • End by — the repetitions will occur during the specified time range (including the end date).
Recurrence pattern
Several recurrence patterns are available (daily, weekly, monthly and yearly). For each one, different parameters can be set in the right part of the dialog.

6  Appointments

Meetings are special events where email addresses of other participants can be involved. Once a meeting is created, addresses can be added to which the message will be sent — these special messages are called invitations. Invitations are special messages informing users of topics, times and place of a meeting. Invitations include special accept/reject buttons.

Information derived from the participant’s reaction is sent to the meeting initiator (chair member). The initiator thus know whether the persons invited come or not.

It is also possible to send updates related to meetings when the initiator modifies the invitation.

In addition to the option of creating of meetings, meeting scheduler tools are also included in Kerio WebMail. If participants are added who also use a Kerio MailServer account, meetings can be scheduled in accordance with free time information available in calendars of these users.

How to create meetings

Meetings are created in the same way as events. Simply open a dialog where an event can be edited and specify corresponding parameters in the General tab (for more information, refer to chapter1.8.2  Creating and editing events). Then create a list of attendees who will participate in the meeting. This can be done on the Attendees tab.

By default, the Attendees section includes only the name of the meeting initiator. Use special buttons to add more attendees (see picture 1.53  Attendees). Several types of attendees can be created:

  • Required — this group includes invited persons who should not miss the meeting from any reason. The invitation includes this information so that each user addressed knows if their presence is required or not.
  • Optional — this group includes users who can decide whether to come or not.
  • Source — special type of attendee. To learn more on resources and their reservation, read section 1.8.7  Resources.

There is also the chair attendee, a special attendee type. This member cannot be changed. The chair attendee is the appointment’s founder.

Attendees can also be divided between those to whom the invitation will be sent and the others. It is also possible to create meeting and include attendees without sending them any invitation. By default, however, sending of invitations and meeting newsletters is enabled.

Below, you can find instructions on how to create a list of attendees:

wattendees

Figure 1.53. Attendees


  1. Two buttons located below the list can be used to add attendees (see figure 1.53  Attendees):
    • Use the Attendees and Resources buttons to browse for attendees and resources in contacts (see figure 1.54  Select). Look up and select addresses of resources or attendees you want to add.The dialog contains the following items:

      wattendees1Figure 1.54. Select


      Folder
      The menu includes all contact folders in the mailbox (including public and subscribed contacts).
      Search for:
      Enter a string which will be used as search criteria, i.e. any addresses including the string will be searched. First letters of first or second name or username (the part of address preceding the at-sign) can be used as the string. The search string is not case-sensitive.

      One or multiple addresses can be selected from the list (by left-clicking while holding the Ctrl key), or the  Required, Optional a Resource buttons can be used to add selected addresses.

      Note: Addresses can be also added to the attendee list by double-clicking on a particular item. The address is filled in the active entry. At figure 1.54  Select, the Required is currently active. The button name preceding the active entry (Required, Optional or Resource) is bold. You can switch between entries by clicking on a particular textfield.

      Once attendees are selected, save settings by the OK button. The dialog is closed and all selected addresses are listed. Various icons are used to mark attendees as required, optional or resource. Roles of attendees can be changed (see figure 1.55  Setting an attendee’s status)

    • Use the Add button to add users to the list by hand. In case you know the particular email address by heart, this method is the fastest one. The Add button can also be used if the address we intend to add is not included in our contact lists.The Add button is not active unless there is at least one line blank where another address can be added. Once addresses are filled in all entries, the button is activated so that another line can be added.
  2. To set or change attendee type, simply click on the attendee icon in the list and perform the settings (see figure 1.55  Setting an attendee’s status).

    wattendees2

    Figure 1.55. Setting an attendee’s status


  3. To enable/disable sending of invitations and updates to individual users, simply click o n the envelope icon next to the particular user’s name and set an appropriate option in the menu (see figure 1.56  Sending an email message to an attendee). Simply choose yes to send the invitation or no not to send it.

    wattendees3

    Figure 1.56. Sending an email message to an attendee


When inserted, events can be sent to attendees or just saved by the Send button (Send update — this button appears instead of the Send option where an existing meeting is changed) and the Save and Close toolbar button.

Note: Appointments can be canceled only by their initiators.

Scheduling of meetings

As denoted right at the start of this chapter, a special tool is provided for time scheduling. It is known as Free/Busy calendar and it might simplify creation of meetings. Thanks to the Free/Busy calendar feature, it is easy to find out whether participants invited to the meeting are free or busy in the time scheduled by comparing the meeting date and time calendars of these users. It is, therefore, easier to find a time range where all attendees required to participate in the meetings are free. This feature help us avoid many phone calls and emails that we would otherwise make or send.

Free/Busy calendar exploits information on user’s free time from the calendar of the particular user. However, the meeting initiator can only see when the attendee is free or busy. It is not possible to view particular details on the user’s activities.

Free/Busy calendar is displayed in the event’s edit window on the Attendees tab in the section addressing meetings. The Free/Busy calendar is enabled automatically when attendees are entered in the list. To the right from the list, you can find the Free/Busy calendar (see figure 1.57  The free/busy data of the users).

The Free/Busy calendar also provides informati

on on how much busy the user is. Degree of user’s busyness is suggested by the color. Color key is provided below the Free/Busy calendar.

The Free/Busy calendar displays all meetings and events included in the default calendar folder and its subfolders. If you want that some events (e.g. items of a private calendar) are not shown in the Free/Busy calendar, create a new calendar folder out of the branch of the default calendar and its subfolders.

Warning

Free/Busy information is displayed only for attendees with an account in the Kerio MailServer (usually, this function is used to set meetings with colleagues). The information is not displayed for external attendees (as shown at figure 1.57  The free/busy data of the users).

freebusy2

Figure 1.57. The free/busy data of the users


As shown at figure 1.57  The free/busy data of the users, Free/Busy is kind of a timeline. Each Free/Busy line shows freetime information related to a particular user. Coloured parts refer to time segments when the user is busy or free. The two vertical lines (a green and a red) show where the meeting we are setting starts and ends. Ideal conditions are when no coloured field interferes with the range set by the two lines. Both lines can be moved within the timeline as needed. To move lines, use the Start time and End time fields located below the timeline section. These fields are interconnected with fields of the same names on the General tab. This implies that if these items are change on either of these tabs, the values are automatically copied to the twin items.

Now, let us see the attendee’s view of Free/Busy To make the Free/Busy information as relevant as possible, the following conditions should be met:

  • Each user should use their Calendar folder and include all their events in it.
  • Degree of busyness should be set in the Show time as menu (see figure 1.58  Setting of busyness level) of the event’s edit dialog.In the Show as menu, the following options can be specified:

    freebusy1

    Figure 1.58. Setting of busyness level


    free
    Such event is not displayed in the Free/Busy calendar. Use this mode when you can be interrupted while completing a task or for entire-day anniversary events.

    tentative
    This event is highlighted by a light blue color in the Free/Busy calendar. This option may be useful especially for events where time settings can be changed if needed.

    busy
    This event is highlighted by a dark blue color in the Free/Busy calendar.

    absent
    This event is highlighted by a pink color in the Free/Busy calendar.

The Free/Busy calendar works only for users of one Kerio MailServer. Other users will be displayed in grey color, since there are no free/busy data available for them.

Invitations

Short description of invitations was provided at the top of this chapter. In this section, we will focus on invitation’s layout and on how to react when an invitation is delivered to your mailbox.

Invitations use a special icon, different from the one used for usual email messages (see figure 1.59  Acceptation or declination of a meeting). Upon clicking on an invitation, meeting information is shown along with several buttons. Name of the meeting is provided in the header (at figure 1.59  Acceptation or declination of a meeting, Meeting is simply set as the name). Below, you can find basic information such as when and where the meeting takes place and a list of attendees, both required and optional. If your name is included in the list of required attendees, you should accept the meeting. Otherwise, it is up to you whether you choose to participate in the meeting or not.

attend-mail2

Figure 1.59. Acceptation or declination of a meeting


By opening (reading) of an invitation, the meeting is automatically added to the calendar with the “tentative” status set.

Buttons located below the basic meeting information allow fast response, as follows:

  • Accept — upon clicking on this button, an email message informing of acceptance of the invitation is sent to the meeting initiator and a green icon appears at the name of the name of the user who has accepted the invitation (the same icon as used on the Accept button in the invitation).
  • Tentative — upon clicking on this button, an email message informing of acceptance of the invitation is sent to the meeting initiator and an orange question mark icon appears at the name of the name of the user who has tentatively accepted the invitation (the same icon as used on the Tentative button in the invitation).
  • Decline — upon clicking on this button, an email message informing of acceptance of the invitation is sent to the meeting initiator and a red cross icon appears at the name of the name of the user who has rejected the invitation (the same icon as used on the Decline button in the invitation).

Upon clicking on any of these buttons, a dialog box is opened where a message to be attached to the acceptation status notice can be entered. No additional information is required since the necessary data has already been entered by the moment.

In addition to the options described above, there is another button labeled as Calendar. This button opens a special dialog box including a one-day view of the calendar with the date and time of the meeting marked so the user can easily find out whether the event collides with another activity or not. This help us make an appropriate reaction.

Once the event is answered, the invitation is removed from the email folder and the meeting is marked in the private calendar if accepted.

7  Resources

In Kerio WebMail, resources are meeting rooms and devices (such as OHPs, whiteboards, cars, etc.) shared by multiple employees across the company. To make resources be as helpful and efficienly used as possible, resources and their reservations are managed by administrators. The resource management system is a part of Kerio MailServer, fully available in Kerio WebMail.

Resources can be booked by using the existing calendar system. Resource reservation is based on creating of en event. The feature works similarly as appointment scheduling. The main difference is that the Attendees tab must include the resource selected from the contact list (it can naturally also include contacts of attendees). The Free/Busy shows whether the particular resource is available for the suggested time or not (details on Free/Busy calendars and on appointments are provided in section 1.8.6  Appointments).

Note: To make a resource available for booking, it is necessary to create it in Kerio MailServer first. If you need to create a new resource, contact your network administrator.

Resource scheduling


To book a resource, follow these instructions:

  1. Open a new event and specify its subject on the General tab.
  2. To reserve a room, click on Rooms and select the corresponding item (see figure 1.60  Booking rooms).Another option is to switch to the Attendees tab. There you can enter the room in the same manner as you enter attendees.Note: To check whether the room is not reserved yet for the desired time, go to the Attendees tab and see the Free/Busy calendar for the information whether the event planned does not collide with another event already scheduled for this time.

    resources1

    Figure 1.60. Booking rooms


    To reserve a facility, switch to the Invite attendees tab and click on the Resources button (see figure 1.61  Resource reservation). In the list, select a resource. There are both rooms and devices included in the list. In the right section of the dialog, you can see the item’s Free/Busy information (information referring to the attendee as well as the resource). It is therefore easy to check right away, whether the source is free or already booked by another user for the suggested time.

resources2

Figure 1.61. Resource reservation


You may have noticed that there are also other attendees in the list shown in figure 1.61  Resource reservation. Resources can be reserved either for usual appointment or for meetings (see section 1.8.6  Appointments).

Resource calendar

Each resource created in the system has its own calendar where all reservations are displayed. Calendars of individual resources can be subscribed through the standard sharing process (subscription of shared folders is focused in chapter 1.11.6  Folder subscription).

Most user can access resource calendars in the read-only mode. Resource calendars can be edited only by the resource manager. The role of resource managers and their rights are addressed in the following section.

Reservation management

In certain situations, it is necessary that a resource is booked even if it has already been reserved or that there is no other way than to make the reservation by a phone call. For such purposes, there exists a user with special rights who is a manager of the company resources and can access their calendars. Resource managers can access resource calendars with administration rights. This implies that they can edit, remove or move reservations in the particular resource calendar.

If you are a resource manager, first it is necessary to subscribe calendars of all resources that you would manage:

  1. In the folder tree right-click on the root folder and select Subscribed shared folders in the pop-up context menu (see figure 1.62  Context pop-up menu of the root folder).

    resources3

    Figure 1.62. Context pop-up menu of the root folder


  2. In the Subscribe shared folders dialog, enter the resource name and confirm specification by clicking on OK. Now subscribe the Calendar folder just displayed (see figure 1.63  Subscription of shared folders).

    resources4

    Figure 1.63. Subscription of shared folders


  3. If you manage multiple resources, subscribe their calendars in the same way.

Once subscribed, calendars of individual resources are shown in the folder tree. Each resource calendar now shows all reservations of the particular item done by any users. The resource manager can edit reservation time, add new reservations or remove them if demanded.

8  Events forwarding

Kerio WebMail allows forwarding of events in such a format so that it is possible to save it to the calendar directly. Thanks to this feature, it is not necessary to copy event data to email messages and to the event’s edit dialog box at the addressee’s side.

Kerio WebMail also supports another option. When a message with an event in the attachment is received, the recipient can simply click on the attachment to open the event in the standard event edit dialog box. Click on Save and Close to confirm settings and save the event to the Calendar folder.

Note: To save an event or open it as an attachment, right-click on it and use one of the options available, Open or Save.

How to forward an event

To forward an event, select it by the mouse pointer and click on the Forward button on the calendar folder’s toolbar (it is also possible to use the corresponding option in the pop-up context menu).

Select an event and click on a corresponding icon to open a message editor where the event is included as an attachment.[3] The message can be edited before it is sent.


[3]
The event will be saved in the iCalendar format (.ics).