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<?xml version="1.0" ?>
<!DOCTYPE book PUBLIC "-//KDE//DTD DocBook XML V4.5-Based Variant V1.1//EN"
 "dtd/kdedbx45.dtd" [
  <!ENTITY % addindex "IGNORE">
  <!ENTITY % English "INCLUDE">
]>

<book id="korganizer" lang="&language;">

<bookinfo>

<title>The &korganizer; Handbook</title>

<authorgroup>

<author>
<firstname>Carlos</firstname>
<othername>Leonhard</othername>
<surname>Woelz</surname>
<affiliation><address><email>carloswoelz@imap-mail.com</email></address></affiliation>
</author>

<author>
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&Milos.Prudek;
&Milos.Prudek.mail;
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</author>

<author>
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&Paul.E.Ahlquist.Jr;
&Paul.E.Ahlquist.Jr.mail;
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</author>

<author>
<firstname>J&uuml;rgen</firstname>
<surname>Nagel</surname>
<affiliation><address><email>juergen.nagel@student.fh-reutlingen.de</email></address></affiliation>
</author>

<author>
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&Michel.Boyer;
&Michel.Boyer.mail;
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</author>

<othercredit role="developer">
<firstname>Reinhold</firstname>
<surname>Kainhofer</surname>
<affiliation><address><email>reinhold@kainhofer.com</email></address></affiliation>
<contrib>Developer</contrib>
</othercredit>

<othercredit role="developer">
<firstname>Cornelius</firstname>
<surname>Schumacher</surname>
<affiliation><address>&Cornelius.Schumacher.mail;</address></affiliation>
<contrib>Developer</contrib>
</othercredit>

<othercredit role="developer">
<firstname>Preston</firstname>
<surname>Brown</surname>
<affiliation><address>&Preston.Brown.mail;</address></affiliation>
<contrib>Developer</contrib>
</othercredit>

<othercredit role="reviewer">
<firstname>Lauri</firstname>
<surname>Watts</surname>
<affiliation><address>&Lauri.Watts.mail;</address></affiliation>
<contrib>Reviewer</contrib>
</othercredit>

<!-- TRANS:ROLES_OF_TRANSLATORS -->
</authorgroup>



<copyright>
<year>2000</year><holder>&Milos.Prudek;</holder>
</copyright>

<copyright>
<year>2001</year>
<holder>&Paul.E.Ahlquist.Jr;</holder>
</copyright>

<copyright>
<year>2004</year>
<holder>J&uuml;rgen Nagel</holder>
</copyright>

<copyright>
<year>2005</year>
<holder>Carlos Leonhard Woelz</holder>
</copyright>

<legalnotice>&FDLNotice;</legalnotice>

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<date>2016-12-08</date>
<releaseinfo>5.4.40 (Applications 16.12)</releaseinfo>
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<abstract><para>&korganizer; is an easy to use personal information manager
(<acronym>PIM</acronym>).  You can write journal entries, schedule appointments,
events, and to-dos. &korganizer; will remind you about pending tasks, and
help you keep your schedule. </para></abstract>

<keywordset>
<keyword>KDE</keyword>
<keyword>KOrganizer</keyword>
<keyword>kdepim</keyword>
<keyword>manager</keyword>
<keyword>time</keyword>
<keyword>schedule</keyword>
<keyword>reminder</keyword>
<keyword>appointment</keyword>
<keyword>event</keyword>
<keyword>journal</keyword>
<keyword>to-do</keyword>
</keywordset>

</bookinfo>

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<chapter id="introduction"><!--updated to 5.4.40-->
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<title>Introduction</title>

<para>&korganizer; is an intuitive and easy to use personal information manager
(<abbrev>PIM</abbrev>). You can schedule appointments, events, create
to-dos and write journal entries. &korganizer; will remind you about
pending tasks, record your occurrences, experiences, and reflections and help
you keep your schedule.</para>

<para>But &korganizer; is not only about your personal calendar, it can
help you to interact with your colleagues and friends too. With &korganizer;,
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you can invite anyone with an email address
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to an event and process responses, share a calendar (using a groupware
server or simply a file over the network), and share events (&eg;
the schedule of a championship or a conference), using the get hot new stuff
framework. &korganizer; is based on open standards, and works with
many different group scheduling servers, giving you the control over your
information and the freedom to choose the best solutions.
</para>

<para>&korganizer; is also the calendar, journal and to-do component of
&kontact;, offering you an integrated solution for your
communication and information management needs: email, notes, contacts
management, news reader and news feeds
reader.  Even if you do not use it inside &kontact;, &korganizer; is
integrated with the other &kde; <acronym>PIM</acronym> applications.
For instance, you can configure it to show birthdays from &kaddressbook; in your
agenda, use &kmail; to send and receive invitations, &etc;</para>

<para>Main features of &korganizer;:</para>
<para><itemizedlist>
<listitem><para>Create To-dos, schedule events, and write journal entries.</para></listitem>
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<listitem><para>Organize your events and to-dos by grouping the related items with tags.</para></listitem>
<listitem><para>Highlight tags with colors.</para></listitem>
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<listitem><para>Open multiple calendars, and seamlessly view and edit them.</para></listitem>
<listitem><para>Reschedule your events by drag-and-drop.</para></listitem>
<listitem><para>Generate recurring events easily.</para></listitem>
<listitem><para>Organize or attend events using the group scheduling features.</para></listitem>
<listitem><para>Choose among the multiple supported groupware servers.</para></listitem>
<listitem><para>vCalendar and iCalendar (open standards) native support.</para></listitem>
<listitem><para>Calendar merging and import.</para></listitem>
<listitem><para>Drag-and-drop between open calendars.</para></listitem>
<listitem><para>Embedding collaboration with &konqueror;.</para></listitem>
<listitem><para>Customizable icon sets.</para></listitem>
<listitem><para>Drag-and-drop tool panels.</para></listitem>
<listitem><para>Much more...</para></listitem>
</itemizedlist></para>


<para>Now take a <link linkend="five-minute-course">Five-minute fly-over
course</link> of &korganizer;, or delve into <link
linkend="managing-data">the documentation</link>!</para>

</chapter>

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<chapter id="five-minute-course"><!--updated to 5.4.40-->
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<title>Five-minute Fly-over Course of &korganizer;</title>
<subtitle> (for the experienced and for the impatient)</subtitle>

<para>Pressed for time? Let's get you kick-started with a fast, hands-on overview
of &korganizer;!</para>

<para>If you ever worked with a personal information program before, you'll be
right at home with &korganizer;. You can enter new events, reschedule existing
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events, assign tags to your events, devise new tags, enter and
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modify lists of attendees and their roles, email event invitations
automatically and exchange data with other &korganizer; calendars, create
to-dos and write journal entries.</para>

<para>This course assumes that you know how to work with the &kde;, and that
you prefer to explore on your own. Only the basic functions of &korganizer;
are covered here.</para>

<sect1 id="course-entering-events">
<title>Entering Events</title>

<procedure>
<step><para>Click the <inlinemediaobject><imageobject>
<imagedata fileref="view-calendar-agenda.png" format="PNG"/></imageobject>
</inlinemediaobject><guibutton>Agenda</guibutton> toolbar button
or choose the <menuchoice><guimenu>View</guimenu>
<guimenuitem>Agenda</guimenuitem></menuchoice> menu item.
This will bring up the <link linkend="agenda-view"><guilabel>Agenda View</guilabel>
</link>.</para></step>

<step><para>Click on the desired date in the
<link linkend="glossary" endterm="gloss-date-navigator">Date Navigator</link>.
</para></step>

<step><para>Select the text area beside the desired
hour in the main panel that reflects the time of the event. Double click
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this area, or just start typing a summary of the event to open the
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<guilabel>New Event</guilabel> dialog.</para></step>

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<step><para><link linkend="entering-data-events">Enter event details</link>.
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Use the six tabs at the bottom of the window to move
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around the dialog and access all the event's characteristics.</para></step>

<step><para>Press <guibutton>OK</guibutton> to save the
event.</para></step>
</procedure>
</sect1>

<sect1 id="course-entering-todos">
<title>Entering To-dos</title>

<procedure>
<step><para>Select the <xref linkend="menu-actions-new-todo"/>
menu item to open the
<guilabel>New To-do</guilabel> dialog.</para></step>

<step><para><link linkend="entering-data-to-do">Enter the to-do details</link>.
Use the five tabs at the bottom of the window to move
around the dialog and access all the event's characteristics.</para></step>

<step><para>Press <guibutton>OK</guibutton> to save the
to-do.</para></step>
</procedure>

</sect1>

<sect1 id="course-entering-journals">
<title>Adding Journal Entries</title>

<procedure>

<step><para>Select the <inlinemediaobject><imageobject>
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<imagedata fileref="journal-new.png" format="PNG"/></imageobject>
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</inlinemediaobject><menuchoice><guimenu>View</guimenu>
<guimenuitem>Journal</guimenuitem></menuchoice> menu item to open the
<link linkend="journal-view"><guilabel>Journal</guilabel> main
view</link>.</para></step>

<step><para>Select the <menuchoice><guimenu>Actions</guimenu>
<guimenuitem>New Journal</guimenuitem></menuchoice> menu item.</para></step>

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<step><para>Enter journal entry summary and text.</para></step>
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</procedure>

</sect1>

<sect1 id="course-rescheduling-events">
<title>Rescheduling Events</title>

<para>Rescheduling events is a simple drag-and-drop operation:</para>

<procedure>
<step><para>Using the
<link linkend="glossary" endterm="gloss-date-navigator">Date Navigator</link>
go to the date of the event that you want to reschedule.</para></step>

<step><para>You should choose an appropriate <link
linkend="reference-menus-view">view</link> before beginning this operation.
Only the <link linkend="agenda-view"><guilabel>Agenda</guilabel> view
</link> (Day, Work Week and Week views) shows individual hours and are suitable
for rescheduling exactly-timed events (appointments), while the Month view
only shows days. Therefore the Month view is most suitable for long-term
events like holidays.</para></step>

<step><para>To display the Week view select the Agenda view, press the
<inlinemediaobject><imageobject>
<imagedata fileref="view-calendar-week.png" format="PNG"/></imageobject>
</inlinemediaobject><guibutton>Week</guibutton> view toolbar button,
or choose the <menuchoice><guimenu>Go</guimenu>
<guimenuitem>Week</guimenuitem></menuchoice> menu item.
</para></step>

<step><para>Drag and drop the event to the new date and time
location.</para></step>

</procedure>

<para>If you wish to reschedule more precisely, double-click the event and
change the start and end time using the drop down menus that divide the day
into quarter hours. If that is not precision enough, you can enter the
desired time directly.</para>

</sect1>
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<sect1 id="course-rescheduling-todos">
<title>Rescheduling or Editing To-dos</title>

<para>You should choose an appropriate <link
linkend="reference-menus-view">view</link> before beginning this operation.
Only the <link linkend="todo-view"><inlinemediaobject><imageobject>
<imagedata fileref="view-calendar-tasks.png" format="PNG"/></imageobject>
</inlinemediaobject><guilabel>To-do List</guilabel> view
</link> and <link linkend="description-view">the To-do View sidebar component
</link> show to-dos which do not have a due date.</para>

<para>To display the To-do List view, press the
<inlinemediaobject><imageobject>
<imagedata fileref="view-calendar-tasks.png" format="PNG"/></imageobject>
</inlinemediaobject><guibutton>To-do List</guibutton> view toolbar button,
or choose the <menuchoice><guimenu>View</guimenu>
<guimenuitem>To-do List</guimenuitem></menuchoice> menu item.
</para>

<para>To reschedule a to-do, right click it.
This will bring up a context menu.  Choose the <guimenuitem>Copy to</guimenuitem> or
<guimenuitem>Move to</guimenuitem> menu items and select the new date from the calendar
now appearing. The to-do is now copied or moved to the selected date.
Alternatively, if the main panel holds a <guilabel>To-do List</guilabel> view,
just right click the column <guilabel>Due Date/Time</guilabel>. A calendar will
appear instantly, allowing you to set the new due date.</para>

<para>To <link linkend="entering-data-to-do">edit a to-do</link>, right click it and choose the
<guimenuitem>Edit...</guimenuitem> menu item.</para>

</sect1>

<sect1 id="course-conclusion">
<title>Conclusion</title>

<para>This five-minute course covered only the basic operation of &korganizer;.
Now you should go on and read the rest of this manual to unleash the full
power of &korganizer;'s capabilities. But if you do not feel like it, you
should at least skip through the <link linkend="faq">&FAQ;</link>.</para>

</sect1>

</chapter>

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<chapter id="managing-data"><!--updated to 5.4.40-->
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<title>Importing, Exporting, and Managing Calendars</title>

<para>&korganizer; can store (and retrieve) events, journal entries
and to-dos using various methods, and to different locations.
Each of these locations is called a <firstterm>calendar resource</firstterm>.
</para>

<para>&korganizer; supports calendar files based on standards such as
iCalendar and vCalendar natively (adding them as new resources), but you can
import the data (merge) into an existing resource and open the file in a new
window too. Importing files in the format used by the old
<application>ical</application> application is also supported.</para>

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<para>You can export your data as an iCalendar or
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vCalendar file. These files are supported by most scheduling applications.
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</para>
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<para>In this chapter, we will explain how to manage your calendar, using the
resources, import and export actions and the get hot new stuff scheme.</para>

<sect1 id="managing-resources">
<title>Calendar Resources</title>

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<para>&korganizer; uses a local file
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as its default resource. But this is not your only option: there are several
other resources you can add: groupware servers, journal entries as blogs,
network files, &etc; If you use more than one resource, &korganizer;
<link linkend="config-main-general-personal">can be configured to use the default
resource or ask which resource to use</link> when saving new events, to-dos or
journal entries. &korganizer; will seamlessly merge the items from
two or more resources in the <link linkend="description-view">views</link>.
</para>

<para>The default resource is a good choice for many use cases, but you may
want to use another resource, especially if you use a supported groupware
server. Please ask the server administrator for the information required to
configure the groupware resource, including free/busy information publishing
and retrieving. Access to free/busy information allows an event organizer to
take the attendee's calendar into consideration when adding him to the event's
attendee list.</para>

<note><para>Besides calendar storage, groupware servers typically offer contacts,
mail and <link linkend="glossary" endterm="gloss-freebusy">free/busy
information</link> storage. Therefore, some of the resources discussed here
may be related to other resources from &kmail; and &kaddressbook; (the mail and
contacts components of &kontact;), or to the
<link linkend="config-main-free-busy">free/busy settings in the main
configuration</link>.</para>
<para>Please note that &korganizer;
<link linkend="group-scheduling">group scheduling</link> communication is
based on a peer to peer email standard. This means that you do not need a
groupware server to use it!</para></note>

<screenshot id="screenshot-resources">
<screeninfo>A screenshot of &korganizer;'s Add Calendars dialog</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="korganizer-resource.png" format="PNG"/></imageobject>
<textobject><phrase>A screenshot of &korganizer;'s  Add Calendars dialog</phrase></textobject>
<caption><para>A screenshot of &korganizer;'s  Add Calendars dialog</para></caption>
</mediaobject>
</screenshot>

<procedure id="procedure-add-resource">
<title>Adding a New &korganizer; Resource</title>

<step><para>Open &korganizer;'s settings dialog with <menuchoice><guimenu>Settings</guimenu>
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<guimenuitem>Configure &korganizer;...</guimenuitem></menuchoice> and select the
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<guilabel>Calendars</guilabel> tab from the <guilabel>General</guilabel> page.
</para>
<para>Alternatively open the context menu in the
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<guilabel>Calendar Manager</guilabel> sidebar with a &RMB; click
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and select <guilabel>Add Calendar...</guilabel></para></step>
<step><para>If the <guilabel>Calendar Manager</guilabel> is not displayed on the sidebar,
choose the <menuchoice><guimenu>Settings</guimenu><guisubmenu>Sidebar</guisubmenu>
<guimenuitem>Show Calendar Manager</guimenuitem></menuchoice> menu item to
display it.</para></step>

<step><para>Press the <guibutton>Add...</guibutton> button to add new resources to
the list of available resources.</para></step>

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<step><para>Select the resource to enable it.</para></step>
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<step><para>Later, if you want to edit or delete a resource, select it on the
<guilabel>Calendar Manager</guilabel> sidebar and press <guibutton>Delete Calendar</guibutton> to delete it or
<guibutton>Calendar Properties...</guibutton> to modify it.</para></step>

</procedure>
<para>Among the existing resources, you can find in &korganizer;:</para>

<variablelist>

<varlistentry>
<term><guilabel>Birthdays &amp; Anniversaries</guilabel></term>
<listitem><para>Provides access to birthday and anniversary dates of contacts in your address book as calendar events.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>DAV groupware resource</guilabel></term>
<listitem><para>Resource to manage DAV calendars and address books (CalDAV, GroupDAV).</para></listitem>
</varlistentry>

<varlistentry>
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<term><guilabel>Google Calendars and Tasks</guilabel></term>
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<listitem><para>Access your Google Calendars and Tasks.</para></listitem>
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</varlistentry>

<varlistentry>
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<term><guilabel>iCal Calendar File</guilabel></term>
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<listitem><para>Loads data from an iCal file.</para></listitem>
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</varlistentry>

<varlistentry>
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<term><guilabel>iCal Calendar Folder</guilabel></term>
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<listitem><para>Provides access to calendar items, each stored in a single file, in a given directory.</para></listitem>
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</varlistentry>

<varlistentry>
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<term><guilabel>KAlarm Calendar File</guilabel></term>
<listitem><para>Loads data from a KAlarm calendar file.</para></listitem>
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</varlistentry>

<varlistentry>
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<term><guilabel>KAlarm Calendar Directory</guilabel></term>
<listitem><para>Loads data from a local KAlarm folder.</para></listitem>
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</varlistentry>

<varlistentry>
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<term><guilabel>Kolab Groupware Server</guilabel></term>
<listitem><para>Provides access to Kolab groupware folders and e-mail on a Kolab IMAP Server.</para></listitem>
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</varlistentry>

<varlistentry>
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<term><guilabel>Open-Xchange Groupware Server</guilabel></term>
<listitem><para>Provides access to the appointments, tasks, and contacts of an Open-Xchange groupware server.</para></listitem>
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</varlistentry>

</variablelist>

</sect1>

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<sect1 id="managing-import-export">
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<title>Importing, Exporting and Maintaining Calendars</title>

<para>While local files are just one among many other resources that can be used
by &korganizer;, they are the most convenient way to share calendars, save
copies, or import items from your old calendar program.</para>

<sect2 id="managing-import">
<title>Importing Calendars</title>

<para>If you have an iCalendar or vCalendar file, and you
would like to import it, choose the <menuchoice><guimenu>File</guimenu>
<guisubmenu>Import</guisubmenu><guimenuitem>Import Calendar...</guimenuitem>
</menuchoice> menu item. &korganizer; will ask you if you want to <guilabel>Add as new
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calendar</guilabel>, which adds the calendar file as a new local file resource or
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<guilabel>Merge into existing calendar</guilabel>, which merges the calendar
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items into an existing resource.</para>
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<para>A good time to do this would be if you received a
vCalendar with a few entries via email, for instance, or if you are planning
to import your calendar from another application. In the latter case, the first
thing to do is to use that application to export the calendar data in one of the
formats above, or use a tool to convert from the application's native format.</para>

<!--Get Hot New Stuff
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store.kde.org KOrganizer Calendars-->
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</sect2>

<sect2 id="managing-export">
<title>Exporting Calendars</title>

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<para>You can export your data as an iCalendar file, which is supported by
most scheduling applications. &korganizer; will export all calendar
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items from the enabled (checked) resources which are
<link linkend="filters-view">not filtered out</link> (let's call these items
<quote>active</quote> items). In other words, if you cannot see a calendar
item, it won't be in the exported file. To filter out the undesired items
before exporting them, you can create
<link linkend="filters-view">filters</link>. Filters are even more effective
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if you classify your events and to-dos with
<link linkend="categories-view">tags</link>. To enable and disable
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resources, check or uncheck the resource box in the
<link linkend="managing-resources"><guilabel>Calendar Manager</guilabel> </link>
sidebar.</para>

<para>To export all your <quote>active</quote> events, to-dos and journal entries
(independent of to what resource they belong) as a new iCalendar
file, choose the <menuchoice><guimenu>File</guimenu><guisubmenu>Export</guisubmenu>
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<guimenuitem>Export as iCalendar...</guimenuitem></menuchoice> menu item.
The <guilabel>Save As</guilabel> dialog will pop up.
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Enter the file name and location for the new file to complete the export
action.</para>

</sect2>

<sect2 id="managing-purge-archive">
<title>Maintaining Your Calendars</title>


<para>Contemporary computers have ample storage space. However, if you
 synchronize your &korganizer; calendar with a limited-memory machine like the
 Palm device, you will find archiving useful. The performance of &korganizer;
 can also become worse when there are many events. To archive old
items, follow the procedure below:</para>

<procedure>
<step><para>Choose the <menuchoice><guimenu>File</guimenu><guimenuitem>Archive
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Old Incidences...</guimenuitem></menuchoice> menu item.</para></step>
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<step><para>Fill in the date in <guilabel>Archive now items older than</guilabel> field or
use the Calendar Widget to choose the date. Alternatively, you can automatically
archive all items older than a certain period of time.</para></step>
<step><para>If you have chosen archiving, you must also provide a filename for
the archive in the <guilabel>Archive File</guilabel> field. If you want to
re-use an older archive file, press the <guilabel>Open file dialog</guilabel> button
and find an existing archive. The entries will be added to the file,
so any item already in the file will not be modified.</para></step>
</procedure>

<para>Archiving will keep all old items in a file, including completed
to-dos. But if you do not want to keep completed to-dos at all, choose the
<menuchoice><guimenu>File</guimenu><guimenuitem>Purge Completed To-dos</guimenuitem>
</menuchoice> menu item to remove all the completed to-dos from your
active resources. If you want to keep your completed to-dos, but
do not wish to view them in the to-do lists, consider
<link linkend="filters-view">filtering them out</link> instead of purging them.
</para>

</sect2>

</sect1>
<!-- only import ??-->
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<sect1 id="managing-get-hot-new-stuff">
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<title>Downloading Using Get Hot New Stuff</title>

<!--para>If you have a calendar containing events of public interest, such as
a conference or championship schedule, you can upload it (or check if there
is something worth downloading) using the
<ulink url="http://ghns.berlios.de/">get hot new stuff framework</ulink>.
</para-->

<para>
To open the <guilabel>Get Hot New Stuff</guilabel>
dialog, which offers a list of calendars to download, choose the
<menuchoice><guimenu>File</guimenu><guisubmenu>Import</guisubmenu>
<guimenuitem>Get Hot New Stuff...</guimenuitem></menuchoice> menu item.
If you select one of the calendars, a dialog with the list of events from the
calendars will appear. To merge the displayed events with your default resource,
press <guilabel>Merge</guilabel>.</para>

<!--para>
To open the <guilabel>Upload Hot New Stuff</guilabel> dialog, which allow you
to export calendars containing events which may be useful to other people, such
as a conference program, a list of holidays, special events, &etc;,
choose the <menuchoice><guimenu>File</guimenu><guisubmenu>Export</guisubmenu>
<guimenuitem>Upload Hot New Stuff...</guimenuitem></menuchoice>.</para>

<para>Before uploading the events, make sure you have
<link linkend="filters-view">filtered out</link> all unrelated data.</para-->

</sect1>

</chapter>

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<chapter id="chapter-views-and-filters"><!-- updated to 5.4.40-->
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<title>Views and Filters</title>

<para>While calendars (resources) can hold events, to-dos and/or journal
entries, these items are very different in nature. To-dos may have no
date associated with them, so a schedule view is not suitable to them.
Journal entries are a collection your reflections, occurrences or experiences.
They require their own view mode, as they are not related
with the list of upcoming events or the list of to-dos, &etc;</para>

<para>To solve the challenge of displaying your information in a useful and
intuitive fashion, &korganizer; offers different views, filters and search
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capabilities. You can also assign tags to related events and to-dos,
which will help you to view them later, using filters or
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colors.</para>

<sect1 id="description-view">
<title>&korganizer; Views</title>

<para>In this section, we describe the different view modes, and present an
overview of how to browse your personal data using &korganizer;.</para>

<para>The &korganizer; window can be divided into two main areas: the
main window and the sidebar. The main window displays the main views and the
sidebar displays the Date Navigator, the
To-do View, the Item Viewer and the Calendar Manager View. To show or hide the
sidebar components, check or uncheck the menu items under the
<menuchoice><guimenu>Settings</guimenu>
<guisubmenu>Sidebar</guisubmenu></menuchoice> submenu.</para>

<para>The Date Navigator is provided to browse and select dates. Today's date
will be outlined with a small box, dates which have events scheduled on them
will be bold (daily or weekly recurring events may not be marked as bold,
<link linkend="config-main-views">depending on the view configuration</link>),
and holidays will be colored red. If you want to jump to a date, simply click
on it. Hold down the mouse to select multiple contiguous dates at once.
The <guilabel>What's Next</guilabel>,
<guilabel>List</guilabel>, <guilabel>Agenda</guilabel> and
<guilabel>Journal</guilabel> views will only show events, to-dos or
journals items from the dates selected in the Date Navigator. The
<guilabel>Month</guilabel> view will show events or to-dos from the first
month shown in the Date Navigator (the selected days in the month won't change
the Month view, only month changes).</para>

<para>The To-do View sidebar component lists your to-dos, just like the
<link linkend="todo-view">To-do view</link>. It is useful if you want
to see your to-dos while using the other views.</para>

<para>The Item Viewer sidebar component shows details of the currently selected
events, to-dos or journal entries.</para>

<para>Finally, Calendar Manager Viewer sidebar component allow you to enable or
disable the resources on the list, by checking or unchecking the resource
box, and to manage your resources. For more information, please check
<xref linkend="managing-resources" />.</para>

<para>You can also browse your calendar view by choosing
the <menuchoice><guimenu>Go</guimenu>
<guimenuitem>Backward</guimenuitem></menuchoice> menu item (or pressing the
<inlinemediaobject><imageobject><imagedata fileref="go-previous.png"
format="PNG"/></imageobject></inlinemediaobject>toolbar button), which goes to
the previous day, week, month or year, choosing the <menuchoice><guimenu>
Go</guimenu><guimenuitem>Forward</guimenuitem></menuchoice> menu item (or
pressing the <inlinemediaobject><imageobject>
<imagedata fileref="go-next.png"  format="PNG"/></imageobject>
</inlinemediaobject>toolbar button), which goes to
the next day, week, month or year (depending on the view), or choosing the
<menuchoice><guimenu>Go</guimenu><guimenuitem>To Today</guimenuitem>
</menuchoice> menu item (or pressing the <inlinemediaobject><imageobject>
<imagedata fileref="go-jump-today.png" format="PNG"/></imageobject>
</inlinemediaobject>toolbar button), which will include the current day in the
current view.</para>

<sect2 id="whatsnext-view">
<title>What's Next View</title>

<para>This view displays events and to-dos in a simple format you can
quickly read. All open to-dos will be displayed, but only the events from
the days selected in the <guilabel>Date Navigator</guilabel> sidebar will be
shown. Events and to-dos are displayed one per line.</para>

<para>Switch to the What's Next view by choosing the
<menuchoice><guimenu>View</guimenu>
<guimenuitem>What's Next</guimenuitem></menuchoice>
menu item.</para>

</sect2>

<sect2 id="list-view">
<title>Event List View</title>
<para>This view displays all your to-dos, events and journal entries for
the dates selected in the Date Navigator as a list. Open to-dos that are
not due on the selected dates are not shown. This view is good for displaying
many different items in a compact fashion. It is also useful if your
events are spread out over a long time period that would not be displayed
completely on the screen when using one of the other views.</para>

<para>The items are displayed one per line. Columns show if a reminder is set
(a bell icon displayed in it means the reminder is set),  if it repeats multiple
times (a chasing-arrows icon means a repeating event), the start and end time
information. Hovering the mouse over an item will bring up a
tooltip with detailed information about the item.</para>

<para>Switch the display to the list view by choosing the
<menuchoice><guimenu>View</guimenu>
<guimenuitem>Event List</guimenuitem></menuchoice>
menu item.</para>


</sect2>

<sect2 id="agenda-view">
<title>Agenda View</title>

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<!--TODO: add agenda view options, color of resources and tags-->
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<para>The Agenda view presents your events or due to-dos for one or more days,
sorted chronologically. You can also see the length of each event in the day
timetable. To enable the Agenda view choose the <menuchoice><guimenu>View</guimenu>
<guimenuitem>Agenda</guimenuitem></menuchoice> menu item or press the
<inlinemediaobject><imageobject><imagedata fileref="view-calendar-agenda.png"
format="PNG"/></imageobject></inlinemediaobject>toolbar button.</para>
<para>The <guilabel>Day</guilabel>, <guilabel>Work Week</guilabel> and
<guilabel>Week</guilabel> views are variations of the Agenda view.
In fact, you can set the days shown in the Agenda view at any time by selecting
them in the Date Navigator.</para>
<!--check bell + chasing-arrows icon here-->
<para>Time is indicated by a time bar on the left side of the view. A scrollbar
on the right is provided when the whole day cannot be displayed on a single
screen (which is the usual case). Each rectangle in the view represents an
individual event or to-do due for that time, and displays the start and end time
and summary. A <guiicon>bell</guiicon> icon is displayed if a reminder is set, and
a <guiicon>chasing-arrows</guiicon> icon is displayed if it repeats multiple
times. Hovering the mouse over an calendar item will bring up a tooltip
with the item detailed information. To make &korganizer; show a red line
marking the current-time on the current day (the Marcus Bains line),
check the <guilabel>Show current-time (Marcus Bains) line</guilabel> box in the
<link linkend="config-main-views">&korganizer; view
configuration</link>.</para>

<para>Any event can be re-sized with your mouse. Simply move the mouse pointer
near the top or bottom edge of the event, and drag the edge up or
down. This way you can visually modify the starting and ending time of your
event. This also works in the Week and Work Week views. In other words, it
is possible to change start and end times with the mouse by just moving the
upper or lower border of the event to the new time.</para>

<para>Any event can be rescheduled with your mouse. Move the mouse pointer over
the event, and drag it to a new time location. This also works in the Week and
Work Week views. Events can be moved to other, presently non-visible dates.
Move the mouse pointer over the event, and drag it to the Date Navigator.</para>

<para>Since the Agenda view cannot contain the whole day on most screens, you
will have to scroll up and down to see the whole day. There is a useful hint that
tells you if there are any currently invisible events above or below your current
view; it is a small down-pointing arrow at the bottom  of each day view or
up-pointing arrow at the top.</para>

<tip><para>There are two useful shortcuts for adding events:

<itemizedlist>
<listitem><para>Double-click any
open region of time, and &korganizer; will automatically create an event with
default duration (which is customizable in the preferences dialog).
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You can immediately add the summary. The events <quote>snap</quote> to
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half-hour increments, rounding off to the closest half hour from where you
clicked.</para></listitem>
<listitem><para>Select any open region of time, and double click it or start
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writing the summary of the event.  &korganizer; will automatically set the
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duration and start time as defined by the selection area in the Agenda
view.</para></listitem>
</itemizedlist>
</para></tip>

<para>To help you organize your agenda, the color of the events reflect their
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view configuration</link>, it may also reflect its
<link linkend="managing-resources">resource</link>. Therefore, if you assign
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<link linkend="categories-view">tags to events</link> and
<link linkend="config-main-colors">different colors to tags</link> , you
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will be able to quickly identify the type of event by its color.
</para>

<para>
The Agenda view can display events from all your calendars merged into one view or
show a view per calendar. Having both views available via tabs is also possible and
can be <link linkend="config-main-views">customized in the preferences dialog</link>.
</para>

<sect3 id="day-view">
<title>Day View</title>

<para>This view presents the <link linkend="agenda-view">Agenda view</link> for
a single day.</para>

<para>Switch the display to the Day view by choosing the
<menuchoice><guimenu>Go</guimenu>
<guimenuitem>Day</guimenuitem></menuchoice>
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menu item or pressing the <inlinemediaobject><imageobject><imagedata fileref="go-jump-today.png"
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 format="PNG"/></imageobject></inlinemediaobject><guilabel>Day</guilabel> button
in the toolbar.</para>

</sect3>

<sect3 id="next-x-days-view">
<title>Next X Days View</title>

<para>This view presents the <link linkend="agenda-view">Agenda view</link> for
the next days, starting from today. You can change the number of days to be
displayed in the <link linkend="config-main-views">&korganizer; view
configuration</link>. The default value is 3.</para>

<para>Switch the display to the next days view by choosing the
<menuchoice><guimenu>Go</guimenu>
<guimenuitem>Next X Days</guimenuitem></menuchoice>
menu item, (X represents the number of days, usually 3).</para>

</sect3>


<sect3 id="week-view">
<title>Week View</title>

<para>The Week view provides a view similar to the Day view. Events for seven
days are shown next to each other.</para>

<para>Switch the display to the Week view by choosing the
<menuchoice><guimenu>Go</guimenu>
<guimenuitem>Week</guimenuitem></menuchoice>
menu item or pressing the <inlinemediaobject><imageobject><imagedata fileref="view-calendar-week.png"
 format="PNG"/></imageobject></inlinemediaobject><guilabel>Week</guilabel> button
in the toolbar.</para>

</sect3>

<sect3 id="workweek-view">
<title>Work Week View</title>

<para>This is the same as the Week view, except that it shows only the working
days of the week.</para>

<para>Switch the display to the Work Week view by choosing the
<menuchoice><guimenu>Go</guimenu>
<guimenuitem>Work Week</guimenuitem></menuchoice>
menu item.</para>

</sect3>

</sect2>


<sect2 id="month-view">
<title>Month View</title>

<!--TODO: add month view options-->

<para>The Month view shows all the events and due to-dos for the current
month in a familiar month calendar layout. Each cell in the view
represents a day, and each day contains all of the events that can fit in the
area provided (maximizing the window will enable you to see more appointments).
Information on repeating and reminder status is indicated through
<guiicon>bell</guiicon> and <guiicon>chasing arrows</guiicon> icons, just as
in other views.</para>

<para>Navigate the Month view using the Date Navigator arrows,
or the items and toolbar buttons from the <guilabel>Go</guilabel> menu.
Since the visible area of a day cell may not contain all events and
to-dos, you can use the keyboard to browse the items, or you
can use the scrollbars to see all the events and to-dos from that day.</para>

<para>Hover your mouse over any calendar item to display a tooltip with the
item details. Double click an empty area to create an event, double
click any calendar item to edit it.</para>

<para>To help you organize your data, the color of the events may
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reflect their tags, and their <link linkend="managing-resources">resource</link>,
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view configuration</link>. Therefore, if you assign
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<link linkend="categories-view">tags to events</link> and
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you can identify the type of event (or resource) by its color.
</para>

<para>Switch the display to the Month view by choosing the
<menuchoice><guimenu>View</guimenu>
<guimenuitem>Month View</guimenuitem></menuchoice>
menu item or pressing the <inlinemediaobject><imageobject><imagedata fileref="view-calendar-month.png"
 format="PNG"/></imageobject></inlinemediaobject><guilabel>Month</guilabel> button
in the toolbar.</para>

</sect2>

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<!-- Timeline View-->
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<sect2 id="timeline-view">
<title>Timeline View</title>

<para> The Timeline view shows all events for the selected timespan in a gantt
view. Every calendar is displayed in a separate line. </para>

<para>Hover your mouse over any calendar item to display a tooltip with the
item details. Double click an empty area to create an event, double
click any calendar item to edit it.</para>

</sect2>

<sect2 id="todo-view">
<title>To-do List</title>

<para>The To-do List provides a place for you to jot down quick (or long-term)
notes about things that need to be done. The To-do View sidebar
component appears right below the Date Navigator. You can also display it in the
main panel if you click the <inlinemediaobject><imageobject>
<imagedata fileref="view-calendar-tasks.png" format="PNG"/></imageobject>
</inlinemediaobject><guilabel>To-do List</guilabel> view toolbar button or if you choose the
<menuchoice><guimenu>View</guimenu><guimenuitem>To-do
List</guimenuitem></menuchoice> menu item.</para>

<para>You can give your to-do a <quote>date due</quote>, in other words a
date when the to-do should be finished.</para>

<para>You can also assign priorities to to-dos, and they will appear
sorted in order of priority.  The lower the number, the higher the priority,
except that zero (0) is defined as <quote>no priority.</quote></para>

<para>To make a new to-do entry, right click the To-do View sidebar component,
or the To-do List view, and choose the <guimenuitem>New To-do</guimenuitem> menu
item. If you right click an already existing to-do, you will get more
choices: you can <guimenuitem>Show</guimenuitem> the summary,
<guimenuitem>Edit...</guimenuitem> the to-do details,
<guimenuitem>Delete</guimenuitem> the to-do altogether, or you can
create a <guimenuitem>New Sub-To-do...</guimenuitem> You could for example make
a large to-do like building a house, and make sub-to-dos like choosing the
right building site, hiring an architect, hiring workers and finally arranging
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<para>When you choose <guimenuitem>New To-do...</guimenuitem>, a dialog will
pop up, allowing you to enter all necessary <link
linkend="entering-data-to-do">information</link>.</para>

<para>Click any to-do in the list to highlight it. If you click the
thick-line box on the left of the to-do description, you will change the
<quote>completed</quote> status of the to-do. If you double-click the to-do
description, you will be able to edit all its details.</para>

<para>You may also pick <link linkend="managing-purge-archive">Purge
Completed</link> from the <mousebutton>right</mousebutton> mouse button menu to
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<para>To-dos can also be dragged around with the mouse to rearrange the
hierarchy or to exchange to-dos with other calendar windows. You can also
read an <link linkend="other-features-drag-and-drop">overview</link> of all
available drag-and-drop operations.</para>
</sect2>

<sect2 id="journal-view">
<title>Journal View</title>
<para>The Journal view provides a place for you to record your reflections,
occurrences or experiences. You can display the Journal view in the main
panel if you press the <inlinemediaobject><imageobject>
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</inlinemediaobject><guilabel>Journal View</guilabel> toolbar button or if you choose the
<menuchoice><guimenu>View</guimenu><guimenuitem>Journal</guimenuitem>
</menuchoice> menu item.</para>

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<guibutton>New Journal ...</guibutton> button), a new journal
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entry will be created. If you want to edit a journal entry, just click the
text box and edit it! To remove a journal entry, press the <inlinemediaobject>
<imageobject><imagedata fileref="edit-delete.png" format="PNG"/>
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</imageobject></inlinemediaobject>delete button in the Journal view.</para>
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</sect2>

</sect1>

<sect1 id="categories-view">
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<title>Tags</title>
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<!--TODO: Add screenshot?-->

<para>To help you organize your entries in related groups, you can assign
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tags to events, to-dos and journal entries. If you assign tags, you can use them
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later when searching, filtering, and displaying events and to-dos.</para>

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<para>To assign tags when editing or creating new
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<link linkend="entering-data-events-general">events</link> or
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<link linkend="entering-data-to-do-general">to-dos</link>, click the
<guibutton>...</guibutton> button
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in the <guilabel>General</guilabel> tab. You can assign more than
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one tag to each item.</para>
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<para>To create and delete tags, choose the <menuchoice>
<guimenu>Settings</guimenu><guimenuitem>Manage Tags...</guimenuitem>
</menuchoice> menu item to open the <guilabel>Manage Tags</guilabel> dialog.
If you assign <link linkend="config-main-colors">different colors to tags</link>,
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you will be able to quickly identify the type of event by its color, either in
the Agenda view or in the Month view (depending on the
<link linkend="config-main-views">&korganizer; view configuration</link>).
</para>

</sect1>

<sect1 id="filters-view">
<title>Filters</title>

<para>To help you view, find and export your data, you can create and
use filters for your calendars. For instance, if you do not want to view
completed to-dos, you can filter them out, instead of
<link linkend="managing-purge-archive">purging them</link>. If you assign
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tags, you can use them to create filters.</para>
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<para>To create, delete and edit filters, choose the <menuchoice>
<guimenu>Settings</guimenu><guimenuitem>Manage View Filters...</guimenuitem>
</menuchoice> menu item to open the <guilabel>Edit Calendar Filters</guilabel>
dialog. Using this dialog, you can create, delete
and edit filters that will affect which items will be displayed by
&korganizer;.</para>

<!--TODO: Add detailed description of the dialog. Is it stable yet?-->

<para>The <menuchoice><guimenu>View</guimenu>
<guisubmenu>Filter</guisubmenu></menuchoice> submenu and the filter toolbar drop
down offer access to all available filters  created using
the <link linkend="menu-settings-edit-filters"><guilabel>Edit Calendar
Filters</guilabel></link> dialog. To toggle the display of the filters toolbar
on and off, choose the <menuchoice><guimenu>Settings</guimenu>
<guisubmenu>Toolbars Shown</guisubmenu><guimenuitem>Filters Toolbar</guimenuitem></menuchoice>.
If you do not want to use any filter, choose <guilabel>No filter</guilabel>.</para>

<para>Filters are useful when <link linkend="managing-export">exporting your
calendar</link>. If you use a filter, only the filtered (visible) items will
be exported. Also, filters are more effective when the items are already
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classified and organized in <link linkend="categories-view">tags</link>,
as you can easily create filters based on tags.</para>
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</sect1>

<sect1 id="search-view">
<title>Searching</title>

<para>Choose the <menuchoice><guimenu>Edit</guimenu>
<guimenuitem>Find</guimenuitem></menuchoice> menu item
or press the <keycombo action="simul">&Ctrl;<keycap>F</keycap>
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</keycombo> shortcut to find events, to-dos, or journal
entries by their to summaries, descriptions, and/or tags.
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The find action will only search the specified fields.</para>

<tip><para>You can use wildcards if you do not remember the exact summary. If
you do not know a single character of the summary, put <userinput>?</userinput>
instead of the missing character. If you do not know more characters, use
<userinput>*</userinput>. For instance if you know that the event or to-do has
<emphasis>meeting</emphasis> in the beginning and <emphasis>product</emphasis>
after, you would write <userinput>meeting*product</userinput> in the Find dialog.
&korganizer; will locate  entries like <quote>To-do: arrange meeting about the new product</quote>,
<quote>Meeting to discuss the old product line</quote> and
similar. Letter case is ignored.</para></tip>

<para>The result of the Find operation is a list of events, journal entries
and/or to-dos with the specified keyword. The search list characteristics are
the same as the <link linkend="list-view">List View</link>.</para>

<para>This resulting list is active. You can double-click a line to display
or edit the event or to-do details. Get more information about these details in
<xref linkend="entering-data-events" /> and
<xref linkend="entering-data-to-do" />.</para>

</sect1>

</chapter>

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<chapter id="entering-data">  <!--updated to 5.4.40-->
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<title>Entering Data</title>

<sect1 id="entering-data-events">
<title>Events</title>

<para>Events are future or past appointments, like business meetings, personal
anniversaries and cinema visits. An event can also take several days, like
holidays.</para>

<para>Entering a new event is very easy. Just choose the
<menuchoice><guimenu>Actions</guimenu><guimenuitem>New
Event...</guimenuitem></menuchoice> menu item. A window with
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six tabs at the bottom will appear.</para>
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<para>If you wish you can use a different way to create a new event:</para>

<procedure>
<step><para>Use the Date Navigator to go to the event date.</para></step>

<step><para>Switch to <guilabel>Agenda</guilabel> view and click the desired view's icon on the
<guimenu>View Toolbar</guimenu> or select the desired view from the
<guimenu>Go</guimenu> menu. Since your event starts at a particular time,
you should choose a <link linkend="reference-menus-view">view</link>
that displays hours of the day. You may choose <guimenuitem>Day</guimenuitem>,
<guimenuitem>Work Week</guimenuitem> view or <guimenuitem>Week</guimenuitem>
view.  The <guimenuitem>Month</guimenuitem> view is more suitable for
to-dos, described below.</para></step>

<step><para>In the main panel, double click the time and date when your
event starts. </para></step>

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<step><para>A dialog with six tabs at the bottom of the window appears.
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Enter your data as described below.</para></step>
</procedure>

<screenshot id="screenshot-event-general">
<screeninfo>A screenshot of &korganizer;'s Edit Event dialog</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="event-general.png" format="PNG"/></imageobject>
<textobject><phrase>A screenshot of &korganizer;'s Edit Event dialog</phrase></textobject>
<caption><para>A screenshot of &korganizer;'s Edit Event dialog</para></caption>
</mediaobject>
</screenshot>

<para>This is a thorough description of the individual event window fields and
widgets. Not all fields have to be filled in; some can be left empty. Read the
<link linkend="entering-data-required-fields">Required fields</link> section
for detailed information. And if you prefer to learn by example, there's one
in the <link linkend="examples-entering-event">Entering event</link> section.
</para>

<variablelist>
<varlistentry>
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<term><guilabel>Summary:</guilabel></term>
<listitem><para>Enter a short description of the event into the
<guilabel>Summary</guilabel> field.  This description is the text shown
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on the &korganizer; main panel.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Location:</guilabel></term>
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<listitem><para>Enter short description of the <guilabel>location</guilabel>
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where the event will take place.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Start</guilabel> and <guilabel>End</guilabel></term>
<listitem><para>The &korganizer; suggested Start and End dates of your event.
 Events are
expected to start and end on the same date. Change these dates as desired. Enter
the dates directly or use the <link linkend="glossary"
 endterm="gloss-calendar-widget">
Calendar Widget</link>.  Select the time from quarter hour intervals, or enter
the desired time directly into the time fields. These fields are only available
when the <guilabel>All Day</guilabel> box is not checked.</para></listitem>
</varlistentry>

</variablelist>

<sect2 id="entering-data-events-general">
<title>General Tab</title>

<variablelist>
<varlistentry>
<term>Details:</term>
<listitem><para>Enter a long description of the event in the large, untitled
rectangle. You can write as many details as you wish here. For example, If the
event is, say, planned general repair of your car, you can list all items that
need repairing. Later on you can print this list and hand it over to the
serviceman. If the event is shopping, you should list the goods that you
need to buy. Print the event and take it to the shop with
you.</para></listitem>
</varlistentry>

<varlistentry>
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<term><guilabel>Tags</guilabel></term>
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<listitem><para>You can assign several
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<link linkend="categories-view">tags</link> to a calendar item. Click the
<guibutton>...</guibutton> button to display all available tags. Check the tag boxes to
assign suitable tags to the event.</para>
<para>You can also add a new tag, modify a tag, or delete a tag in the
<guilabel>Manage Tags</guilabel> dialog. Open this dialog with <menuchoice>
<guimenu>Settings</guimenu> <guimenuitem>Manage Tags</guimenuitem></menuchoice>.</para>
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<tip><para>Your language lesson at work may belong to both Business
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and Education tags, while the anniversary of your marriage belongs to
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either Personal or Special Occasion - it is your choice.</para></tip>
</listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Access:</guilabel></term>
<listitem><para>Choose <guilabel>Public</guilabel>, <guilabel>Private</guilabel> or <guilabel>Confidential</guilabel>
to keep the event private or confidential. Currently, this choice correctly
sets the <quote>CLASS</quote> attribute of the events to
<quote>PUBLIC</quote>, <quote>PRIVATE</quote> or <quote>CONFIDENTIAL</quote>.
However, whether these settings are really used to restrict the access of the
information depends on the client and/or groupware server implementation.</para>
<warning><para>Currently, &korganizer; <emphasis>will</emphasis> display
items owned by other people and marked as confidential. Other
clients may treat them differently, but be careful when publishing private or
Volker Krause's avatar
Volker Krause committed
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confidential events: iCalendar is a text file format, and can be read
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with any text editor (if someone has read access to them). So if you want to
keep items really confidential, make sure you use a resource that
only you can access.</para></warning></listitem>
</varlistentry>

</variablelist>

</sect2>

<sect2 id="entering-data-events-attendees">
<title>Attendees Tab</title>

<para>Choose in this tab the people you want to invite to your event.</para>

<screenshot id="screenshot-event-attendees">
<screeninfo>A screenshot of &korganizer;'s Edit Event dialog - Attendees tab</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="event-attendees.png" format="PNG"/></imageobject>
<textobject><phrase>A screenshot of &korganizer;'s Edit Event dialog - Attendees tab</phrase></textobject>
<caption><para>A screenshot of &korganizer;'s Edit Event dialog - Attendees tab</para></caption>
</mediaobject>
</screenshot>

<variablelist>
<varlistentry>
<term><guilabel>Meeting Organizer:</guilabel></term>
<listitem><para>Sets the identity corresponding to the organizer of this to-do
or event. If &korganizer; is configured to send invitation emails, the identity
selected on this combo box will be used when sending these emails. The default
identity can be set in the <guilabel>Personal</guilabel> section of the
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&korganizer; configuration. In addition, identities are gathered from your &kmail;
settings and from your address book.</para></listitem>
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</varlistentry>

<varlistentry>
<term>Attendee list</term>
<listitem><para>The list in the center of the tab displays the attendees
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selected for this event, and lets you add attendees by entering the name and mail address,
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edit or remove them.</para>
<para>If the attendee(s) are in your Address Book, you do not have to
remember or type his email address to add it to the attendee list. Just click
the <guibutton>Select Addressee...</guibutton>  button and choose the attendee(s)
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;).</para>
</listitem>
</varlistentry>

<varlistentry>
<term>Participants</term>
<listitem><para>Choose the role of the attendee (Participant,
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Optional Participant, Observer, Chair) from the drop down menu at the left side of an entry.
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The role is a simple reminder of what part the attendee plays in this event.
</para></listitem>
</varlistentry>

<varlistentry>
<term>Status</term>
<listitem><para>Choose the status of the attendee (Needs Action, Accepted,
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Declined, Tentative, Delegated) from the drop down menu at the right side of an entry.
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If you use groupware schedule and request responses from your
attendees, as you receive the responses the status of the attendee will be
updated. If you do not request responses, you will have to update the status
manually.</para></listitem>
</varlistentry>

<varlistentry>
<term>Request Response</term>
<listitem><para>Select <guilabel>Request Response</guilabel> from the drop down box 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 is specially useful
when groupware scheduling is enabled, as the attendee's status is updated
automatically.</para></listitem>
</varlistentry>

 <!-- Participiants: no conflicts Reschedule button
 What is that? How does it work?-->

</variablelist>

</sect2>

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<!--Fixme Resources tab missing -->

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<sect2 id="entering-data-events-reminder">
<title>Reminder Tab</title>
<variablelist>
<varlistentry>
<term>Reminder</term>
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<listitem><para>Select a default reminder in the drop down box and press
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<guibutton>Add</guibutton> if &korganizer; should remind you about an event.</para>
<para>Use the <guibutton>Configure</guibutton> button to open the
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<guilabel>Edit existing reminder</guilabel> dialog. Using this dialog, you can choose
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how many minutes, hours or days before or after the events start or end you want to be reminded, you can set
repeating intervals for your reminders, and create special reminders that display text, send emails, play
sounds or run programs and scripts.</para>
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<tip><para>If you select to run a specific program or script at the reminder time,
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make sure, however, that you have sufficient rights to run that
program; if you do not, the program will not run.</para></tip>
</listitem>
</varlistentry>

</variablelist>

</sect2>

<sect2 id="entering-data-events-recurrence">
<title>Recurrence tab</title>

<para>Some events take place regularly. You can specify their exact scheduling
here.</para>

<screenshot id="screenshot-event-recurrence">
<screeninfo>A screenshot of &korganizer;'s Edit Event dialog - Recurrence tab</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="event-recurrence.png" format="PNG"/></imageobject>
<textobject><phrase>A screenshot of &korganizer;'s Edit Event dialog - Recurrence tab</phrase></textobject>
<caption><para>A screenshot of &korganizer;'s Edit Event dialog - Recurrence tab</para></caption>
</mediaobject>
</screenshot>

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<note><para>To activate the settings, start by selecting a recurrence rule at
the right of <guilabel>Repeats</guilabel> from the drop down box. If <guilabel>Never</guilabel>
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is selected, you are not able to make any changes on this tab.</para></note>

<sect3 id="recurrence-recurrence-rule">
<title>Recurrence Rule</title>

<para>Choose if you want to repeat this event daily, weekly, monthly or
yearly. More detailed options are as follows:</para>

<variablelist>
<varlistentry>
<term><guilabel>Daily</guilabel></term>
<listitem><para>Specify whether the event occurs every day (1), every other
day (2) and so on.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Weekly</guilabel></term>
<listitem><para>Specify whether the event occurs every week (1), every other
week (2) and so on. Also specify the days (Sunday ... Monday) on which the
event occurs. </para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Monthly</guilabel></term>
<listitem><para>You can either have the event occur on the same day of the
month, or in a specific week on a specific day of the week.  You need to
choose between these two possibilities.  By default, &korganizer; assumes you
want to repeat on the same calendar day of the month (for instance the 15th).
You can also adjust the period, so you can repeat monthly, tri-monthly and so
on.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Yearly</guilabel></term>
<listitem>
<para>This is similar to Monthly.  You need to choose whether or not you
are indicating a calendar day of the year (&eg;, the 250th day of the
year), in a specific week on a specific day of the week of a month
(&eg;, the 2nd Tuesday of March), or the day of the month in a
particular month of the year.  By default, &korganizer;
assumes you mean the day of the month.  You can adjust the period to
reflect events that occur bi-annually, every four years, and so on.</para>
</listitem>
</varlistentry>
</variablelist>
</sect3>

<sect3 id="recurrence-recurrence-range">
<title>Recurrence Range</title>

<para>By default, events which repeat will do so forever; there is no
<quote>end</quote> to the repetition. This may or may not be desirable,
so you are able to terminate the repetition by selecting an end date
or a number of occurrences.</para>

</sect3>

<sect3 id="recurrence-exceptions">
<title>Exceptions</title>

<para>You may have a very nice recurrence rule set up, but realize that
there are a few exceptions.  If you set up your college class schedule
for instance, you may want to make exceptions for holidays and the like.
In this area, you can add, change, and delete dates from the list of
exceptions (&ie; times when even if the recurrence rule matches, the
event will <emphasis>not be scheduled</emphasis>).  Pick a date with the
date selector, and press <guibutton>Add</guibutton> to include it. For
removing dates, highlight them in the box on the right side, and then
click <guibutton>Delete</guibutton>.</para>

</sect3>
</sect2>

<sect2 id="entering-data-events-attachments">
<title>Attachments</title>

<para>Events and to-dos can contain attachments. Attachments can either be stored as links
or inline. To add an attachment press the <guibutton>Add</guibutton>
button.</para>

<screenshot id="screenshot-event-attachments">
<screeninfo>A screenshot of &korganizer;'s Edit Event dialog - Attachments tab</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="event-attachments.png" format="PNG"/></imageobject>
<textobject><phrase>A screenshot of &korganizer;'s Edit Event dialog - Attachments tab</phrase></textobject>
<caption><para>A screenshot of &korganizer;'s Edit Event dialog - Attachments tab</para></caption>
</mediaobject>
</screenshot>

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<para>Checking <guilabel>Store attachment inline</guilabel> will cause the attachment to be stored inside your
calendar, which can take a lot of space depending on the size of the
attachment. If this option is not checked, then only a link pointing to the
attachment will be stored.  Do not use a link for attachments that change
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often or may be moved (or removed) from their current location.</para>

<para>The following actions in the context menu are provided to work with attachments:</para>

<variablelist>

<varlistentry>
<term><guimenuitem>Open</guimenuitem></term>
<listitem><para>Display the selected attachment with the associated application.</para></listitem>
</varlistentry>

<varlistentry>
<term><guimenuitem>Save As...</guimenuitem></term>
<listitem><para>Allows to save an existing attachment with a different name.</para></listitem>
</varlistentry>

<varlistentry>
<term><guimenuitem>Copy</guimenuitem>, <guimenuitem>Cut</guimenuitem> and <guimenuitem>Paste</guimenuitem></term>
<listitem><para>Allows to copy, cut and paste to and from the clipboard.</para></listitem>
</varlistentry>

<varlistentry>
<term><guimenuitem>Remove</guimenuitem></term>
<listitem><para>Deletes the selected attachment.</para></listitem>
</varlistentry>

<varlistentry>
<term><guimenuitem>Properties...</guimenuitem></term>
<listitem><para>Allows to change an existing attachment.</para></listitem>
</varlistentry>

</variablelist>

</sect2>

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<!--FIXME works with certain type of calendars e.g. google calendar ?-->
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<sect2 id="entering-data-events-freebusy">
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<title>Free/Busy</title>

<para>When adding attendees to your event, you need to know if they are
busy or free in that particular time. If the attendees make their free /
busy information available, you can view here their schedule before
sending the invitations.</para>

<para>This shows the free/busy schedule chart on the right, where each line
represents one of the attendees, listed on the left. The marked areas on the
chart represent the time already taken by other events, unmarked areas represent
time free from other events. You can move the event to a different point in time
by dragging it with the mouse, or resize it by moving the edges of the highlighted
area with the mouse.</para>

<para>The free/busy information is only available if the
attendee publishes his free/busy schedule, and if &korganizer; is correctly
configured to retrieve it. For more information about configuring &korganizer;
to publish and retrieve free/busy information, please check the
<xref linkend="config" />. Double-clicking on an attendee entry in the list
will allow you to enter the location of their free/busy information.
</para>

<variablelist>

<varlistentry>
<term><guilabel>Scale</guilabel></term>
<listitem><para>Sets the zoom level on the schedule chart. <guilabel>Hour</guilabel>
shows a range of several hours, <guilabel>Day</guilabel> shows a range of a few
days, <guilabel>Week</guilabel> shows a range of a few months, and
<guilabel>Month</guilabel> shows a range of a few months, while
<guilabel>Automatic</guilabel> selects the range most appropriate for the
current event or to-do.</para></listitem>
</varlistentry>

<varlistentry>
<term><guibutton>Center on Start</guibutton></term>
<listitem><para>Press this button to center the free/busy schedule chart on the
start time and day of this event.</para></listitem>
</varlistentry>

<varlistentry>
<term><guibutton>Pick Date</guibutton></term>
<listitem><para>Press this button to automatically move the event to a date and
time when all the attendees are free.</para></listitem>
</varlistentry>

<varlistentry>
<term><guibutton>Reload</guibutton></term>
<listitem><para>Press this button to reload Free/Busy data for all attendees
from the corresponding servers.</para></listitem>
</varlistentry>

</variablelist>

<para>When you want to confirm, call off or revert the entered data, choose
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among the Action Buttons <guibutton>OK</guibutton>, <guibutton>Apply</guibutton> and
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<guibutton>Cancel</guibutton>.</para>

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</sect2>
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<sect2 id="entering-data-events-template-buttons">
<title>Manage Templates</title>

<para>The <guibutton>Manage Templates</guibutton> button opens a dialog which enables you to save the
current event as a template, so that you can reuse the data entered for future
events. As an example you can save a template for a meeting that takes place at
the same location and with the same people.</para>
<para>With the <guibutton>Apply</guibutton> button you can use an existing
template for your event. Continuing the example in the preceding paragraph you
can specify the agenda of the meeting.</para>

</sect2>

</sect1>

<sect1 id="entering-data-to-do">
<title>To-dos</title>

<para>The To-do List is a place for you to write down notes to yourself about
things that you need to do. To-dos are tasks, that may or may not be
scheduled. There are short-term and long-term to-dos. For instance you should go
to a hairdresser within a week, and you should sell your old car within a
year. You likely do not want a reminder go off at a particular time, you just
want to have a list of things that you must do, and dates when they must be
finished at the latest (date due).</para>

<para>To enter a new to-do, choose
<menuchoice><guimenu>Actions</guimenu><guimenuitem>New
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To-do...</guimenuitem></menuchoice>. A window with
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five tabs at the bottom will appear.</para>

<sect2 id="entering-data-to-do-general">
<title>General Tab</title>

<screenshot id="screenshot-todo-general">
<screeninfo>A screenshot of &korganizer;'s Edit To-do dialog</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="todo-general.png" format="PNG"/></imageobject>
<textobject><phrase>A screenshot of &korganizer;'s Edit To-do dialog</phrase></textobject>
<caption><para>A screenshot of &korganizer;'s Edit To-do dialog</para></caption>
</mediaobject>
</screenshot>

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<para>This tab shares a lot of options with the <guilabel>Edit Events</guilabel> dialog,
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but has some additional items for to-dos:</para>

<variablelist>
<varlistentry>
<term><guilabel>Completion</guilabel></term>
<listitem><para>
This is a percent completed pull down menu initially set at 0% complete.
Later on, you can indicate your progress by adjusting the percent completed
in steps of 10%.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Priority</guilabel></term>
<listitem><para>Assign a priority to your to-do.  This drop down menu offers
priorities from one to nine, one being the highest.  Initially to-dos are set
to priority five (medium).</para></listitem>
</varlistentry>
</variablelist>

</sect2>

</sect1>

<sect1 id="entering-data-required-fields">

<title>Required Fields</title>

<para>This is an overview of what fields are required and what fields can be
empty when entering events and to-dos:</para>

<itemizedlist>
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<listitem><para>You must fill in the <guilabel>Summary</guilabel> field.</para></listitem>
<listitem><para>The <guilabel>General</guilabel> Tab may be left completely
empty.</para></listitem>
<listitem><para>If you set a <guilabel>Reminder</guilabel>,
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you should also specify the time, and
either the sound to be played or the program to be run.</para></listitem>
<listitem><para>The <guilabel>Attendees</guilabel> tab may be left completely
empty.</para></listitem>
<listitem><para>The <guilabel>Recurrence</guilabel> tab must only be filled if
you select a daily, weekly, monthly or yearly repeat.
</para></listitem>
<listitem><para>The <guilabel>Attachments</guilabel> dialog may be left completely
empty.</para></listitem>
</itemizedlist>
</sect1>
</chapter>

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<chapter id="group-scheduling">   <!--updated to 5.4.40-->
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<title>Group Scheduling</title>

<para>The group schedule functionality of &korganizer; allows you to
organize appointments, meetings and shared to-do items, request responses
from attendees and publish items. If you are being invited to an event or
to-do, you can reply to it, stating if you will be able to attend, or send a
counter proposal, with different arrangements, like a different time or
location. You can also publish your free/busy schedule, to let people know when
you are available, and request the same information from others.</para>

<para>Currently, &korganizer; schedules events and to-dos using email to
transport the data, in a standards based scheme, the IMIP-protocol for group
scheduling. Being a standard, IMIP is a used by many other clients too. For
example &Microsoft;<application>Outlook</application>, Lotus
<application>Notes</application> and Novell
<application>Evolution</application>. This means that you can share
events with other users using one of these clients.
&korganizer; is integrated with &kmail; for receiving, processing, and sending
events, event responses, updates, cancellations, &etc; For instance, when you
get an invitation in &kmail;, and decide to
accept it, by clicking the <guilabel>accept</guilabel> link in the mail
body, the event is added to your calendar, and a response to the event's
organizer is sent automatically.</para>


<!--TODO: check if to-dos work or not.-->
<!--TODO: check what happens if you counter without this option on.-->

<para>If you check the <guilabel>Use Groupware Communication</guilabel> box
in the <link linkend="config-main-groupscheduling">&korganizer; group
scheduling configuration</link>, &korganizer; will handle the group scheduling
communication for you. In other words, you will seldom need to use the
<guimenu>Schedule</guimenu> menu directly to perform the scheduling actions.
For instance, if you <link linkend="entering-data-events">create an
event or to-do</link> with attendees, &korganizer; will ask you if you want to send the
invitations to the attendees, so you will not need to use the <menuchoice>
<guimenu>Schedule</guimenu><guimenuitem>Send Invitation to Attendees</guimenuitem>
</menuchoice> menu item later. Also, if you change your status as an attendee
for an event you were invited to, it will ask you if you want to send your updated
status to the event's organizer, so you will not need to use the <menuchoice>
<guimenu>Schedule</guimenu><guimenuitem>Send Status Update</guimenuitem>
</menuchoice> menu item later.</para>



<sect1 id="publish">
<title>Publishing an Event, To-do or Journal Entry</title>

<para>If you simply want to send an event, to-do or journal entry, choose the
<menuchoice><guimenu>Schedule</guimenu><guimenuitem>Publish
Item Information...</guimenuitem></menuchoice> menu item, when the item is
selected. Then a dialog appears, asking you the email addresses which will
receive the event or to-do. The item will be sent by email, in the iCalendar
format.</para>

<para>Please note that you can use this action to email any item to
anyone, not just to the item's attendees. In fact, you can publish an item with no
attendees at all, as publishing does not request an answer from the
attendees.</para>

<para>
An example: you are playing in a band and, from time to time, you
give live concerts. To notify your fans about the concerts, you maintain
a mailing list. If you use &korganizer; to organize your concert dates,
you can just choose the <menuchoice><guimenu>Schedule</guimenu>
<guimenuitem>Publish Item Information...</guimenuitem></menuchoice> menu item,
put in the address of the mailing list and the event gets sent. Mailing
list subscribers who use &korganizer; get the concert date automatically
inserted in their calendar.
</para>

<para>Publishing an event as described above will only inform the receiver about
the event, but not give her the option to ask for attendance. Use
<menuchoice><guimenu>Schedule</guimenu><guimenuitem>Send as iCalendar...</guimenuitem></menuchoice>
if you want to provide that option instead.
</para>

</sect1>


<sect1 id="as-organizer">
<title>Acting as Organizer in Group Scheduling</title>

<para>When you create <link linkend="entering-data-events">an event</link> or
<link linkend="entering-data-to-do">a to-do</link>, and
<link linkend="entering-data-events-attendees">add attendees to it</link>, you
are acting as the event organizer. To add attendees, use the
<link linkend="entering-data-events-attendees">
attendee tab</link>, in the <guilabel>Edit Event</guilabel>, or
<guilabel>Edit To-do</guilabel> dialog. In the
<link linkend="agenda-view">Agenda view</link>, a little icon
<inlinemediaobject>
<imageobject>
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<imagedata fileref="organizer.png" format="PNG"/><!--FIXME wrong icon meeting-organizer?-->
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</imageobject>
<textobject>
<phrase>Organizer Icon</phrase>
</textobject>
</inlinemediaobject>
is placed in the event, if you are the
organizer of a group scheduling event.</para>

<para>The organizer is responsible for sending the invitations, collecting
the attendees responses, and for keeping the data of the event or to-do up to
date for all people involved.</para>

<sect2 id="request">
<title>Sending Invitations and Processing Responses</title>

<para>To organize an event or to-do,
<link linkend="entering-data-events">create it</link> in
&korganizer; and add all the people that should attend using the
attendees tab. &korganizer; can send invitations to the
attendees, either automatically (depending on
<link linkend="config-main-groupscheduling">&korganizer; group
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scheduling configuration</link>), or by selecting the event or to-do and
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choosing the <menuchoice><guimenu>Schedule</guimenu><guimenuitem>Send Invitation
to Attendees</guimenuitem></menuchoice> menu item.
The attendees get an email containing all the relevant information
for the event or to-do. They can respond to the meeting proposal by accepting or
rejecting it or by making a counter proposal. They can also delegate or forward the
invitation.
All this information is sent to you by email again and, if you have configured &kmail;
appropriately, the attendees responses are automatically inserted in your calendar.
If there are additional attendees willing to participate (e.g. by accepting a forwarded
invitation) you will be asked to accept the new attendees.
</para>

</sect2>

<sect2 id="cancel">
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<title>Cancelling an Event or To-do</title>
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<para>To cancel an event or to-do you have to be the organizer. If you
checked the <guilabel>Use Groupware Communication</guilabel> box
in the <link linkend="config-main-groupscheduling">&korganizer; group
scheduling configuration</link>, just delete the item, and &korganizer; will
ask you to send the cancellation. If not, simply select the
item, and choose the <menuchoice><guimenu>Schedule</guimenu>
<guimenuitem>Send Cancellation to Attendees</guimenuitem></menuchoice>
menu item.</para>

<para>This action will send a cancel-message to all attendees, so
they can remove the item from their calendars too.</para>
</sect2>
</sect1>


<sect1 id="as-attendee">
<title>Acting as the Attendee</title>

<para>When you get an email with an invitation and accept it, the event or to-do
is added to your calendar. If it is an event, a little icon
<inlinemediaobject>
<imageobject>
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<imagedata fileref="meeting-attending.png" format="PNG"/>
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</imageobject>
<textobject>
<phrase>Attendee Icon</phrase>
</textobject>
</inlinemediaobject>
is placed in the event in the <link linkend="agenda-view">Agenda
view</link>.</para>

<sect2 id="reply">
<title>Answering an Invitation</title>

<para>If you have an invitation in your &kmail; inbox you can either press
<guibutton>Reject</guibutton> to ignore the request, or press
<guibutton>Accept</guibutton> or <guibutton>Accept Cond.</guibutton>. The
last two actions will insert the item into your calendar. In any case, &kmail; will
send your response to the organizer automatically.</para>

<para>You can also <guibutton>Delegate</guibutton> or <guibutton>Forward</guibutton>
the invitation. When delegating, you can suggest another person as your proxy.
Using <guibutton>Forward</guibutton> you can forward the invitation to one or more
people not yet invited.
When the receiver of the delegation or forward accepts the invitation,
the organizer will be asked to approve the new attendee.</para>

<para>If for any reason you changed your mind, edit your status in the item's
<link linkend="entering-data-events-attendees">attendee tab</link>. If you
checked the <guilabel>Use Groupware Communication</guilabel> box
in the <link linkend="config-main-groupscheduling">&korganizer; group
scheduling configuration</link>, &korganizer; will ask you to send an email
updating your attendee status. If not, choose the <menuchoice>
<guimenu>Schedule</guimenu><guimenuitem>Send Status Update</guimenuitem>
</menuchoice> menu item to send your status update.
</para>
</sect2>

<sect2 id="counter">
<title>Sending an Alternative Proposal</title>


<para>If you are not satisfied with some of the characteristics of the event or
to-do you got invited to, and want to send a counter proposal to the organizer
(for instance an alternative location or time), just edit the item and send it
back as your proposal, by selecting the item and choosing the <menuchoice>
<guimenu>Schedule</guimenu><guimenuitem>Request Change</guimenuitem>
</menuchoice> menu item.</para>

<para>The organizer of the event will get your proposal by email, and
will be able to accept it or decline.</para>
</sect2>

<sect2 id="refresh">

<title>Requesting the Latest Version of an Event or To-do</title>

<para>To request the latest version of an event or to-do, select
the item, and choose the <menuchoice><guimenu>Schedule</guimenu>
<guimenuitem>Request Update</guimenuitem></menuchoice> menu item.
The organizer should then send you back the latest version of the item.</para>

</sect2>
</sect1>

<sect1 id="free-busy">
<title>Free Busy information</title>

<para>The free/busy information represents an availability schedule. By
presenting the intervals when one already has previous commitments,
others can avoid arranging appointments for these periods. Note that only the
times are published, not the events, reasons or attendees.</para>

<para>&korganizer; supports publishing and retrieving free/busy information,
either manually or automatically.</para>

<para>To email your free/busy information, choose the <menuchoice><guimenu>Schedule</guimenu>
<guimenuitem>Mail Free Busy Information...</guimenuitem></menuchoice> menu item. Enter the
email addresses you want to send the information to in the dialog and press
<guilabel>OK</guilabel>.</para>

<para>Groupware servers usually have a standard location for uploading
your free busy information, so that other users can access your data, and
you can access other user's free busy schedule. You can configure
&korganizer; to upload and download free busy information automatically,
using the <link linkend="config-main-free-busy">Free Busy preferences</link>,
in the &korganizer; <guilabel>Configure</guilabel> dialog.</para>

<para>To upload your free/busy information to the server set in &korganizer;
preferences, choose the <menuchoice><guimenu>Schedule</guimenu>
<guimenuitem>Upload Free Busy Information</guimenuitem></menuchoice> menu
item.</para>

</sect1>

<sect1 id="examples">
<title>Examples</title>

<sect2 id="examples-entering-event">
<title>Entering a New Group Event</title>

<para>In this example, you'll enter an event. You need to arrange a meeting on
<emphasis>the next Monday</emphasis> regarding launch of your new
Product. Your boss <emphasis>Joan Holden</emphasis> will be the event
chairwoman <emphasis>owner</emphasis>, and you, Jack Smith, will be the event
<emphasis>organizer</emphasis>. There will be two more
<emphasis>attendees</emphasis> (participants): <emphasis>Peter
Krzinski</emphasis> and <emphasis>Kirsten Friese</emphasis>. Joan gave you
the program of the meeting. The appointment will start at
<emphasis>12 noon</emphasis> and end at <emphasis>1 pm</emphasis>. The same
appointment should be scheduled <emphasis>(recurred)</emphasis> each Monday.
</para>

<procedure>
<step><para>Using the Date Navigator, go to the next Monday.</para></step>

<step><para>Choose the <menuchoice><guimenu>Actions</guimenu><guimenuitem>New
Event...</guimenuitem></menuchoice>, or select the area between
<emphasis>12 noon</emphasis> and end at<emphasis>1 pm</emphasis>,
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and start typing the event summary.</para></step>
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<step><para>Enter a suitable summary. It's important to choose the right brief
description, because it appears in many places. We suggest
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that you enter <userinput>Product launch event</userinput>.</para></step>

<step><para>Enter the detailed event program into the largest rectangle
area. For the sake of this simple example, enter <userinput>Introduction,
The Plan, Conclusion</userinput> on three separate lines.</para></step>

<step><para>Go to the <guilabel>Reminder</guilabel> tab.  Set the
reminder time to 15 minutes, just long enough to brew a cup of tea
prior to the meeting start.</para></step>

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<step><para>Go to the <guilabel>General</guilabel> tab.
Select <guilabel>Appointment</guilabel> from the
<guilabel>Manage Tags</guilabel> dialog.</para></step>
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<step><para>Go to the <guilabel>Recurrence</guilabel> tab and select the
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<guilabel>Weekly</guilabel> repeats.</para>
<note><para>Most work has been done for you automatically. &korganizer;
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defaults to recurring weekly. Also note that <guilabel>Ends:</guilabel> <guilabel>never</guilabel>
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is chosen. This means that this event will be repeated each
Monday (starting, of course, on Monday August 30, 2010) until the end of
time (that is, until you delete it).</para></note></step>

<step><para>Since everything is all right here, click the
<guilabel>Attendees</guilabel> tab.</para></step>

<step><para>In the <guilabel>Attendees</guilabel> tab you should do the
following:</para>
<substeps>

<step><para>You will see that you are the organizer of the event.</para></step>

<step><para>In the first input field enter the email in the
<userinput>Name &#060;email&#062;</userinput> format. In our example, enter
<userinput>Joan Holden &#060;jholden@thiscompany.com&#062;</userinput>.
<tip><para>If the attendees are already in your &kde; address book, instead of typing the
names and emails, you can press the <guibutton>Select Attendees...</guibutton>
button to add them.</para></tip></para></step>

<step><para>Choose <emphasis>Chair</emphasis> as the role.</para></step>

<step><para>In the next input field enter <userinput>Peter
Krzinski &#060;pkrzinski@thiscompany.com&#062;</userinput>.</para></step>

<step><para>In the next input field enter
<userinput>Kirsten Friese &#060;kfriese@thiscompany.com&#062;</userinput>.
</para></step>

</substeps>
</step>

<step><para>If you have configured &korganizer; to use groupware communication,
you will be asked if you want to send an email to the attendees, with details
of the event and asking for a response if the
<guilabel>Request response</guilabel> box from the
<guilabel>Attendees</guilabel> tab is checked. Else, you can
send the invitations choosing the <menuchoice><guimenu>Schedule</guimenu>
<guimenuitem>Send Invitation to Attendees</guimenuitem></menuchoice> menu
item.</para></step>

<step><para>Review the event setup by clicking on the tabs.
If you are satisfied, click <guibutton>OK</guibutton>.</para></step>
</procedure>

<para>Congratulations, you've scheduled your first event!</para>
</sect2>

</sect1>

</chapter>

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<chapter id="config">  <!--updated to 5.4.40, missing General System Tray + Calendars-->
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<title>&korganizer; Configuration</title>

<para>To change &korganizer;'s look and behavior, choose the
<menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
&korganizer;...</guimenuitem></menuchoice> menu item. You can get more information
about all the configure options and possibilities in
<xref linkend="config-main" />.</para>

<para>To customize the set of tools available on the bar, choose the
<menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure Toolbars...
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</guimenuitem></menuchoice> menu item and read the Section <ulink
url="help:/fundamentals/config.html#toolbars">Customizing Toolbars</ulink>
in the &kde; Fundamentals.</para>
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<para>Localization information like date and time formats can be
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configured from &systemsettings; within the modules <guilabel>Language</guilabel>,
and <guilabel>Formats</guilabel>. These control modules can be
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accessed from within &korganizer;: just choose the <menuchoice><guimenu>
Settings</guimenu><guimenuitem>Configure Date &amp;
Time...</guimenuitem></menuchoice> menu item.  &korganizer; has to be restarted
for changes done in &systemsettings; to take effect.</para>

<para>To configure where &korganizer; stores and retrieves calendar events,
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journal entries and to-dos, (in local files, groupware servers &etc;),
please check <xref linkend="managing-resources" />.</para>
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<sect1 id="config-main">
<title>&korganizer; Main Configuration</title>

<para>The options dialog lets you configure a number of different areas of
&korganizer;.</para>

<sect2 id="config-main-general">
<title>General page</title>

<sect3 id="config-main-general-personal">
<title>Personal tab</title>

<para>The personal options relate to your personal identity, and other
miscellaneous things that do not fall under any of the other general
categories.</para>

<variablelist>

<varlistentry>
<term><guilabel>Full name</guilabel></term>
<listitem><para><guilabel>Full name</guilabel> is initially set to
<quote>Anonymous</quote> with an email address of
<quote>nobody@nowhere</quote>. You can change your name by directly
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entering it here. This name will be displayed by default as
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<guilabel>Organizer</guilabel> in to-dos and Events.</para></listitem>
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</varlistentry>

<varlistentry>
<term><guilabel>Email address</guilabel></term>
<listitem><para><guilabel>Email address</guilabel> 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.</para></listitem>
</varlistentry>

<varlistentry>
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<term><guilabel>Default Email Attachment Method</guilabel></term>
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<listitem><para>This option allows you to select the way an email is attached to
an event. You can attach an email as the complete email including attachments,
the email excluding attachments or only a link to the email.</para>
<para>Note that attaching an email without attachments might invalidate its signature.
</para></listitem>
</varlistentry>
</variablelist>

</sect3>

<sect3 id="config-main-general-save">
<title>Save tab</title>

<variablelist>

<varlistentry>
<term><guilabel>Confirm deletes</guilabel></term>
<listitem><para>When you check <guilabel>Confirm deletes</guilabel> box,
 &korganizer;
will ask you to confirm each deletion. If this is not checked, &korganizer;
will not ask before deleting events.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>New Events, To-dos and Journal Entries Should</guilabel></term>
<listitem><para>This option lets you choose between adding new items to
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the default calendar or making &korganizer; ask you which calendar should be
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used to save each new item.</para>
<para>Kolab2 server specificity: It is recommended to choose <guilabel>Be asked
which calendar to use</guilabel>, if you intend to use the shared folder
functionality of the <guilabel>Kolab</guilabel> server. This
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will allow you to keep control of which information is available only to you,
and which information is published in the shared folders.</para>
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</listitem>
</varlistentry>

</variablelist>

</sect3>

<!-- System Tray tab missing-->

<!-- Calendars tab missing-->

</sect2>

<sect2 id="config-main-time-and-date">
<title>Time and Date</title>

<sect3 id="config-main-time-and-date-regional">
<title>Regional tab</title>

<variablelist>

<varlistentry>
<term><guilabel>Day begins at</guilabel></term>
<listitem><para>Select the time you start your day from the drop down list.
It could be the time when you usually get up, or the time when you start
working. This setting does not prevent you from adding or viewing items before
this time, it just sets the time that will be displayed by default on the top
of the calendar view. Use the scrollbar to display earlier or later events
in the Agenda view.</para></listitem>
</varlistentry>

<varlistentry>
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<term><guilabel>Holidays</guilabel></term>
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<listitem><para>Select your country from the drop down list, or if
it is not listed, select <guilabel>(None)</guilabel>.
If your country is selected, &korganizer; will recognize and display
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its important dates and holidays in the calendar view.</para></listitem>
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</varlistentry>

<varlistentry>
<term><guilabel>Working Period</guilabel></term>
<listitem><para>The options <guilabel>Daily starting hour</guilabel> and
<guilabel>Daily ending hour</guilabel> let you specify when your working day starts
and when it ends. &korganizer; sets the working hours apart by marking them
with a different color from the non working hours, holidays and non working
days.</para>
<para>Additionally, you have check boxes beside each day of the week.
Check the week days that are working days for you, in order to mark the working
hours in these days. Checking <guilabel>Exclude holidays</guilabel>
prevents &korganizer; from marking the working hours for the holiday days in the
region defined in the <guilabel>Use holiday region</guilabel> drop down above.</para>
</listitem>
</varlistentry>
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<varlistentry>
<term><guilabel>Weekly Start Day</guilabel></term>
<listitem><para>Select the first day of each week.
Normally, you can ignore this since it is set in your locale.</para></listitem>
</varlistentry>

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</variablelist>
</sect3>

<sect3 id="config-main-time-and-date-default">
<title>Default Values tab</title>

<variablelist>
<varlistentry>
<term><guilabel>Default appointment time</guilabel></term>
<listitem><para>Select the default start time for events from the drop down list.
When you choose <link linkend="menu-actions-new-event">New
Event</link> from the <link linkend="entering-data-events">Actions Menu</link>, 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.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Default duration of new appointment (HH:MM):</guilabel></term>
<listitem><para>Select the default duration for events using the spin box. When
you choose <link linkend="menu-actions-new-event">New Event</link> from the
<link linkend="entering-data-events">Actions Menu</link>, or create an event in
some other manner such that &korganizer; cannot guess its duration,
&korganizer; will use this as the default value.
</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Reminders</guilabel></term>
<listitem><para>
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Select a <guilabel>Default reminder time</guilabel> to determine how long before
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the actual event's scheduled time the reminder will activate.</para>
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<para>Set a file to be used as the default sound file for new reminders. You can
always specify another file in the Advanced Reminder accessible from the
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event or to-do editors.</para>
<para>Check the next two boxes if you want to enable reminders for all newly created events
or to-dos. You can always turn-off the reminders in the editor dialogs.</para>
</listitem>
</varlistentry>

</variablelist>
</sect3>
</sect2>

<sect2 id="config-main-views">
<title>Views</title>

<para>These options let you configure &korganizer; views:</para>

<sect3 id="config-main-views-general">
<title>General tab</title>
<variablelist>
<varlistentry>
<term><guilabel>Next x days:</guilabel></term>
<listitem><para>This option allows you to change the number of days shown by the
<guimenu>Next x Days</guimenu> menu item in the <guimenu>Go</guimenu>
menu.</para></listitem>
</varlistentry>

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<varlistentry>
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<term><guilabel>Enable tooltips for displaying summaries</guilabel></term>
<listitem><para>If your summary for an event is longer than would fit in the
current View, the remaining characters are not displayed. Check <guilabel>Enable
tooltips for displaying summaries</guilabel> if you want the full summary
displayed when hovering the mouse pointer over the appointment for a few
seconds.</para></listitem>
</varlistentry>

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<varlistentry>
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<term><guilabel>To-dos use tag colors</guilabel></term>
<listitem><para>Check this box so that to-dos will use tag colors and not
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colors specific to their due, due today or overdue state.</para></listitem>
</varlistentry>

</variablelist>

<para><link linkend="description-view">Date Navigator</link> options:</para>

<variablelist>

<varlistentry>
<term><guilabel>Show items that recur daily</guilabel></term>
<listitem><para>If the <guilabel>Show items that recur daily</guilabel>
box is checked, the days containing daily recurring
events are shown in bold typeface in the Date Navigator.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Show items that recur weekly</guilabel></term>
<listitem><para>If the <guilabel>Show items that recur weekly</guilabel>
box is checked, the days containing weekly recurring
events are shown in bold typeface in the Date Navigator.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Show to-dos instead of events when in Todo View</guilabel></term>
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<listitem><para>Check this box to show the days containing to-dos in bold typeface in the
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Date Navigator when in To-do view.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Show journals instead of events when in Journal View</guilabel></term>
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<listitem><para>Check this box to show the days containing journals in bold typeface in the
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Date Navigator when in Journal view.</para></listitem>
</varlistentry>

<varlistentry>
<term><guilabel>Week numbers select a work week when in work week mode</guilabel></term>
<listitem><para>If the <guilabel>Week numbers select a work week when in work
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week mode</guilabel> box is checked, clicking on the week numbers along the
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