icalendar Lite User's Guide

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3 Table of Contents 1. Chapter One: icalendar Overview About icalendar Lite About This Guide Chapter Two: icalendar Lite Quick Start About Calendar Quick-adding a Simple Personal Calendar About Events Quick-adding an Event Navigating in Calendars to View Events Chapter Three: icalendar Lite Advanced Usage Calendar Management Creating and Customizing a Personal Calendar Edit a Calendar Delete a Private Personal Calendar Delete a Shared Personal Calendar Subscribe to a Public Calendar Export a Calendar Print a Calendar Event Management Creating New Events Importing Events to Calendar Show/Hide Events Searching Events Editing an Event Deleting an Event i

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5 1. Chapter One: icalendar Overview In this chapter, you will know what is icalendar Lite, and have a quick overview of the icalendar Lite interface About icalendar Lite icalendar Lite is an integrated calendar, event management and displaying system. Operating in eclass IP 2.5, this icalendar Lite has been greatly enhanced since the last version. Users can easily track activities, view multiple calendars, share calendar information with others, and more. Advantages of the easy-to-use icalendar Lite are: Calendar Management: It is an organized way to manage your meetings or any activity on your Personal Calendar. Users will also view multiple calendars, such as Group Calendar and Course Calendar to keep track of different events at the same time. Event management: Users can easily create event and view monthly, weekly and daily events. icalendar Lite's customizable displayed colors help you easily read personal events and other public events. Share calendars with others: Users can share calendars with others so that others can know about your schedules. To know about others' schedules, simply subscribe to their calendars. Export calendars: Calendars can be exported from icalendar Lite, and users can view them via other frequently used applications such as Microsoft Outlook and Microsoft Excel. Interface Overview: Figure 1. The main page of icalendar Lite can be divided into different parts: 1. The calendar 2. Calendar views 1

6 3. Event invitation and notification 4. Mini calendar for quick navigation 5. Calendar list 6. Events 1.2. About This Guide This guide provides a general overview of icalendar Lite and instructions of how to use this system. It can be divided into the following two chapters: Chapter Two is where you will find quick-start information. Chapter Three provides full instructions to use all functions of icalendar Lite. 2

7 2. Chapter Two: icalendar Lite Quick Start In this chapter, you will have a quick access to the icalendar Lite, and know the basic settings to create calendars and events About Calendar Calendar is a place to display schedules and events. You can define and mange specified calendars. icalendar Lite provides clear views of all your events on the chosen calendar(s). You will see a few types of calendars in the system. They are Personal Calendar, Group Calendar, Course Calendar, Optional Calendar, and School Calendar. Personal Calendar: Calendar(s) for your personal use. Personal Calendar is created by your own. Other users can not view events on your personal calendar(s) unless you share the calendar(s) with them. Group Calendar: Calendar(s) to record group events. Each group can announce specified events. Group Calendar is created by Group Admin. Group members can view the events and schedules created by Group Admin. Course Calendar: Calendar(s) to record course events. System shows all the course titles you are involved. Course Calendar is created by eclass Admin. User(s) can view the events and schedules created by eclass Admin. Optional Calendar: Shared Calendar and Public Calendar are two types of Optional Calendar. 1. Shared Calendar: Calendar(s) shared to you by other user(s). You can access them without subscription. 2. Public Calendar: Calendar(s) shared to the public by other user(s). Users are allowed to subscribe Personal Calendar(s) that have been assigned public subscription permissions. School Calendar: Official and default calendars for all users. The calendar can display public/school holidays. It can also show teaching related events for all school teachers. Only System Admin has the permission to create and edit the events on School Calendar Quick-adding a Simple Personal Calendar The following illustrations show some basic steps to create a simple Personal Calendar: 3

8 2.3. About Events An event is an organized activity that you will be doing. It can be added to a selected time slot on any date. Events can last for a few hours or a whole day. icalendar Lite displays short events using colored boxes on the calendar grids. An All day event is a specified event that needs one or more full days to complete. It is always listed on top of the calendar grids. Figure 2. Event details can be viewed by clicking on the event: 2.4. Quick-adding an Event The easy-to-read interface not only shows events in Monthly View, it can also fast swift between different views, such as Weekly View, Daily View and Agenda View. The illustrations show some basic steps to add an event to a Personal Calendar: 4

9 2.5. Navigating in Calendars to View Events icalendar Lite provides a few kinds of views including Monthly View, Weekly View, Daily View and Agenda View whereas Monthly View is the default setting. You can switch between these views by clicking corresponding tabs on the top of the unified calendar. 1. Switch calendar views: Monthly View: When you first enter the icalendar, this Monthly View will appear. Weekly View: In the Weekly View, all events in the current week will appear and you can see details by pressing on an event. Events can last for a few hours or a whole day. icalendar Lite displays short events using colored boxes on the calendar grids. An All day event is a specified event that needs one or more full days to complete. It is always listed on top of the calendar grids. 5

10 Daily View: In the Daily View, all events within a day will appear and you can see details by pressing on an event. Agenda View: In the Agenda View, you can browse events in the current day, within next 7 days or within this week. 2. Show today's events: Press Today to highlight today's events. 3. Show this week's events: Press to show all events of the week. 6

11 3. Chapter Three: icalendar Lite Advanced Usage This chapter will provide full instructions for you to use all functions of icalendar Lite Calendar Management You can create a calendar and apply changes to calendars, such as editing or deleting. A calendar can also be export or printed out Creating and Customizing a Personal Calendar Personal Calendar is a kind of calendar created by your own. Other users can not view events on your personal calendar(s) unless you share the calendar(s) with them. You can create a Personal Calendar and customize displayed colors. You can also share your Personal Calendar with other users or publish to the public. 1. Press the Manage calendars button to enter the Manage Calendars page. 2. Press the New Calendar button. 3. Enter calendar title and descriptions. 4. Select an identifying color to customize calendar display. This calendar will be represented by a bar in the calendar list in your selected color. 5. Optional: share your calendar with other users a. Press the Add user button to the user selection page. b. Choose a category. Select an item from the sub-category and press the Expand button to select individual users. If you want to select all users in the sub-category, press the Select All button. 7

12 c. Press the Add button. d. Set user permissions to Read and Edit or Read only. You can either set permissions to individual users one-by-one or to all users. 6. Optional: Choose Yes to publish your calendar as a Public Calendar to open to everyone. Otherwise, leave it as default option Edit a Calendar You can edit your Personal Calendar. To edit other types of calendars, your permission should be set to Read and Edit. Otherwise, only the assigned admin users can edit it. 1. Press the Manage calendars button on the left calendar bar to enter the Manage Calendars page. 2. Go to a calendar, and press the Edit button. Note You can only edit the calendars if your user permission is set to Read and Edit. If you select a Personal Calendar, you can edit the basic information, display color, sharing options. If you select a Shared Calendar, you can only edit the display color. Only System Admin has the right to edit other information Delete a Private Personal Calendar You can delete a Personal Calendar that is not shared with others. 1. Press the Manage calendars button to enter the Manage Calendars page. 8

13 2. Go to a Not-shared Personal Calendar, and press the Delete button. 3. When a pop-up message appears, press the Remove button to confirm Delete a Shared Personal Calendar You can delete a Personal Calendar that is shared with others. 1. Press the Manage calendars button to enter the Manage Calendars page. 2. Go to a shared Personal Calendar, and press the Delete button. 3. When a pop-up message appears, press the Remove button to confirm. Results Since the calender is shared to other user(s), it is only removed from your view but not the view of shared users. All other shared users can still view this calendar unless you remove all the users from sharing. Note To remove all users, you can edit a calendar and delete all shared users and then repeat the above steps to permanently delete it Subscribe to a Public Calendar Public Calendar is shared to the public by other user(s). Users are allowed to subscribe Personal Calendar(s) that have been assigned public subscription permissions. About this task The procedures are composed of two parts: searching for a Public Calendar and subscribing it. 1. Press the Manage calendars button to enter the Manage Calendars page. 2. Press Search in the Optional session. 9

14 3. Input keywords of public calendar titles and press Search. 4. Select the applicable public calendar from the result and press relevant Subscribe button Export a Calendar A calendar and its events can be exported to Microsoft Excel and Microsoft Outlook. 1. Press the Manage calendars button to enter the Manage Calendars page. 2. You have two options: To view events in Microsoft Excel, you can press Export to csv. To view events in Microsoft Outlook, you can press Export to ical. 3. Save the exported file in your computer Print a Calendar 1. Go to icalendar homepage and select a calendar view. 2. Press the Print button. 3. Another window with a full-size calendar will be displayed. You can print it out by choosing your printer Event Management You can add an event to your selected calendar. icalendar Lite also provides you convenient ways to view and edit events Creating New Events You can create a new event and add event details for a chosen calendar. 1. Press the New Event button to add create event. You can also press the New button on a calendar date to quickly access the event page. 10

15 2. Enter an event title. 3. Choose a start and end date/time. (Optional: If the event lasts for a whole day, choose All day event ). 4. Select a Repeat Mode from drop-down list. If this event occurs only once, you can choose Does not repeat. If it is a weekly event, choose Weekly. 5. Enter a location. 6. Select a calendar from calendars the drop-down list to add this event to the calendar you want. 7. Optional: Enter other relevant information, such as descriptions, personal note, linkage, etc. If a personal note is added, you will find an icon besides the event to remind you. 8. Press the Submit button Importing Events to Calendar You can create several events in batch, and import them all to a calendar. Before you begin To prepare a source file, you can follow the file format or download a sample file. 1. Press the Manage calendars button to enter the Manage Calendars page. 2. Press Import Event. 3. Press the Browse to browse the source file, choose the calendar to be imported and then press Submit. 11

16 Show/Hide Events You can show the events that you are interested in, and hide less important events. For example, If you want to see Personal Calendar only, you can tick the My Calendar checkbox, and cancel the selection of other calendars. To show events that your are interested in, you can select the checkboxes before relevant calendars. To hide the events that you are not interested in, you can cancel the selection of the checkboxes before relevant calendars Searching Events You can search event title key words to find an event. 1. Choose a calendar view from Agenda View, Daily View, Weekly View, and Monthly View. 2. Enter a keyword. 3. Choose either Search This Page or Search All. You can only search events on the displayed calendar view if you choose Search This Page. Search All allows you to search the whole calendar. 12

17 4. Press Search Editing an Event You can edit the event if your permission for this calendar is set to Read and Edit. 1. Press on an event to view the event details. 2. Press the Edit button. The event page will open. You will be able to modify event details. 3. Press the Save button Deleting an Event You can delete an event if you have the permission to delete. You can only delete the events on your own Personal Calendar. 1. Press on an event to view the event details. 2. Press the Delete button. 3. When a pop-up message appears, press the Remove button to confirm. 13