Single User Guide Version 4.0.x

Transcription

1 Single User Guide Version 4.0.x

2 Copyright Milum Corporation. All rights reserved. Office Tracker Single-User Guide Version 4.0.x 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 Milum's standard commercial agreement for this software. Unpublished rights reserved under the copyright laws of the United States. First Printing October 1993 Most Recent Printing April 2001 MILUM Corporation P.O. Box 5807 Austin, TX Business: Support: Trademark Notification Office Tracker Pro 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: 90002

3 Table of Contents i Table of Contents Introduction...1 Office Tracker Network Version... 1 Support... 2 Installing Office Tracker...3 Getting Started with Office Tracker...5 Setting Your Time Zone... 5 Launching Office Tracker... 6 Adding Names for People, Rooms, Facilities and Resources... 7 Adding Names to Schedule Views... 8 Creating New Schedule Views...11 Changing Schedule Views Day, Week and Month Creating a New Schedule View Changing The Display of Schedule Views Changing Fonts in Your Schedule Views Creating Events: Scheduling Appts. Meetings, Room Reservations, etc...19 Creating events in the Daily view Creating events in the Monthly Calendar View Small Button Icons in Events Editing Events and Event Details Adding Attendees to Events Agendas or Notes Recurring Events Editing recurring events:... 30

4 Labels Navigating to Other Days, Weeks, Months...35 Navigation Buttons in Menu bar Navigating or Changing Views to Previous and Future Months Navigating: Moving To Other Dates in Your Schedules Finding Event Text in Schedules...39 How the Find Text Feature Works Exporting Found Events for Reports Finding Open Time...43 Free Time Indicator Find Open Times Automatically Drag and Drop Support...47 Saving Schedule Views and Data Backup...49 Saving Schedule Views Opening a Saved View Making Backups of Your Schedule Data Restoring a Backup Printing Schedules and Reports...53 Printing Custom Headers and Sub-Heads Preferences...57 General Preferences Schedule Preferences Event Preferences Server Preferences (Network Version Only) Mail Preferences (Network Version Only)... 61

5 Table of Contents iii Server Settings (Network Version Only) Creating and Using Alarms...63 Alarm Reminder Overview Creating Alarms...63 Deleting Alarms and Turning Alarms Off...65 Show Alarms List Multi-User Network Version of Office Tracker...67 Features Not Available in Single-User Version: How to Upgrade from the Single-User to the Multi-User Version of Office Tracker...69 Troubleshooting and Tips...71 Set Up Tips Trouble Accessing Schedule Data Printing Trouble and Tips Display Trouble Other Tips Index...75

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7 Introduction 1 Introduction Are you ready to save a lot of time and hassle on scheduling? Office Tracker makes scheduling better than ever. Office Tracker gives you the control to schedule a large number of people, rooms, resources, equipment, facilities and more. You can view any number of names in your schedule windows and see at a glance who or what is available for any time of the day. Creating appointments, events and reservations has never been quicker or easier. Once you get Office Tracker set-up you can create your own customized schedule views. You may create one schedule view for people and another one for rooms for example. You can print your schedules in many handy formats and you can export your data to create detailed reports. Schedule view with people only. Schedule view with rooms and equipment. Office Tracker Network Version If you have more than one person handling your office scheduling or if you d like to get everyone in the office using Office Tracker to view and share schedule information with each other, contact Milum about the multi-user version of Office Tracker. You can purchase the upgrade at any time from this single-user version to a multi-user and you'll

8 2 Introduction be able to transfer your existing data. Contact Milum Customer Sales at: for more information. Accessing Online Help Office Tracker has an online Help system you can access any time your are using your schedules. Choose "Contents" from the Help menu. The Office Tracker Help window opens, allowing you to choose from a number of help topics. Getting Additional Help To access online help, choose Contents from the Help menu. The Office Tracker Help window opens, allowing you to choose from a number of help topics. Support Office Tracker comes with free* support for 30 days after the purchase date. Support includes telephone and/or communication. Visit the milum.com web site for more details. After the 30-day period you will need to purchase one of our continued support packages in order to have access to a support representative. To order a support package, visit the Milum web site at: or call the Milum order line at To get support under your support plan agreement, call the Support Line at: or send support questions via to: support@milum.com. When contacting support by phone or , please be prepared to give your server hardware and software (OS) information and the current version of the Office Tracker software you are using. Fill out the following information so you will have it on hand when you call: Serial #: Server version: Hardware CPU: RAM: Name of person who installed software: *some limitations and restrictions apply

9 Installing Office Tracker 3 Installing Office Tracker This chapter describes how to install the Office Tracker system. Office Tracker System Requirements: 486 or greater PC recommended 32MB RAM (64MB recommended) 16MB of available hard disk space (32MB recommended) Windows 95, 98,2000 or Windows NT 1. Insert Disk 1 of the Office Tracker Windows Client Disks in your floppy disk drive (A or B). 2. Click on the File menu of your Windows Program Manager and select "Run." 3. Type A:\OTSINGLE or B:\OTSINGLE depending on the drive you re installing from. 4. When prompted to enter the next disk, insert Disk Press OK. When complete, you should have an "Office Tracker 4.0" folder in your Program Files directory with the application icon, a "Help" file, a "ReadMe" file, and the Alarmer application.

10 4 Installing Office Tracker Important Note: When you first launch Office Tracker a database named otclient.mdb is automatically created. This is where all event information is stored. It is very important that you make regular backups of the otclient.mdb file. See the section on Saving Schedule Views and Data Backup for more information.

11 Getting Started with Office Tracker 5 Getting Started with Office Tracker Setting Your Time Zone You should check your computer's current time zone setting to be sure your Office Tracker events are scheduled correctly. For example, if you're computer is set to use Pacific Standard Time Zone and you begin creating events but you are located in Central Standard Time Zone when you later change your computer clock, your events will not display at the correct times. To set your time zone, follow these steps: 1. Choose "Settings" then "Control Panels" from your "Start" menu. 2. Double-click the "Date/Time" control panel to open it. 3. Click the "Time Zone" tab. 4. Choose your local time zone from the Time Zone menu. 4. Click Apply. 5. Click "OK." Regional Settings for Military Time or European Time Display In addition to adjusting your local time zone you can also choose to view your time in military format, European standard format, etc. depending on your needs. To adjust this follow these steps. 1. Choose "Settings" then "Control Panels" from your "Start" menu. 2. Double-click the "Regional Settings" control panel to open it. 3. Click the "Time " tab. 4. Choose your time style from the menu. 4. Click Apply. 5. Click "OK."

12 6 Getting Started with Office Tracker Launching Office Tracker To launch Office Tracker choose "Programs" from the "Start" menu and locate the "Office Tracker 4.0" menu item. Select "Office Tracker 4.0" from the menu. This starts the Office Tracker application. 1. Enter Your Serial Number: The first time you open Office Tracker you are prompted to enter your serial number. The serial number is located on your Office Tracker Install Disk. 2. Enter Your Identity (Name) in the Name: field. The Name field will automatically default to the name for your machine if there is one. Be sure to enter your name exactly as you want to use it. Example: Helena Hayes 3. Leave the Password and Server fields empty. Note: You only use the Password and Server selection in the multi-user version of Office Tracker. 4. Click the OK button.

13 Getting Started with Office Tracker 7 A new monthly schedule view is automatically created. The name on the calendar is retrieved from the identity you just entered. Adding Names for People, Rooms, Facilities and Resources Before you can begin scheduling for a group of names or resources you must add them to your Office Tracker system. Names may be people or resources such as rooms, equipment, vehicles, etc. You can add additional names to Office Tracker at any time but be sure to choose your own Identity when you are done so events are created with your Identity and not one of the other names. Read the important note below. Important: When you log on to Office Tracker you use a Name for your Identity. An Identity can be a person, room or resource such as a piece of equipment. When you add names (described in the next section) you will learn more about Identities. An important thing to remember is that the current Identity is used as part of the event information stored in the Scheduled by area of the event record. If you leave your Identity set to a Room name for example Room A and begin to create events, you will end up with a bunch of events scheduled by Room A. This could be a problem if you ever want to track this information or if you plan to upgrade later to the multi-user version. To add names to the Office Tracker system, follow these steps: Note: Be sure you have thought carefully about how you want to enter the names. You cannot edit the names later or you will lose the link to the events scheduled for that name. 1. Change your view to a "Daily" view by clicking the Daily button or by choosing "Daily" from the "View" menu. 2. Choose Identity from the File menu. Delete the identity that displays in the Name: field (probably your name). 3. Click the Edit button next to the Name field. 4. The Edit Identity window opens. 5. Add the first name by typing it into the field below the scrolling list, then click the Add button. 6. Repeat step 5 for each name you want to add. You won't see the names in the view yet but you'll get to that step next.

14 8 Getting Started with Office Tracker 7. Click the Close button on the Edit Identity Menu window. IMPORTANT: Once you ve added all the names you want, be sure to select your own name in the Identity window. You do this by clicking on the arrow button in the Name field area. If you don't do this step, the events will be "Scheduled by" the last Identity entered and you won't be able to edit them once you do change the Identity back to yourself. Now you can begin adding names to schedule views and saving the views so you will have easy access to them. Adding Names to Schedule Views Once you ve added names to the Office Tracker Identity list you can add any of the names to your schedule views. 1. If you are currently viewing a monthly schedule view, Choose "Daily" from the "View" menu or click the "Daily" button to change the view format. Daily Weekly Monthly 2. Choose Names Shown... from the View menu. The Names Shown window displays. Select the names from the "Names Available" list and use the arrow button <<< to move the selected names to the Name Shown area. If you'd like to remove your own name from the view, select it from "Names Shown" field and click the >>> button to move it to the "Names Available" field. Note: You must always have at least one name in the "Names Shown" field.

15 Getting Started with Office Tracker 9 3. Click OK when you are done. The additional names will display in your current schedule view. TIP: You can turn off the calendar icons that display with names at the top of your schedule view if you would like to gain more space. See Preferences for more information. Above is an example of a Daily group view with names side-by-side. 4. Save your new view by choosing "Save As..." from the "File" menu and give it a name that fits your needs. For example, if this is a schedule for "Rooms" you may simply name the view "Room Schedules." Be sure when you save the view you are saving it in

16 10 Getting Started with Office Tracker the Office Tracker folder on your hard drive. The file will be saved with the.ots suffix after it. You can change the names displaying in your schedule view at any time by adding or deleting "Names Shown." You can also change the size of the columns, column order, etc. by following the instructions in the section "Working with Schedule Views" later in this guide.

17 Creating Schedule Views 11 Creating Schedule Views With Office Tracker you can create any number of Daily, Weekly, and Monthly schedule views. Schedule views are somewhat like documents in other software programs such as Microsoft Office. The difference is that the schedule views do not store the event data. They simply store the 'layout' of your schedule view such as the names shown, column order, column size, fonts used, etc. You can create group views that contain any number of other user s names and/or resource names. You can keep several different views open at once with the same or different names in each. The event information (all the appointments, meetings and other things you schedule) is stored in one central file called otclient.mdb. This database file is stored in your Office Tracker folder. This is the file that you should backup regularly. Changing Schedule Views Day, Week and Month In addition to creating new views you can change your current schedule window to display in Daily, Weekly or Monthly format. To change the current (front most) view, Click on the Daily, Weekly or Monthly icon button at the top of the Office Tracker Schedule window, or choose Daily View, Weekly View or Monthly View from the View menu. Daily Weekly Monthly Daily - Displays the time range for the day in a scale from 5 to 60 minute intervals. If you are viewing the Monthly calendar and click the Daily button, your view will change to the selected day of that month. If you are viewing the Weekly calendar and click the Daily button your view will change to the selected day of that week. Weekly- Displays the days of the week in a columnar format, Sunday through Saturday. Double-click the day at the top of the weekly view to jump to that day in the Daily view.

18 12 Creating Schedule Views Show/Hide Weekends In the Weekly calendar view, you can 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. Monthly- Displays a thirty day calendar view with zoom capability to see the days in a range from 100% up to 200%. Creating a New Schedule View 1. Choose New View... from the File menu. Enter your Identity, leave the password blank and Click the OK button. (Single-user version doesn t support passwords). The Show Names window displays. 2. Select the names you want to include in your Schedule view by double clicking on them in the Names Available field on the right. The names appear in the Names Shown field on the left. 3. Click the OK button. The new schedule view opens displaying the names you selected. The view defaults to a Daily view if you selected multiple names. Names Palette: The Names Palette window opens whenever you create a new group view. The Names Palette window displays a list of the Names in the current view. You can filter the names on/off of your current view by clicking on them in the list. Checked names are on and unchecked names are off. Close button

19 Creating Schedule Views 13 To close the window, click on the close button. To open the Names Palette window choose Show Names Shown Palette from the Windows menu. TIP: Pressing the control key while clicking on a name in the Names Shown Palette turns all names off except the one you clicked. This makes it quick to filter the view to show only one name at a time. Adding/Removing Names from Schedule Views You can add or remove the names shown in any schedule window at any time by choosing Names Shown from the View menu and making the changes just as you do when creating a new group view. When you add or remove a name from the schedule window, you are simply removing them from your view, not from scheduled events. 1. Choose Names Shown... from the View menu. The Names Shown window displays. Select the names from the "Names Available" list and use the arrow button <<< to move them to the Names Shown area. If you'd like to remove your own name from the view, select it from "Names" field and click the >>> button to move it to the "Names Available" field. Note: You must always have at least one name in the "Attendees" field.

20 14 Creating Schedule Views 2. Click OK when you are done. The additional names will display in your current schedule view. Changing The Display of Schedule Views You can change the size of the columns in the Office Tracker schedule window in the Daily view. Sometimes you must increase the width of a column to enable all of the event text to be displayed. You can also rearrange columns to put names in a specific order. There are two ways to change the column size, you can click-drag the column dividers or you can use the menu item "Set Column Widths..." located in the "View" menu. Dragging the column to a new size To move the column manually, 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 larger to see its contents again. Using the Set Column Size Menu Command To resize all the columns in any Daily schedule view, follow these steps: 1. Choose Set Column Width from the View menu.

21 Creating Schedule Views Type in the number of pixels to adjust the column size. 3. Click OK. 4. Choose Save from the File menu to save your changes. TIP: Do not close the schedule windows before Exiting the Office Tracker application. The next time you open Office Tracker the windows you leave open will automatically open again. Changing Fonts in Your Schedule Views You can change the fonts in the headers, events and time range by using the Office Tracker Preferences.

22 16 Creating Schedule Views Time Range Events Column Header Choose Preferences from the "Edit" menu to see the Preferences window. Click on the Schedule tab, then click on the Column Header Font button to change the Column Header font (the names across the top of your schedule views). Click the Apply button for changes to take effect.

23 Creating Schedule Views 17 Click on the Events tab then on the Event Font button to change the Event and Time font. Click the Apply button to make the changes.

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25 Creating and Editing Events 19 Creating Events: Scheduling Appts. Meetings, Room Reservations, etc. You can create events while in any of Office Tracker s views, Daily, Monthly or Weekly. If you are using Office Tracker for room and group scheduling such as in a medical office or educational office it is likely you will use the Daily view most often so you can see the names side-by-side. Creating a new event in the Daily view Click on the Daily View button to display your schedule in the Daily or Weekly view. Daily Weekly Monthly TIP: Auto Create Events. Choose "Preferences" from the "Edit" menu and click the General tab for this option. When Auto Create Events is checked, Office Tracker will automatically open the New Event window whenever you select a range of time, without requiring you to click the New Event button or choose New Event from the Schedule menu. When Auto Create Events is not checked you will need to select the range of time first, then click the New Event button. To create a new event in the Daily view, select the time for the new event by click dragging through the time cells under the appropriate name column. Select the cells like you would in a spreadsheet application. The selected time range is highlighted. If the "Auto Create Events" option is "on" the "New Event" window opens automatically.

26 20 Creating and Editing Events If the "Auto Create Events" option is "off," once you have selected an event time, click the New Event button or choose New Event... from the Edit menu or press Control + N. New Event The New Event window displays.

27 Creating and Editing Events 21 Type your event description here. Click the Private box to keep other Office Tracker users from seeing the text of this event. Make changes to date and time informationby selectingthe number first, thenclicking the arrows to move the number up or down. Click the All Day button to make the event span the current time frame of the schedule window. Follow these steps to create the event. See below for detailed descriptions for each option available. 1. Type in your event description in the Event Name area. 2. Adjust your Start s and Ends times and dates as needed. To adjust the times and dates you can either select the time and type in the new time or you can use the arrow buttons attached to the fields to select a date and move the time up or down. You can also use the Duration field to auto-adjust the Ends time. 3. Add any other information you would like to keep with this event such as a "Keyword" or "Label." These are fields you can search in later to bring up a set of events that match a particular word. 4. Click OK.

28 22 Creating and Editing Events Following is a description of each Event fields and what it can contain: Event Name- Type the Event description in the first field (max. 32k). This text displays in the schedule window. Depending on the column size and event length it may display in truncated form: displaying only the text that fits with an ellipsis... after it. Starts and Ends Time- Make any desired changes to the scheduled time of the event by selecting the Start or End time and typing in the new information or use the arrow buttons to set a date or adjust the time incrementally. Keyword- This is a field you can use to enter specific information that might help you identity an event later. You can also Find events by searching the Keyword field. This is covered later in this guide. Label- This is a way for you to color code and give a name to specific types of events. You can choose from several existing labels or use the Edit... item to create new ones. 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 Button- If you d like to make the event span the day from your current display Start Time to your current display End Time, press this button and the event duration will change automatically. See information on Attendees, Agendas and Recurring in the Editing Events and Event Details chapter. Creating events in the Monthly Calendar View To create a new event while in the Monthly Calendar view, click on the day to select it. Press the New Event button or choose New Event from the Schedule menu. Create the event as described above.

29 Creating and Editing Events 23 The ellipsis (...) indicates there are more events for this day. Zoom in to see them. Note: When you have multiple events for the same day the monthly calendar view may not be able to display all of the 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. Hold the Control key down and click over the area to zoom in and see the additional events. This allows you to glance at your entire month and easily see which days have multiple events. Small Button Icons in Events When you create an event that contains "Attendees," (other than yourself) "Recurring" information (such as Every Day or Every Week) or an "Agenda" or notes, Office Tracker displays corresponding small icons within the event block on your Daily and Weekly calendar views. This makes it faster to access information about events on your scheduler and on the schedules of your colleagues. You can display the corresponding edit windows for each of these icons by double-clicking on the icon. The "Icons in Events" is a "Preference" setting and can be turned off if you do not want to display the icons. To access the Preference setting, choose "Preferences" from the "Edit" menu. Small icons display as follows: Double head icon indicates this event has multiple attendees. Recurring icon indicates this is a recurring event. Page icon indicates this event contains an Agenda or Notes. Alarm icon indicates this event has an Alarm associated to it.

30 24 Creating and Editing Events Conflicting Events You can create an event that overlaps some or all of the time of another event. This is called a conflicting event. For example if you have someone coming by your office at the same time you will be in a meeting with another person and want to create the events at an overlapping time. To create a conflicting event, simply select the time just as you do for creating a new event and click the new event button. Conflicting events display side by side. There is no real limit to the number of conflicting events you can create for the same time, aside from memory/disk limitations. To avoid a conflicting event use the Find Open Time feature or simply be sure to look at the day/name first, then schedule. Note: The multi-user versions of Office Tracker Scheduler have a feature to stop scheduling conflicts. This version requires a separate license and a server install. Editing Events and Event Details Events can contain various details such as Location, Label, Attendees, and Agendas or Notes. You can set the details at the time you create the event or at any later time by editing the event. There are three ways to open the "Edit Event " window: 1. Click on the event to select it, Choose Edit Event... from the Edit menu. 2. Double-click on the event to open the Edit Event window. 3. Select the event and click the Edit event button in the menu bar. Moving or Deleting Events with Cut, Copy and Paste: Events can be moved or copied and pasted using cut, copy and paste. 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 will be the new time for the event once it is pasted. 1. Select an event by clicking on it once. 2. Choose Cut, or Copy from the Edit menu. To move an event by dragging it: 1. Select the event by clicking on it once. 2. Hold down the mouse button and drag the event to its new time or day.

31 Creating and Editing Events 25 Notice in the Daily view, when you drag the event, the new time displays while you are dragging in the upper portion of your schedule window. 3. Release the mouse button when you ve moved the event to the new time or day. Deleting Events Events can be deletely by selecting them, then pressing the "Delete" key. You will be prompted to be certain you want to delete the event. Adding Attendees to Events When you create an event Office Tracker automatically creates an Attendees list in the Event window. You can add new attendees to an event and the event displays for their name as well. To add attendees to an existing event, follow these steps: 1. Click on the event you want to add attendees to. 2. Click on the Edit Event button or choose Edit Event from the Schedule menu. This displays the Edit Event window. 3. Click on the Attendees button in the Edit Event window. The Attendees window displays. The Attendees dialog displays all names scheduled to attend the selected event in the Names Attending field on the left and the names of other Office Tracker users in the Names Available field on the right.

32 26 Creating and Editing Events To add an attendee from the Office Tracker system, scroll though the list of names on the right and click on the name you want to add. Click on the left arrow button between the scrolling fields or just double click the name. The name displays in the Attendees list on the left and the event is added to the corresponding schedules. You can add names to the attendees list even if they are not Office Tracker users. This is helpful when you want to schedule meetings with clients or vendor representatives. Guest names displays in italics in the Attendees list area. Adding Guest Names The Guest field and corresponding drop-down menu allows you to enter Guests for events. Guests are not attendees (never show up in the Attendees list). The Guest menu is an auto-building menu that remembers each item you type in and builds the drop-down menu. You can also edit the menu by pressing the Edit... button to the right of the Guest field. To add a new Guest to the list of Attendees: 1. Open the Attendees window by clicking on the Attendees button in the New or Edit Event window. 2. Type in the name of the new guest in the field above the Add Guest button. 3. Click on the Add Guest button. Guest names are added to the list of Attendees on the left. Guests are displayed in Italics so users can easily recognize it is not an Office Tracker user. The drop-down menu to the right of the Guest name field works like the drop-down menus in other Office Tracker windows. Each time you add a new item to the field, the menu remembers the item. You can add the name to another event without retyping. The Guest name drop-down menu can be edited to remove outdated names or to add multiple guest names at once. Removing Attendees: To remove an attendee from any event, follow these steps. 1. Open the Edit Event window by double-clicking the event. 2. Click the Attendee button. 3. Select the name from the Attendees list and click the right arrow button between the list to move the names out of the "Attendees" list and into the "Names Available" list.

33 Creating and Editing Events Click the OK button. Private Events Private Events are used when you are using a network version (multi-users) of Office Tracker. See the section on Network Versions for more information. Agendas or Notes Office Tracker allows you to include an agenda or note with your event information. You can access the agenda at any time by double-clicking the event and pressing the Agenda button or by clicking on the small icon for Agenda in the event block on your Daily or Weekly view. 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 these steps: 1. Create a New Event or double-click on an existing event to edit it. 2. Click on the Agenda button in the Event window. 3. The Agenda text window displays. 4. Type in the text. You can add text at any time. 5. Click the OK button. Note: You can paste from the clipboard into the Agenda window. Open your word processor, select some text, choose copy from the Edit menu then switch back to Office Tracker. Open an Agenda window from the Edit Event window, click in it once, then choose Paste from the Edit menu.

34 28 Creating and Editing Events Recurring Events Office Tracker allows you to create recurring or repeating events that occur multiple times at the intervals you select. To create a recurring event: 1. Create a new event or double-click an existing event to edit it. 2. Click on the Recurring Event button to make this event recur on a Daily, Weekly, Monthly or Yearly basis. The Recurring Event window displays.

35 Creating and Editing Events 29 The drop-down menu in the top left of the "Recurring Event" window lets you to choose how often you want the event to occur. The choices are: Every Day, Every Week, Every Month or Every Year. Each choice displays a corresponding set of options relevant to that time interval. Select the recurring option from the drop-down menu. Every Day- creates an event that repeats once on each day selected. Choose any number of days from the Days of the Week area to the right of the pop-up by clicking on the day to select it. For example, if you select "Monday," "Wednesday," and "Friday" the event will recur everry Monday, Wednesday and Friday through the date you enter in the "Stop after this date" field. Every Week- creates an event that repeats each week on the days of the week selected. Choose any number of days from the Days of the Week area to the right of the pop-up by clicking on the days to select them. You can optionally choose to have the event recur on the first and third, or first, second and third week, etc., by clicking on the checkboxes. Every Month- creates 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 dropdown menu by clicking on the days to select them. Every Year- creates an event that repeats once a year on the same day of the year. Summary- displays a text summary of the options you select. This allows you to review your selection to be certain you have chosen the options you want. To set the recurring event: 1. Select the days you want the event to recur on by clicking on them in the Recurring Event window. 2. Enter a date in the "Stop after this date" indicating the last day you want the event to occur. Office Tracker automatically defaults to one year. 3. Click the OK button to accept your settings. 4. Click "OK" on the Event window to close it. Once an event is set to "recurring" the event will display on your Daily and Weekly schedule view with a small recurring event icon in it. You can edit recurring events in much the same way you would edit non-recurring events. Editing recurring events is described in more detail following.

36 30 Creating and Editing Events Editing recurring events: 1. To edit a recurring event, double-click the event to open the Edit Event window. When editing a recurring event, Office Tracker first prompts you to decide if you want to change just the selected occurrence or all occurrences. 2. If you want to change just the selected occurrence, click the One button. If you edit or delete a recurring event in the middle of the chain of occurrences you will put 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. 3. The Event window displays once you've chosen "One" or "All." 4. Make your changes to the event and click "OK." Adding Kewords to Events The Keword menu and corresponding Edit button lets you choose a customized keyword for each event such as "Bill s Client" or "File #123" You can edit the list of available keywords by pressing the Edit button. The menu holds up to 40 items. Once you add keywords to events you can search for events based on their keyword by using the Find command under the Edit menu. To add a new item to the Keyword menu, follow the steps below. 1. Create a new event or double-click an event to edit it.

37 Creating and Editing Events Press the Edit button next to the Keyword field in the New Event window. The Keyword Edit Menu window displays. 3. Click in the field below the list of Keywords and type in your new Keyword. 4. Click the Add button. 5. Click the OK button. EDITING KEYWORDS To edit or change an existing item, follow these steps. 1. Select the Keyword from the scrolling list. The text displays in the edit text area below the scrolling field. 2. Make your changes 3. Click the Add button. 4. Click OK when you've completed your edits. Labels The Label drop-down menu allows you to select a label for each event such as Very Hot or My Project. The labels display and print in the Daily and Weekly views after the event description and Location. You can use Preferences to turn labels off in your display and printouts. You can edit the menu by pressing the Edit... button to the right of the drop-down menu. To add a new item to the Label menu: 1. Press the Edit... button. The Edit Menu window displays.

38 32 Creating and Editing Events 2. Click in the text field below the scrolling list and type a new label. 3. Click the Add button to add the new item. Adding Color to Labels You can add a color to any label you create, or edit the color of an existing label. To add or change the color of a label: 1. Select the label from the list you want to edit 2. Click the color square. The Color Picker window displays. 3. Choose a color, click the OK button. 4. Click the Change button to accept the new color. Setting 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.

39 Creating and Editing Events 33 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 or by setting the Duration field to multiple days. 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.

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41 Navigating to Other Days 35 Navigating to Other Days, Weeks, Months There are several ways to change the dates of your schedule views. Moving from day to day, week to week, or month to month is called "navigation." This section covers each method of navigation you can use in Office Tracker. Navigation Buttons in Menu bar In the menu bar there are left and right "arrow" buttons. These buttons allow you to easily move through your schedule one day, week or month at a time. For example, if you have a monthly view open and want to advance to the next month just press the right arrow button to move forward a month. If you are in the Daily or Weekly view, pressing the right arrow button will move the schedule forward by one day or one week respectively. Click this button to move forward one day, week or month. Daily Weekly Monthly Date Palette Navigation In the Windows menu, you can choose Show Date Palette to display a small floating navigation window. By clicking on the buttons next to the month you can move forward and backwards through the month. By pressing the buttons next to the year you can move forward and backwards through the years.

42 36 Navigating to Other Days After you select the month and year you want just click a day in the Navigation Palette to view that date. If you are in the monthly view you jump to the correct month and the day is selected. If you are in a Daily view you will go directly to that day. If you are in the Weekly view you will go to the week that the day you selected is in. Daily, Weekly & Monthly Views You can change your schedule window to display time in daily, weekly or monthly views. To change the view, Click on the Day, Week or Month icon button at the top of the Office Tracker Schedule window, or choose Day, Week or Month from the Schedule menu. Day - Displays the time range for the day in a scale from 5 to 60 minute intervals. If you are viewing a Month view then click the Day icon, you will navigate to the first day of the month. If you are viewing by the Week, then click the Day icon you will navigate to the first day of that week unless a day or an event is selected on the schedule window, in this case the Day view button will navigate to the Day with the selection. Week - Displays the days of the week in a scale from 5 minute to one day intervals. If you are viewing a Month view then click the Week icon, you will navigate to the first week of the month unless an event is selected on the schedule window, in this case the Week view button will navigate to the Week with the event selection. Monthly Calendar -Displays a thirty day calendar view with zoom capability to see the days in a range from 100% up to 200%. Hold the Control key down while pressing the right or left mouse button or you can choose zoom in or out from the view menu. You can also use the right mouse button to zoom in/out. Navigating or Changing Views to Previous and Future Months Open the Date Palette from the Windows menu. The small Date Palette calendar displays. 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 to navigate to that day and month. Navigating: Moving To Other Dates in Your Schedules 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 activate the change in the schedule.

43 Navigating to Other Days 37 Getting to Today Choose Today from the View menu at any time to view the current day. Time Scale Display ( Zoom Options) Office Tracker lets you zoom in/out of your calendar views to see more or less information. Zooming in changes the time increments shown in the Daily and Weekly views to a smaller increment, from 30 minutes to 15 minutes for example. Zooming in enlarges the calendar squares in the Monthly calendar view, allowing you to see more of the events on each day. The minimum time scale is 5 minute increments and the maximum is 1 hour increments. NOTE: If you are viewing the Time Scale in 30 minute increments and have events that are shorter in duration (5 min or less), you may not be able to see them unless you zoom in. Zoom In Hold down the Control key with your cursor positioned over a schedule area, the Office Tracker cursor changes to a magnifying glass. Click the left mouse button to zoom in and see more information. Notice the time range area on the left will change the increments of your display. For example, if you are viewing your schedule in a "Daily" view format with 30 minute increments, where each cell is equal to a 30-minute span, then you "zoom in," you will then see 15-minute increments. If you zoom in again, it will change to 5 minute increments. Zoom Out Hold down the Control key with your cursor positioned over a schedule area, the Office Tracker cursor changes to a magnifying glass. Click the right mouse button to zoom out and see less information (fewer time increments or smaller calendar). Menu Zoom In/Out/Fit Choose Zoom In from the View menu to see more 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.

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45 Finding Events 39 Finding Event Text in Schedules The Find Event... feature under the Edit menu lets you find text in any Office Tracker schedule. You can search the event description, attendees list, agenda, and labels. How the Find Text Feature Works Office Tracker will search the names in the current schedule view. For example, if you are viewing your name only, Office Tracker will try to find the text in events on your schedule. Once you choose to look at the found text, Office Tracker will auto-change the view to the Daily view format to display the text of the event. To use the Find... feature follow these steps: 1. Open any schedule view document. 2. Choose Find... from the Edit menu or press Control + F, or press the Find Text button at the top of the schedule document. The Find Text window displays. 3. Enter the text you want to find by typing it in the Search for: field. TIP: Leave the "Search for" field empty to find every event within a particular date range.

46 40 Finding Events The drop-down menu to the right of the Search for field will auto-build with the last several entries you ve searched for. This can save you some typing steps on later searches. 4. Enter the Starting and Ending range of times to search within. 5. Choose the text areas you would like to search in, i.e. Description, Agenda, etc. by clicking on the corresponding check boxes. 6. Click the Find button. If only one event matches the Find criteria, Office Tracker will display the date of that event in your schedule view and the event will be highlighted. If there are multiple events matching the Find criteria, Office Tracker displays a hit list of the found events, showing the event descriptions and the dates for each event that matches the search criteria. To view any of the found events, single-click the item in the Found Events list. Office Tracker will change the view to the Daily view format and highlight the event containing the found text. Double-click on any event in the Found Events list and the Edit Event window opens. The Found Events list remains open until you choose to close the window. Closing the window loses the found set. You can have multiple "Found Events" windows open at one time.

47 Finding Events 41 Exporting Found Events for Reports Once you ve found a set of matches Office Tracker lets you Export the found events to a tab-delimitted text file. This file can be opened in most word processors, spreadsheet or database applications and is a great way to create custom reports to track time usage, etc. 1. Perform the Find as described above, choosing the Date Range and event information desired in your report. 2. Click the Export button in the Found Events window. 3. Name your export file and choose where you want to Save it. 4. Click the Save button. Now you can open this file in your spreadsheet, word processing or database application to create customized time use reports.

48 42 Finding Events When you open the exported file in a word processor you will see each event (one per line) with tabs between the event "fields" as shown above.

49 Finding Open Time 43 Finding Open Time Office Tracker gives you several ways to find open times for meetings, appointments and other events. Viewing a side-by-side group view of several names may be the best approach in offices where a front desk operator needs to see which staff member has open time during a specific day. In addition, the Free Time Indicator and Find Open Time function should prove helpful. Free Time Indicator Office Tracker s Busy Indicator Bar allows you to see who or what is available at a glance with group views. The Free Time Indicator works with the "Daily" schedule view. Along the left side of any schedule view you see the times of the day "Time Range" in the Daily view and a rectangular area to the right of each time slot. This rectangular area is the "Busy Indicator" for that time slot and indicates the busy status of all names across the columns for that time. Busy indicator displays light gray if time is "open" for all names in view, dark gray if some names are "open" and black if no names are "open." Light gray or white indicates all names in the schedule window (each column across) are available for the corresponding time. Dark gray indicates some of the names have conflicting events and black indicates none of the names are available.

50 44 Finding Open Time Find Open Times Automatically Office Tracker s Find Open Time feature automatically finds the next best time for an event for all names in the attendees list of the find open time window. Finding Open Time on Windows Clients 1. Click the Find Open Time button or choose Find Open Time from the Schedule menu. The Find Open Time dialog opens. The Find Open Time button looks like this: 2. The "Find Open Time" window opens. 3. Choose the names you want to search by selecting them in the Choose Names: area then click the arrow button >>> to move them t the Find Tim for These Names: area. Choose the dates and times to search within. 4. Click the "Find First" button. The first available time appears in the "Found Time" field. If this time does not suit you, click the "Find Next" button until you find a time that works for you. 5. Once you've found a suitable time, click the "Schedule" button to open the New Event window and create an event with the names you selected.

51 Finding Open Time 45 Finding Recurring Open Times You can automatically find a recurring event time that is open for any number of names by pressing the Recurring button in the Find Open Time window, then entering the recurring inforatmion such as Every Week on a particular day. Days Filter (Windows only feature) You can choose a particular day or series of days such as Weekdays to filter how the Office Tracker Find Open Time feature works. If you choose to search only on Mondays, Office Tracker will search any Monday within the date range you specified and return the first open time or the message No Times Found.

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53 Drag and Drop Support 47 Drag and Drop Support Office Tracker supports drag and drop features making it easier to move events to different times on your schedules. Monthly Calendar View Click on an event once to select it in the monthly view then click and hold the mouse down on the event while dragging it to move it to a new day, then let the mouse button go to drop the event on the new day. The event is now set to that day and retains all other original information. Daily View Click on an event once to select it in the Daily view then click and hold the mouse down on the event while dragging it to move it to up or down to a new time in that day and let the mouse button go to drop the event on the new time. Weekly View Click on an event once to select it in the weekly view then click and hold the mouse down on the event while dragging it to another day or time and drop the event on the new day/time you want for the event. You can also click on names in the Names Available in the Names Shown window, then click-drag them to the Names Shown field. Note: In the above case the event time and date would change accordingly. (When you add a user to an event as described, the attendees list for that event will include the additional names.)

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55 Saving Schedules and Data Backup 49 Saving Schedule Views and Data Backup Office Tracker lets you save any number of schedule views, each remains linked to the data file otclient.mdb and displays current information when opened and will stay updated as information is changed. There is no limit to the number of schedule views you can save. Saving Schedule Views Note: The Schedule Views do not store your event data. You must make backup copies of your otclient.mdb file in order to have a backup of your event data. You should also make backups of your saves views. To save a view of the current schedule window, follow these steps. 1. Click the Daily, Weekly or Monthly view icon to change your view to the format you would like to save. Make your adjustments to the column size and order of the names as desired. See "Changing the Display of Schedule Views" for more information. 2. Add the names to your view by choosing Names Shown from the Schedule menu. Note: You must have names added to your database already using the method described in the section Adding Names. 3. Choose Save from the File menu or press Control + S. This opens the "Save As"window. 4. Enter a name for your schedule view.

56 50 Saving Schedules and Data Backup 5. Adjust the location for where you save the file if necessary by choosing the correct path from the "Save in" area at the top of the Save window. TIP: You may want to create one or more Daily, Weekly, Monthly and Group views, saving each one under a corresponding name. Many people creat one view for "Rooms" and another for "Staff," etc. 6. Click the Save button. Opening a Saved View To open a saved schedule view, choose Open from the Office Tracker File menu, locate the file in the file directory and click OK to open. TIP: The preference option Remember Open Windows in the General Preferences remembers the windows you leave open when you Quit or Exit from Office Tracker and re-opens them the next time you launch the application. Making Backups of Your Schedule Data Schedule views are not where your events are stored. Each view accesses one central database file on your machine where all events are stored. This database file is named otclient.mdb. Do not rename the database file and do not move it out of the Office Tracker folder. You should make frequent backups of the "otclient.mdb" file to another disk. You need to copy your backup of the "otclient.mdb" file to another disk on a frequent basis (nightly is recommended). Restoring a Backup If your main "otclient.mdb" database becomes corrupt or lost due to a hard crash on the computer or some other minor disaster you may need to restore a backup. You can restore a backup by removing the damaged file, then moving your backup database file otclient.mdb to the Office Tracker 4.0 folder. 1. Exit the Office Tracker 4.0 application by choosing Exit from the File menu. 2. Open the Office Tracker directory (folder) on "My Computer:Program Files"

57 Saving Schedules and Data Backup Locate the "otclient.mdb" file and move it to the desktop. 4. Important! Locate your backup otclient.mdb file and make a copy of it. 5. Move the backup otclient.mdb file into the Office Tracker 4.0 folder. 6. Close the folders and restart the Office Tracker application. Problems with Schedule Views If you still have problems with your schedule data not displaying correctly, you may have a "view" that is corrupt. You can create a New View, adding the names you want and check to see if this fixes the problem. If so, delete the old view and rename the new one as desired. Note: If you have a corruption problem with your database and you restore a backup you will lose events created since the last backup. It's also a good idea to print a "Detail List" of your schedules on a regular basis in the event that you have a problem with your database file or lose your backups.

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59 Printing Schedules and Reports 53 Printing Schedules and Reports Office Tracker supports several print formats including Daily, Weekly, Monthly amd Detail List format. When printing schedules, you may want to print in the landscape orientation if you are printing several names and want to get as many names on a page as possible. If you are printing a schedule document, you will have several options on how to format your pages and which event information to print. Print Report Style If you would like to print a report you can use the Detail List format (described below) to view a great deal of information on one or more pages in a columnar, report like format. You can use the legal size paper option to get more information on one page. To print a schedule view: 1. Choose Print from the File menu. The Print Options window will display. 2. The date range and time range will depend on your current view but can be adjusted. 3. Choose the following options.

60 54 Printing Schedules and Reports Print Events (Date and Time Range) Regardless of your current view or open document, you can change the range of time to show in your printed document, by editing the time ranges here. Event Information The event information options allow you to choose the amount of information you print. In the Detail List (described below) you may want to print all information to achieve a report style printout. In the Daily, Weekly and Monthly print format you may want to limit the event information to only the items that are most important. Format This menu allows you to choose the print format: Daily, Weekly or Monthly. It will default to the format of the view you are currently displaying when you choose "Print." Daily- This format prints a daily view much like the daily view on your screen with the names across the top and times down the left of the page. If you select the Daily option and print multiple days, Office Tracker will print each day starting on a new page. Weekly- This option prints your week in a columnar format by default (days of the week side by side). By selecting "Full Page" from the "View" menu you can print to a dayplanner style printout. If you have multiple names in your printout, each day will include the events for all of the names. If you choose the Weekly option, but only choose a few days in the Print Events time range, the days you did not choose to print will be blank on the printout. Monthly- This format option prints a monthly calendar much like the monthly calendar on your screen. If you have multiple names in your printout, each day will include the events for all of the names in composit format. If you choose the Monthly option, but only choose a few days in the Print Events time range, the other days will be blank on the printout. Detail List (Great for Reports)- This format option prints a columnar report style calendar with headers for the various event information across the top of the page and each day following the next down the left side. You can experiment with the various Event Information options (Start and End Times, etc.) to get the most use from your report.

61 Printing Schedules and Reports 55 Size Menu This menu allows you to choose the layout or page style for your printed schedule. Here you can choose to print your calendar in a smaller format to fit into dayplanner style organizers. Print Private Events This option provides security for your private events when printing schedules that you want to distribute to others. (Private events are only used in multi-user network versions of Office Tracker.) Weekends This option when checked includes the weekends on the printed reports. Printing Custom Headers and Sub-Heads You can add a Header and a smaller Sub-Header to your printed schedules by choosing the Header checkbox and pressing the Header button to make changes. Header checkbox- when checked, this will print the current Header and Sub-Header at the top of your schedule printout. Header button- press to change the Header and Sub-Header for your schedule printouts. Names Shown You can click the Names Shown button to change the names you are printing on your schedule. Previewing Your Print The Preview button at the bottom of the Print window lets you see an on-screen preview of the print you will get with your current settings. Press the button to display the preview. If you like the way the printout looks, you can continue to Print from the Preview window, otherwise you can continue to adjust your settings

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63 Preferences 57 Preferences Office Tracker allows you to choose several Preferences to change the display of your schedule windows. You can adjust the font, size, time range, default event color and other settings. To view the Office Tracker Preferences window, choose Preferences... from the Edit menu. The Preferences window displays. General Preferences Click on the General tab in the Preferences window to display the preferences related to the Office Tracker application. Each General preference is outlined below.

64 58 Preferences Remember Open Documents When checked, this option will remember all previously saved Office Tracker documents that are open when you Exit the Office Tracker application and re-open them the next time you launch Office Tracker. Auto-Save Documents When checked, this option will automatically save all non-event changes made to your schedule views (events are always saved). Changes to your display such as the order of columns, size of window, font, etc. are affected. Auto-Save Local Database When checked this option saves a local copy of the event database replaces the last autosaved copy as often as indicated (every X minutes). The default is 120 minutes. Do not set the minutes below 15. Schedule Preferences Click on the Schedule tab in the Preferences window to display the preferences related to Schedule views. Each Schedule preference is outlined below.

65 Preferences 59 Daily, Weekly and Monthly View time ranges allow you to set the start and end time for your current schedule view. This information is saved with your schedule document. If you want to schedule events earlier or later than the default range, change the times by selecting the number and entering a new number. The time range you select will only display on your machine. Show Small Icons When checked, this option displays the small Group, Recurring, Agenda, Alarm and Private Event icons in the event block of Daily and Weekly views. These icons can be double-clicked to bring up the corresponding edit windows quickly. For example, to view the Agenda for a meeting you can simply double-click the Agenda icon and the Agenda window displays.

66 60 Preferences Show Header Icons When checked, this option displays the "head" icons at the top of each column on the Daily view. Show Times in Calendar This option toggles the display of the Start Time in your Monthly Calendar view. When checked, the start time for each event will display before the description. Show Weekends When checked, this option displays Saturday and Sunday in the Weekly View. Show Event Labels When checked, this option displays the text of the Event Labels in the event block on daily and weekly views. Default Label Color for Events When you click on the color square under this heading, the Pick a Color dialog displays. Use it to pick a default event color. This color is used to display events with no label selected in the New Event window. Event Preferences Click on the Event tab in the Preferences window to display the preferences related to events. Each Event preference is outlined below.

67 Preferences 61 Auto Create Events This option does not apply to the Monthly Calendar views. When checked, Office Tracker will automatically open the New Event window whenever you select a range of time, without requiring you to click the New Event button or choosing New Event from the Schedule menu. Auto Create Notification Notifications (Network Version Only) When checked, notifications are created every time you create events or meetings with attendees other than yourself. While notifications can be created, they cannot be sent in the single-user version of Office Tracker. Server Preferences (Network Version Only) The Server Settings allow you to choose the server that will be used to share your events with other Office Tracker users. Mail Preferences (Network Version Only) The Mail Preferences cannot be used in the single-user version of Office Tracker.

68 62 Preferences Server Settings (Network Version Only) The Server Settings Preferences cannot be used in the single-user version of Office Tracker.

69 Creating and Using Alarms 63 Creating and Using Alarms This chapter describes how to create and use alarm reminders. The alarm reminders consist of a mini-application named Alarmer and several sound files you can choose from for your alarm reminder sound. Alarm Reminder Overview Office Tracker s Alarm system lets you set alarm reminders for any event you create. You can be notified via Dialog Alert or Sound Notification. and pager notifications are supported only on the multi-user network version Note: Office Tracker does not need to be running for you to get alarms. The Alarm system is a background application that manages the alarms. This miniapplication alerts you at the specified time by one of the above mentioned methods. You can be reminded of important dates, events, meetings or deadlines. Creating Alarms Alarms can be created or edited at any time. The alarm is displayed on your machine only. Other users must set their own alarms even for group events. To create a new alarm, follow these steps: 1. Create a new event or double-click an existing one to edit it. 2. Click the Alarm button in the New Event or Edit Event window. The Alarm window displays as shown.

70 64 Creating and Using Alarms 3. Click the checkbox at the top of the window Alert me about this event at: if it is not already checked. 4. Choose the Alarm options you want. Standard Alarm Options # Minutes- Leave the default Zero chosen if you want the alarm to occur at the exact time and date the event starts. Choose another option to be notified a selected number of minutes, days or hours before the event starts. Repeat- Leave the default Only Once if you want the alarm to display or play just one time. Choose another option from the pop-up menu if you want the alarm to display or play more than once. Ignore After- Leave the default Forever if you want the alarm to display or play regardless of the date.