Sun Java System Calendar Server Online Help |

Contents Index

> # Options Tab Topics

> Options allow you to change the appearance and behavior of your calendar. You can also import and export calendar formatted data.

> Help topics are divided into the four options types:

> - Appearance Options
> - Settings Options
> - Importing Calendar Data
> - Exporting Calendar Data

> # Appearance Options

> There are three Appearance options: Color Scheme, Toolbar, Display Font.

> ## Color Scheme

> You can choose one of five different color palettes used in Calendar Express.

> 1. From the Options tab, click Appearance.
> 2. Under the heading “Color Scheme”, click the circle next to the desired color scheme.
> 3. Click Save Changes when you have finished setting Appearance options.

> Your color selection takes effect immediately.

> ## Toolbar

> You can choose how icons are presented on the View, Calendar and Group tabs: icons with text (default), icons only, or text only.

> 1. From the Options tab, click Appearance.
> 2. Click the circle next to your choice.

> The three choices are:

> - Show icons and text - Display the icon with the text below it. This is the default view for Calendar Express.
> - Show icons only - Display only the icons.
> - Show text only - Display only the text name for the icon.
> 3. Click Save Changes when you are finished with all Appearance options.

> ## Display Font

> You can select the font size and type used in Calendar Express.

> 1. From the Options tab, click Appearance.
> 2. Click the Face pull-down menu to reveal the list of font styles.

> There are three choices: Sans Serif, Serif, Mono.

> 3. Click your style choice.
> 4. Click the Size pull-down menu to reveal the list of font sizes.

> There are three choices: Larger, Default, Smaller.

> 5. Click your size choice.
> 6. Click Save Changes when you are finished with all Appearance options.

> # Settings Options

> The Settings options are: Default Initial View, Default Calendar Group, Date, Time, Day, First Day of the Week, Time Zone, Event and Task Reminders, Event Notifications.

> Event Notification can be turned off by the calendar system administrator, so you might not see it under Settings.

> ## Default Initial View

> By default, at login all calendars are opened in the Overview. If you would like your calendar to open in a different view at login, you can choose it by setting this option.

> To set the option, follow these steps:

> 1. From the Options tab, click Settings.
> 2. Click the Default Initial View pull-down menu.

> The six views are listed.

> 3. Click one of the views to select it.
> 4. Click Save Changes when you are finished with all Settings options.

> ## Default Calendar Group

> To choose a calendar group to display automatically at log in, follow these steps:

> 1. From the Options tab, click Settings.
> 2. Click the Default Calendar Group pull-down menu to reveal the list of groups.

> If you have not defined any calendar groups, you see “No Calendar Group,” and your default calendar displays at login.

> 3. Click the calendar group you want to view at login.
> 4. Click Save Changes when you are finished with all Settings options.

> The next time you log in, you will see this calendar group displayed instead of your own default calendar.

> To return to displaying your default calendar at login, repeat this procedure, choosing “No Calendar Group” at step 4.

> ## Group Invitations

> This option is enabled as the system default. (You see the checkbox with a checkmark inside.) To disable this option, follow these steps:

> 1. From the Options tab, click Settings.
> 2. Click the checkbox to deselect the checkbox (remove the checkmark).

> When disabled, the attendee list is not pre-populated when you click the New Event icon while viewing a group.

> 3. Click Save Changes when you are finished with all Settings options.

> ## Date

> To change the way the date displays in your calendar, follow these steps:

> 1. From the Options tab, click Settings.
> 2. Click the Date pull-down menu to reveal the Date format choices.
> 3. Click the date format you want.
> 4. (Optional) Change the separator character by typing in any keyboard character.

> The most commonly used separator characters for dates are: forward slash (/), dash (-), and colon (:), but you can use any keyboard character you desire. If you want to return to the default character, type in a forward slash (/).

> 5. Click Save Changes when you are finished with all Settings options.

> ## Time

> Time can be reported based on a 12-hour clock, or on a 24-hour clock. For example, 3 o’clock in the afternoon will be reported as 3:00pm in the 12-hour clock setting, or 15:00 in the 24-hour clock setting.

> 1. From the Options tab, click Settings.
> 2. Click the circle next to the Time format you want to use.
> 3. Click Save Changes when you are finished with all Settings options.

> ## Day

> Select a start and end time for your calendar days, then set what time intervals will appear on the calendar, such as “every hour”.

> 1. From the Options tab, click Settings.
> 2. Click the “Day starts at” pull-down menu.
> 3. Click your choice of hours.
> 4. Click the “Day ends at” pull-down menu.
> 5. Click your choice of hours.

> The day displayed will go up to but not include this hour.

> 6. Click the “Split days” pull-down menu.

> Your choices are: every fifteen minutes, every half hour, every hour, every two hours, every four hours.

> 7. Click the desired time interval.

> The smaller the interval you choose, the bigger the calendar is. You might have to scroll to see the whole day for the smaller intervals.

> 8. Click Save Changes when you are finished with all Settings options.

> ## First Day of the Week

> Select the day of the week that weekly and monthly calendar views will start on.

> 1. Click the Options tab.
> 2. Click Settings.
> 3. Click the First Day of the Week pull-down menu to reveal the list of days.
> 4. Click your choice of days.
> 5. (Optional) Select the checkbox labeled “Exclude Saturday and Sunday from week and month views.”

> When you are in Week or Month views Saturday and Sunday will not show on the calendar. This has no effect on the Overview or Day views.

> 6. Click Save Changes when you are finished with all Settings options.

> ## Time Zone

> Change the default time zone that calendars use to display dates and times. Times for calendars from other time zones will be adjusted to your default time zone unless you specify otherwise (see Step 6).

> 1. From the Options tab, click Settings.
> 2. In the Time Zone section, click the name of the current default time zone.

> The Change Default Time Zone window opens. You see the three global areas listed as tabs at the top: North/South America, Europe/Africa, Asia/Pacific Rim.

> 3. Click an area tab to see a list of time zones.

> All time zones of the world are divided into three areas: North/South America, Europe/Africa, Asia/Pacific Rim. Choose the area that contains the appropriate time zone. For a list of time zones by global area, see Standard Time Zones.

> 4. Click the circle next to the time zone you want to select.
> 5. Click OK.

> The Change Default Time Zone window closes. The time zone you selected now appears as the default time zone for your calendars and groups.

> 6. (Optional) Select the checkbox labeled “When displaying a single calendar use its time zone.”

> If you check this box, an individual calendar’s, or a group’s, own time zone is used when it is being displayed. The times will not be adjusted to your default time zone. If a group does not have a time zone, the default time zone will be used, even if the individual calendars in the group have different time zones.

> 7. (Optional) Select the checkbox labeled “Show time scale for each displayed calendar time zone.”

> This is applicable when viewing a calendar group. If one or more of the calendars in your calendars group have a time zone setting different from the default time zone, a time scale is displayed for each of the time zones represented. For example, if your calendar is in the Europe/Paris time zone, but your group’s time zone is America/New York, you would see all calendar items adjusted to the American/New York time scale, but you would also see a time scale for Europe/Paris. If the group has no time zone, the time scales are also still displayed, but the calendar items are adjusted to the default time zone found in the Options tab.

> 8. Click Save Changes when you are finished with all Settings options.

> ## Event and Task Reminders

> Setting this option causes an email reminder to be sent to you automatically for events and tasks on your calendar.

> 1. Click the Options tab.
> 2. Click Settings.
> 3. Select the checkbox labeled: “Email me a reminder.”
> 4. In the text input box, enter the number of minutes/hours/days before an event that you want the email reminder mailed out.

> For example, the default is 15 minutes, but if you prefer to have the reminders sent 1 hour before the event or task, you would enter 1 in the box.

> 5. Click the pull-down menu to reveal the list of time periods: minutes, hours, days.
> 6. Click your choice of minutes, hours, or days.

> For instance if you want to be reminded 1 hour before events and tasks are due, click hours as your choice.

> 7. Enter your email address or addresses that you want the reminder sent to.

> You can enter multiple email addresses by separating them with commas (,), or semi-colons (;).

> For example, if your name is John Doe and you want to send reminders to both your work account (jdoe@i-zed.com) and personal email account (johnnyd@sesta.com), you would enter the following:

> jdoe@i-zed.com, johnnyd@sesta.com

> When you create an event or task, the calendar system uses the email address you set in this option to pre-fill the entry field in the Reminders tab. You can override this option by entering a new address in the Reminders tab entry field.

> 8. Click Save Changes when you are finished with all Settings options.

> ## Event Notifications

> This option only appears on your Options tab if your system is configured for it. Otherwise, you will not see it. Setting this option causes an email notification to be sent to you every time someone else schedules an event on your calendar.

> 1. From the Options tab, click Settings.
> 2. Select the checkbox to have an email notification sent automatically when an event is scheduled on your calendar.
> 3. Enter an email address to send the notification to.

> This field is pre-filled with your email address, but you can enter any email address.

> 4. Click Save Changes when you are finished with all Settings options.

> # Importing Calendar Data

> Add data to one of your calendars by importing it from a calendar data file.

> 1. Click the Options tab.
> 2. Click Import.

> You see the Event Destination, Import Format, and Date Range items.

> 3. Click the “Add events to” pull-down menu to see a list of available calenders.
> 4. Click the name of the calendar the data will be added to.
> 5. Click the Import Format pull-down menu to reveal the data format choices: iCal, XML.

> iCal, or iCalendar, is an internet standard format as defined in RFC2445.

> 6. Click the data format choice.
> 7. Enter the source file name with path, or click Browse to locate the file.
> 8. Click one of the Date Range options: Import all events from file, Beginning...Ending.

> You can choose to import all events from the file, or indicate a begin and end range for the dates.

> To set a beginning and ending date:

> 1. Click the Beginning pull-down menu to reveal the list of months.
> 2. Click the month you want to begin with.
> 3. Enter the day of the month to start with in the text input box.
> 4. Enter the year to begin with in the text input box.
> 5. Click the Ending pull-down menu to reveal the list of months.
> 6. Click the month you want to end with.
> 7. Enter the day of month you want to end with in the text input box.
> 8. Enter the year to end with in the text input box.
> 9. Click Import to begin importing the file.

> # Exporting Calendar Data

> Export data from one or more calendars to a file.

> 1. Click the Options tab.
> 2. Click Export.
> 3. Click a calendar ID from the Calendars pull-down menu to select a calendar to export.
> 4. Click the Add button to put it in the Calendars To Export list.

> You can remove a calendar from the Calendars To Export by clicking the calendar ID and clicking Remove.

> Repeat steps 3 and 4 until you have selected all the calendars you want to export.

> 5. Click one of the Date Range options: Export all events, Beginning...Ending.

> You can choose to export all the events from the calendar, or indicate a beginning and end range for the dates.

> To set a beginning and ending date:

> 1. Click the Beginning pull-down menu to reveal the list of months.
> 2. Click the month you want to begin with.
> 3. Enter the day of the month to start with in the text input box.
> 4. Enter the year to begin with in the text input box.
> 5. Click the Ending pull-down menu to reveal the list of months.
> 6. Click the month you want to end with.
> 7. Enter the day of month you want to end with in the text input box.
> 8. Enter the year to end with in the text input box.
> 6. Click the Export Format pull-down menu to reveal your data format choices: iCal, XML.

> iCal, or iCalendar, is an internet standard format as defined in RFC 2445.

> 7. (Optional) Select the Outlook format checkbox so the exported calendar data can be imported using the Microsoft Outlook client.
> 8. Click the data format you want the calendar data exported in.
> 9. Click the Export button.

> A window opens allowing you to select a location for the exported file. Click OK to close the window when you have specified the location.

> Your data will begin exporting to the selected file.

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