Chapter 7. Reference

Windows

This section contains description of the following windows:

  • Select Categories window that is part of both Event and To-Do entry window.

  • Attendees tab window that is part of both Event and To-Do entry window.

  • Configure toolbars window that is accessed by clicking Settings->Configure toolbars menu item.

  • Preferences window that is accessed by clicking Settings->Configure KOrganizer... menu item.

Categories

You can assign several categories to the task. Click on Select Categories button. Check the boxes to assign suitable categories to the task. You can also add a new category, modify a category or delete a category by pressing the button Edit Category.

Tip

For instance your language lesson at work belongs to both Business and Education categories, while the anniversary of your marriage belongs to either Personal or Special Occasion - it is your choice.

Attendees

New

Click on the New button to add a new attendee to the list.

Name field

Fill in the Attendee Name and Email address fields. To use your Address Book, see the Select Addressee... entry below.

Role

Choose the role of the attendee (Participant, Optional participant, Observer, Chair) from the drop down menu. The role is a simple reminder of what part the attendee plays in this event. It can be used for sorting (see below).

Status

Choose the status of the attendee (Needs Action, Accepted, Declined, Tentative, Delegated, Completed, In progress). The status, which is displayed in the details list window gives you quick overview of what should be done to make the event successful. It can be used for sorting (see below).

Request Response

Check the Request Response checkbox if this attendee should respond to your schedule plan. Consequently the attendee will be emailed with the event schedule information. A small envelope will appear in the details list to indicate this. This feature will be more useful when full group scheduling is implemented.

Repeat the above procedure for all attendees.

Select Addressee

If the attendee is in your Address Book, you do not have to remember his email address. Just click on the Select Addressee... button and choose the attendee from the list. Please note that this is the standard KDE address book, which is also used by KMail and can also be called as a separate application (KAddressBook).

Sorting

Please note that you can change the order of attendees. Click on any of the column headings (Name, Email, Role, Status, RSVP) to sort the list according to that column.

Changing the Status

As the attendees send you feedback (they confirm, decline, delegate the event), you will need to edit the status and perhaps other information. First select the attendee from the list (click on his/her line). Attendee name, email and other data will appear in the appropriate fields. Now edit the information and change the status as needed. When finished, click on the Apply button to save your changes.

Configure toolbars

KOrganizer has three toolbars: a Main toolbar (with New, Open, Print, Cut, Copy, Paste, Goto Today, New Event and New To-Do icons, and with actions specific to KOrganizer, like Find and Print preview), a Views toolbar (for selecting between List view, Day view, Workday view, Week view, and Month view) and a Show toolbar (with Publish, Request, Reply and Addressbook). You can customize these toolbars in various ways: you can add new icons, change the icon size, change toolbar position and add text description to the icons.

There are two ways to change the position of the toolbars:

  • You can right click on the toolbar to bring up the Toolbar Menu . The style can also be adjusted from this menu.

  • You can simply drag the toolbar by the handle on the left border of each toolbar, and drop it whenever you wish. Also look at other easy drag-and-drop operations.

The toolbars are configured in two places:

  • The graphic style is adjusted through the Toolbar Menu. Right click on the toolbar to access this menu.

  • The tool set is configured in the Settings->Configure toolbars menu.

Settings-> Configure toolbars

This dialog allows you to customize the selection of tools on the toolbar.

Choosing the toolbar

First you need to choose the toolbar that you want to modify. All actions apply to the toolbar that is selected from the drop down menu at the top of the window.

Available actions

There are two rectangles below the toolbar title: Available actions and Current actions. Using the left and right arrows (located between the rectangles) you can add icons from the Available actions group to the Current actions group. The toolbar will have every icon that is in the Current action rectangle. The up and down arrows allow you reposition an icon.

Tip

Remember that less icons may be better, because the screen is less cluttered and therefore looks cleaner. For instance if you always cut and paste with the keyboard hotkeys, you do not need the Cut, Copy and Paste icons.

Toolbar Menu

This menu allows you to change the look of the toolbars. Right click on the toolbar to access this menu.

Text position

Initially, icons do not have any text assigned. You may prefer having text under each icon, or text alongside each icon. You can also have plain texts without any icons.

Orientation

You can have the toolbar at the top, bottom, left or right side. If you choose Floating position, the toolbar will be displayed outside the main KOrganizer panel and you can move it around. If you choose Flat, the toolbar will collapse into a tiny rectangle. You can later click on that rectangle and the toolbar will appear again.

Icon size

You can change the size of the icons. Make your choice between small, medium and large icons.

Preferences

The options dialog lets you configure a number of different areas of KOrganizer.

Personal

The personal options relate to your personal identity, and other miscellaneous things that don't fall under any of the other general categories.

Full Name

Full Name is initially set to “Anonymous” with an email address of “nobody@nowhere”. You can change your name by directly entering it here or you can use your Email Settings from KControl (see below). This name will be displayed as Organizer in To-Do tasks and Events.

Email address

Email address will be used to identify the owner of the calendar. When another person opens your calendar or events, he/she will not be able to modify it because it will be read-only.

Use Email settings from Control Center

Check this to use your name and email address as set in KControl (Internet & Network->E-mail in KControl)

Send copy to owner when mailing events

When you check the Send copy to owner when mailing events, you will get a copy of all e-mail messages that KOrganizer sends at your request to the event attendees.

Auto-save calendar

When Enable automatic saving of calendar is checked, calendar is saved automatically when you exit KOrganizer, without asking. Furthermore, the calendar is saved periodically as you work to prevent the loss of valuable data. You can also specify the save interval in minutes.

Confirm Deletes

When you check Confirm Deletes, KOrganizer will ask you to confirm each deletion. If this is not checked, KOrganizer will never ask before deleting events.

Mail Client

Here you can choose which type of mail transport you would like to use. You can either use KMail or the sendmail command (which must be installed on your system in order to work).

Use Groupware Communication

Enables automatic mails when creating, updating or deleting events, todo or journal. Check this option if you you want to use the groupware functionalities (e.g Configuring Kontact as a KDE Kolab client).

Export to HTML with every save

By checking this option, you can order KOrganizer to do an export of your to-do list every time you save your changes.

New Events/Todos Should

This option lets you choose add a new event/todo item either to a standard resource or have KOrganizer ask you which resource should be used.

Kolab2 server specificity: It is recommended to choose "Be asked which resource to use", if you intend to use the shared folders functionalities of the Kolab server or may have to manage multiple accounts using Kontact as a KDE Kolab client. This will allow you to keep control on the available resources.

Time & Date

Time Zone

Time Zone specifies your time zone. You can choose from a list of continents and cities. KOrganizer will automatically adjust for daylight savings.

Default appointment time

When you choose New Event from the Action Menu, or create an event in some other manner such that KOrganizer cannot guess when you would like your event to start, KOrganizer will put this hour in the start time editor as the default value.

Default duration of new appointment

When you choose New Event from the Action Menu, or create an event in some other manner such that KOrganizer cannot guess the duration of your event, KOrganizer will use this as the default value.

Default Alarm Time

In Default Alarm Time you decide how long before the actual event's scheduled time will alarm activate.

Working Hours

The options Daily start hour and Daily ending hour let you specify when your working day starts and when it ends.

Additionally you have two checkboxes labeled Exclude holidays and Exclude Saturdays to tell KOrganizer to exclude these days from being marked as working days.

Views

Day begins at

Day begins at is the hour that KOrganizer will display at the top. You can of course scroll to an earlier hour, but the Day begins at should be the earliest time that you use for events. It could be the time when you usually get up, or the time when you start working.

Days to show in next-X-days view

Days to show in next-X-days view allows you to change the amount of days of the Next X Days Option in the Views menu.

Hour size in schedule view

By using this slider you can control the height of the rows in the schedule view.

Show events that recur daily in the Date Navigator

If the Show events that recur daily in Date Navigator checkbox is checked, the days containing daily recurring events are shown in bold typeface in the Date Navigator.

Show events that recur weekly in the Date Navigator

If the Show events that recur weekly in Date Navigator checkbox is checked, the days containing weekly recurring events are shown in bold typeface in the Date Navigator.

Enable ToolTips displaying summary of events

If your summary for an event is longer than would fit in the current View, the remaining characters are not displayed. Check Enable ToolTips displaying summary of events if you want the full summary displayed when the mouse pointer remains over the appointment for a few seconds.

Month view uses full window

If you enable this option the month view will be displayed in the whole KOrganizer window instead of sharing the window with the date navigator, the To-Dos and the calendars.

Month view uses category colors

If you enable this option the month view will use the colors associated with the selected category instead of using no color.

To-do view uses full window

If you enable this option the To-do view will be displayed in the whole KOrganizer window instead of sharing the window with the date navigator, the To-Dos and the calendars.

Show current time (Marcus Bains line)

By checking this option the current time is displayed on a red line. This gives you an indication how much time is left e.g. until a meeting takes place.

Show seconds on Marcus Bains line

This option extends the time displayed on the red line by seconds.

Time range selection in agenda view starts event editor

By checking this option the event editor automatically pops up as soon as you select a time range.

Fonts

  • Click the Time Bar Font button to choose Font, Font style and Size for the time bar.

  • Click the Month button to choose Font, Font style and Size for the Month View.

  • Click the Agenda button to choose Font, Font style and Size for the Day View, Week View and Work Week View.

  • Click the Marcus Bains line button to choose Font, Font style and Size for the Marcus Bains line.

Colors

Choose the color used for holidays, for highlighting, and for specific event categories. You can choose a different color for each category. Of course too many colors may be confusing, so use common sense.

You can also choose a default event color and agenda view background color.

Group Scheduling

Scheduler Mails Should Be

Here you can choose if the event-messages should be cached in the outbox, or should be sent immediately.

Additional email addresses

This tells KOrganizer what further emailaddresses you have in addition to the one set in personal preferences personal preferences. This is needed, if you are an attendee of one event, but have another emailaddress there.

Free/Busy

Publish Tab

Allow others to take your calendar's busy time schedule into account when inviting you to a meeting.

  • Publish free/busy information

    Enable this option if you wish your Free/Busy information to be uploaded automatically.

    Note that you may skip this option and choose to mail or upload your Free/Busy information via the Schedule menu of KOrganizer.

    If your application is setup to work as a KDE Kolab client, this is not required. The Kolab2 server taking care of publishing your Free/Busy information and manages the access to it from other users.

  • Minimum time between uploads in minutes

    In case you choose to publish your information automatically, you may configure the interval of time in minutes between each upload.

  • Publish (default 60) days of free/busy

    Configure the number of calendar days you wish to be published and available to others

  • Server URL

    Enter the URL for the server on which your Free/Busy information shall be published. Ask the server administrator for this information.

    Kolab2 server example: webdavs://kolab2.com/freebusy/joe@kolab2.com.ifb

  • Username

    Enter the login information relative to your account on the server

    Kolab2 server specificity: Registered your UID (Unique IDentifier), by default your UID would be similar to your email address on the Kolab2 server but it may also be different. In the last case enter your UID. Ask about your UID to the server administrator if you dont know it.

  • Password

    Enter here your password (server login password).

  • Remember password

    Check this option if you want KOrganizer to remember your password and skip asking you each time it upload your Free/Busy information.

    Warning

    It is not recommended to store your password in the configuration file for security reasons

Retrieve Tab
  • Retrieve other peoples' free/busy information automatically

    Automate the process for retrieving other users free/busy. Fill in the server information section below to trigger this option.

  • Use full email address for retrieval

    This setting lets you change the name of the file which will be fetched from the server. If you check this option, it will download a free/busy file called user@domain.ifb, else it will fetch user.ifb. Ask the server Administrator if you are not sure about how to configure this option.

    Kolab2 server specificity: If you are configuring KOrganiser as a component to a KDE Kolab client (Kontact/Kolab) you have to check this option.

  • Server URL

    Enter the URL for the server on which your Free/Busy information shall be fetched. Ask the server administrator for this information.

    Kolab2 server example: webdavs://kolab2.com/freebusy/

  • Username

    Enter the login information relative to your account on the server

    Kolab2 server specificity: Registered your UID (Unique IDentifier), by default your UID would be similar to your email address on the Kolab2 server but it may also be different. In the last case enter your UID. Ask about your UID to the server administrator if you dont know it.

  • Password

    Enter here your password (server login password).

  • Remember password

    Check this option if you want KOrganizer to remember your password and skip asking you each time it fetches the free/busy files.

    Warning

    It is not recommended to store your password in the configuration file for security reasons

Outgoing Messages

to be written

Incoming Messages

to be written