AGENDA

USER'S GUIDE

Version 3.0

Last Revised August 1991

CONTENTS

Chapter 1. INITIAL OPERATIONS

Introduction.........................................1

Common Keyboard Functions............................2

System Menu..........................................2

Logon Function...................................3

Exit Function....................................3

Chapter 2. DESK CALENDAR

Viewing Another Date.................................4

Adding Appointments or Reminders.....................5

Modifying an Appointment.............................8

Deleting an Appointment..............................8

Adding a Note to an Appointment......................9

Printing Your Appointments...........................9

Inquiring into Another User's Calendar..............10

Cleaning up Your Old Appointments...................11

Searching for Specific Appointments.................12

Exiting the Desk Calendar...........................12

Chapter 3. TELEPHONE MESSAGES

Reviewing Messages..................................13

Writing a Phone Message.............................15

Sending Messages to a Group.........................16

Inquiring About Another User's Messages.............17

Exiting Telephone Message...........................17

Chapter 4. USER STATUS

Searching for a Name................................18

Changing A User's Status............................19

Displaying the Next Page............................19

Adding New Users....................................19

Modifying User Status Information...................20

Deleting a User Status Entry........................20

Shutting Down AGENDA................................21

Chapter 5. TELEPHONE DIRECTORY

Writing a Directory Entry...........................22

Modifying a Directory Entry.........................22

Deleting a Directory Entry..........................23

Searching for Directory Entries.....................24

Printing the Telephone Directory....................24

Exiting the Telephone Directory.....................25

Chapter 6. NOTES

Viewing Additional Notes............................26

Writing a Note......................................26

Modifying a Note....................................26

Deleting a Note.....................................27

Searching for a Note................................27

Printing Your Notes.................................27

Exiting the Notes Function..........................28

Chapter 7. ALARM

Viewing Additional Alarms...........................29

Writing an Alarm....................................29

Modifying an Alarm..................................30

Deleting an Alarm...................................30

Exiting the Alarm Function..........................30

Chapter 8. MEETING PLANNER

Scheduling a Meeting................................31

Confirming a Meeting................................33

Canceling a Meeting.................................33

Viewing Additional Meetings.........................34

Exiting the Meeting Planner Function................34

Chapter 1. INITIAL OPERATIONS

INTRODUCTION

AGENDA is a desktop management system that provides

a personal calendar, a telephone message system, telephone

directory, alarm function, notepad area, and meeting planner

for individuals and groups of office workers. The program

itself is written for use with Standard PL/B.

This document contains the information and instructions

necessary for you to use AGENDA.

The document is structured as follows:

Chapter 1. OPERATION -- This chapter describes how to use

the keyboard to select commands from the ring menus, move

the cursor within the program, enter typed information, and

bring up AGENDA.

Chapter 2. DESK CALENDAR -- This chapter explains how to

use the Desk Calendar function of AGENDA.

Chapter 3. TELEPHONE MESSAGES -- This chapter explains how

to use the Telephone Messages function of AGENDA.

Chapter 4. USER STATUS -- This chapter explains how to

manage AGENDA and view the status of all users.

Chapter 5. TELEPHONE DIRECTORY -- This chapter explains how

to use the Telephone Directory function of AGENDA.

Chapter 6. NOTES -- This chapter explains how to use the

Notes function of AGENDA.

Chapter 7. ALARM -- This chapter explains how to use the

Alarm function of AGENDA.

Chapter 8. MEETING PLANNER -- This chapter explains how to

use the Meeting Planner function of AGENDA.

AGENDA is presented as various displays of

information on the central area of the screen with a ring

menu of commands at the bottom of the screen. To use the

program, you must scroll through lists, enter information,

and select commands from the ring menu. When you enter

information, you type the data, then press the Return key.

To select a function offered by a prompt or command ring,

press the Return key.

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COMMON KEYBOARD FUNCTIONS

The following descriptions indicate how to use the keyboard

to perform common functions while in AGENDA.

Operations within a command vary. Refer to the other

chapters for further information.

To exit anywhere from within AGENDA, press the F3 key.

When the F3 key is pressed, the same thing happens as if the

Exit command had been run from the top level screen. Note

that the Remove key, on those keyboards such as the Expanded

Function Keyboard and the 7391 Keyboard will perform the

same function.

To return to the previous screen when the cursor is in the

command ring, press the Quit key or the Escape key.

To back up to the previous field when you are entering data

in a screen and the cursor is in a field, press the F5 key.

To display help for a command when the cursor is positioned

on that command in the command ring, press the F5 key.

To enable or disable keyboard clicking, press the F1 key

while the cursor is in the top level screen.

To move the cursor through fields and lines of a display,

press the Up Arrow, Down Arrow, Right Arrow, or Left Arrow

keys. These keys are used during the various selection

processes. The Space Bar can also be used to move the

cursor to the right in a command ring.

An alternate method of selecting a command from the ring

menu is to enter the single letter which is capitalized in

each function name. Then press the Return key.

Occasionally, prompts will appear on the line below the ring

menu. These prompts are to inform you that you have an

alarm set and the time has been reached or you have received

a new message or you have had a meeting planned for you. To

act on these conditions go to the proper choice on the ring

menu and hit enter.

SYSTEM MENU

The AGENDA system menu is the first display or the

top level screen. The program prompts you to enter an

identification code unless the systems administrator has set

up the user for automatic startup. If you are a trusted

agent in an automatic startup, all names that you handle are

displayed and you can select the user you wish to use to log

on. This is done using the Up Arrow, Down Arrow or Space

Bar. If you are not logged on automatically, you must enter

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the identification code established by the systems

administrator during the installation of AGENDA.

After you are logged on to AGENDA, the system menu is

displayed and you can begin any function by selecting a

command from the command ring at the bottom of the screen.

Most of the commands in this command ring are discussed in

separate chapters, however, the Logon and Exit functions are

not, but are described below.

Logon Function

The Logon function allows you to bring up AGENDA as

a different user. Once this command is selected, the

current user is logged off and the user is given the choice

of whether or not his status is to be changed. The program

then, takes one of two actions based upon whether or not you

have multiple identification numbers in your user profile.

1. If there is no identification file, or if the file

contains only one identification code, the program requests

the identification of the new user, which you must enter

from the keyboard.

2. If you have multiple identification numbers in an

identification file, the different user names are displayed

and you are prompted to select the correct user. Pressing

the F5 key at this point causes the system to prompt you for

an identification number to be entered from the keyboard.

Exit Function

The Exit function allows you to leave AGENDA. When

this command is run, the user is presented with the

following prompt:

Press (Return key symbol) to Exit. To change status

enter (I)n, (O)ut or (N)ot available:

If the user simply presses the Return key, he is logged off

the system (There will no longer be an * in front of his

name in the user status screen). If the user enters an I, O

or N, he will be logged off the system and his status will

be updated with the response. If the Command or F5 key is

pressed, the exit will be aborted and the top level screen

will be displayed.

AGENDA User's Guide Page 3

Chapter 2. DESK CALENDAR

When you select the desk Calendar function from the command

ring, the program displays your desk calendar on the screen.

The screen is divided into the following sections:

o The top line contains your name, the current date, and the

current time.

o The third line contains the year and abbreviations of the

months. The current year and month are highlighted.

o The upper left contains the calendar for the selected

month and year. The selected date is highlighted.

o The upper right contains a graph of the schedule for the

selected week. The graph is divided horizontally into

15-minute units and vertically by the days of the week.

The selected day of the week is highlighted. If you have

an appointment, a shaded bar is shown on the graph.

o The bottom portion shows the appointments for the selected

date. The beginning and ending times are shown along with

a description of the appointment. The screen displays the

first seven appointments for the specified day. If a date

has more than six appointments a MORE prompt will be

displayed to remind you of appointments not on the screen,

use the Up Arrow and Down Arrow keys to see the other

appointments.

o The bottom line shows the command ring, a prompt, or an

error message.

The graph can show the appointments from one of three

starting positions: 12:00 am, 7:00 am, or 12:00 pm. The

most common shows the graph starting at 7:00 am. You can

reset the starting position for the entire graph when the

cursor is in the command ring. Press the Express key

followed by the Left Arrow key to change the starting time

to an earlier starting time. Press the Express key followed

by the Right Arrow key to change the starting time to a

later starting time.

If the HILITE parameter was not included in the user

profile, pressing the F1 key in this screen will cause the

days of the month that have appointments made for them to be

displayed in boldface numbers if your workstation allows it.

VIEWING ANOTHER DATE

To view the appointments for another date, either

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o Use the special cursor movement keys

o Select the daTe command on the command ring

If the cursor is in the command ring, you can use some of

the cursor movement keys to quickly move to another date,

week, or month. The following charts show how these keys

can be used.

Press the: To Select:

Lower Left Corner key The previous date

Lower Right Corner key The next date

Upper Left Corner key The previous week

Upper Right Corner key The next week

Press Express Key

Followed by the: To Select:

Upper Left Corner key The previous month

Upper Right Corner key The next month

If you select the daTe command on the command ring, the

cursor moves to the current date on the calendar display and

use the cursor keys to select any month or day.

If you attempt to move the cursor beyond the last day of the

month, the calendar for the next month is displayed. If you

attempt to move the cursor before the first day of the

month, the calendar for the previous month is displayed.

To select another month, first press the F5 key to move the

cursor to the list of months on the third line. Then use

the Right Arrow and Left Arrow keys to move the cursor to

the correct month. To view the calendar for that month,

press the Return key. If you attempt to move the cursor to

the right of Dec, the program moves the cursor to Jan and

shows the next year on the third line. If you attempt to

move the cursor to the left of Jan, the program moves the

cursor to Dec and shows the previous year. To select

another year, press the F5 key again and enter the new year.

When the correct date, month, and year are highlighted,

press the Return key to select that date. The program then

displays the appointments for the selected date and, if

necessary, redraws the weekly graph.

ADDING APPOINTMENTS OR REMINDERS

To add appointments or daily reminders to the schedule for

the selected date, select the Write command on the command

ring.

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You can have as many as 100 appointments for the selected

date, although a maximum of seven are shown on the screen at

one time. The cursor is positioned at the first available

line, where you may enter the appointment. If you have

seven or more appointments already for that date, the

current appointments are removed from the screen to make

room for you to enter additional appointments.

First, you must enter the starting time for the new

appointment. Use the same format as that shown for the

current time (on line 1) to type the time.

NOTE: If the 12-hour format was selected during system

generation, noon is entered as 12:00 pm and midnight as

12:00 AM. If the 24-hour format was selected, noon is 12:00

and midnight is 00:00.

If you only want to add a daily reminder or note, press the

Return key without entering a starting time (A daily

reminder or note is treated like any other appointment

except it has no starting or ending time and no graphing

associated with it). This feature may also be used to

continue appointment information onto multiple lines. If

you decide you do not want to enter a new appointment or

note, press the F5 key to return to the command ring.

AGENDA can determine if schedule conflicts occur.

To do this, it checks the calendar by 15 minute intervals.

It is possible to schedule two items which end/begin on, or

within, a 15 minute boundary. If the program finds that

there is an appointment already scheduled at the time, it

displays the following message and prompt:

Schedule Conflict - Continue ? N

If you answer Y, the program continues to add the

appointment. If you enter N, the program asks you to enter

the starting time again.

After you enter the starting time for the appointment, you

must enter the ending time. Type the time and press the

Return key. If the ending time that you enter is before the

starting time, the program displays the following error

message:

Ending Time is Before Starting Time !

You must either press the Return key to enter a new ending

time or press the F5 key to enter a new starting time. The

ending time must be on the same day as the starting time.

If an appointment spans more than one day, you must make an

entry for each day.

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NOTE: For graphing purposes, the times are rounded to the

nearest quarter hour.

After you enter the times correctly, you must enter

information about the appointment, such as the person with

whom you will meet, flight times, or hotel reservations.

Type the information (up to 55 characters) and press the

Return key.

After you enter the information, the program prompts you as

follows:

Is This a (T)entative or (F)irm Appointment ? F

If the appointment is firm, enter F. The program graphs the

time of the appointment with a solid bar. If the

appointment is tentative, enter T. The program graphs the

time of the appointment with lower case t's instead.

The program then prompts you as follows:

Allow Others to View This Appointment Information ? N

If the appointment information is confidential and you do

not want others to read the information for that

appointment, enter N. If the information is not

confidential, enter Y. For any appointments that you

designate as confidential, the program displays an asterisk

before the appointment information. Others viewing your

appointments will be able to see that the time space is

occupied but will not be able to read the appointment

information.

The program then prompts you as follows:

Does this Appointment Reoccur ?

If the appointment will occur again at the same time but on

different dates, enter Y to have the program duplicate the

appointment. Otherwise, enter N. If the appointment does

not occur again (you answered no), the program returns to

the command ring.

If you directed the program to duplicate the appointment

(you answered yes), the program asks you if the appointment

occurs daily, weekly, or monthly. The monthly option gives

you the choice of a day of the week or date of the month

reoccurrence. The day option duplicates the meeting on the

same calendar position every month. This gives you the

option of scheduling appointments on "the second Monday of

every month". The date option repeats the appointment on the

exact date of the month, for every month. After you select

the frequency of the appointment, the program asks you for

the number of occurrences. If the addition of any future

appointment falls on a Saturday or Sunday, the program asks

AGENDA User's Guide Page 7

you if you want to exclude weekends when these appointments

are added. The program then checks to see if there are any

schedule conflicts. If a conflict is found, the program

displays the following message:

Schedule conflict - Continue ?

If you answer N, no further dates will be checked and the

the appointment is not added. If you answer Y, the program

continues to check the dates. When all dates have been

checked, the program displays the total number of conflicts

found and asks if you want to add the appointments anyway.

If you answer Y, the program adds the appointments. If you

answer N, the program does not add any of the appointments

and you must re-enter the appointment.

MODIFYING AN APPOINTMENT

Select the Modify command on the command ring if you want to

change the following for an appointment on the selected date

o Starting time or ending time

o Information associated with the appointment

o Whether the appointment is tentative or firm

o Whether or not the appointment is confidential

When you select the Modify command, the program displays a

pointer next to the first appointment for that date. You

can use the Down Arrow, Up Arrow and Space Bar keys to move

the pointer to another appointment. When the pointer is at

the appointment that you want to change, press the Return

key. If you decide that you do not want to change an

appointment, press the Escape key; the cursor then returns

to the command ring.

Attempting to position the cursor above or below the detail

area allows you to view records not currently displayed. A

beep indicates that there are no more records in the

direction specified.

Once you have selected the appointment to be changed, press

the Return key. You can then type new information over the

appointment line in the same manner as you did for adding a

new appointment. To bypass an area, press the Return key.

DELETING AN APPOINTMENT

To delete an appointment or daily reminder for the selected

AGENDA User's Guide Page 8

date, select the Delete command on the command ring. The

program then displays a pointer next to the first

appointment for that date. You can use the Down Arrow, Up

Arrow and Space Bar keys to move the pointer to another

appointment. When the pointer is at the appointment you

want to delete, press the Return key. If you decide that

you do not want to delete an appointment, press the Command

key; the cursor then returns to the command ring.

Once you have selected the appointment to be deleted, the

program verifies that you want to delete this appointment.

If you answer no, the cursor returns to the appointment

line. If you indicate that the appointment occurs again,

the program asks you for the frequency, the number of

occurrences, and whether to exclude weekends in the

deletion. If you indicate that the appointment does not

occur again, only the appointment that you have selected is

deleted and removed from the graph. If, during

reoccurring appointment deletion, an appointment record is

not found, the message

Record Not Found for <date>.

is displayed. Pressing the Return key will allow the

deletion process to continue, while pressing F5 will return

the user to appointment selection. If there are no

remaining appointment records, the cursor returns to the

calendar menu.

ADDING A NOTE TO AN APPOINTMENT

To insert additional information about an appointment or

daily reminder for the selected date, select the Note

command on the command ring. The program then displays a

pointer next to the first appointment for that date. You

can use the Down Arrow, Up Arrow and Space Bar keys to move

the pointer to another appointment. When the pointer is at

the appointment for which you want to insert additional

information, press the Return key.

Once you have selected an appointment, the program inserts a

blank line in the agenda area below the line with the

appointment. Enter the information on the line, one line at

a time. The program then asks you if this information is

confidential. Once you enter the information, that line is

handled the same as if it were a reminder message or note.

If you enter a note as the first line on the screen, the

program will insert it before all appointments for the day.

PRINTING YOUR APPOINTMENTS

To print a list of your appointments and daily reminders for

AGENDA User's Guide Page 9

a specific week or range of weeks, select the Print command

on the command ring. The program then displays the

following prompt with the selected date:

Enter the Starting Date of the First Week: <date>

The date displayed is the Sunday of the current week. You

can enter another starting date or press the Return key to

retain the current starting date.

The program then displays the following prompt with the same

date as the starting date:

Enter the Ending Date of the Last Week: <date>.

The date displayed is the ending Saturday of the current

week. You can enter another ending date or press the Return

key to print only the appointments for the one day.

The program then attempts to gain access to the system

printer. If the program finds the system printer, the

program asks you if you want to use it. If you want to use

another printer or write the data on a disk file, answer N.

If you answer Y, the program sends the data to the system

printer.

If the system printer is not available, the program notifies

you and asks if you want to use an alternate printer or

write the data to a disk file. If you answer N, the cursor

returns to the command ring.

If you want to use another printer or write the data on a

disk file, the program displays the following prompt with a

possible filename:

Printer or Spool File Name: <filename>

The filename will be either AGENDA.PRT or the last printer

or disk file name you entered. You can press the Return key

to use the filename that is shown, or, you can enter the

environment, or extension and environment, or a full new

file specification.

The program rounds the starting date to the first day of the

starting week and ending date to the last day of the ending

week and then sends the data to the printer. When printing

is complete, the cursor returns to the command ring. If you

printed on an alternate printer or disk, the program reminds

you of this when you exit the program.

INQUIRING INTO ANOTHER USER'S CALENDAR

To view another user's schedule and list of appointments,

AGENDA User's Guide Page 10

select the Inquire command on the command ring. The program

then prompts you to enter a three-character key on the name

line for finding the user. The display indicates each

occurrence of the three consecutive characters and prompts

you to select the name.

Your screen then clears and shows that user's appointments

for the selected date. The user's name is highlighted. You

can select the daTe command on the command ring to view that

user's schedule for another date, the print command to print

the appointments, or the search command to search for a

specific appointment. You cannot use the add, change,

delete, insert, or cleanup commands on the other user's

appointments. You can select the Exit inquire command to

return to your appointment screen.

To finish inquiring about other user's appointments, select

Exit inquire and enter Y to the following prompt:

Are You Finished Inquiring ? Y

If you answer N, the program returns to the current

calendar.

CLEANING UP YOUR OLD APPOINTMENTS

To rapidly delete your old appointments, select the Clean up

command on the command ring. You can delete old

appointments in two manners. The first prompt asks:

Clean up All Appointments Within a Specific Period

Without Prompting ?

Answering Y or N presents the next prompt:

Clean up All Appointments Starting: mm/dd/yy

You can enter another starting date or press the Return key

to retain the current date as the starting date.

If you chose automatic deletion, the following prompt asks

you to verify deletion:

Clean Up all Appointments Starting With First mm/dd/yy

Through Last mm/dd/yy Sure?

Answering Y starts the deletion function which proceeds

without further prompting.

If you chose the prompting function, the program then

displays each appointment for that date and prompts you

verify deletion of the appointment.

AGENDA User's Guide Page 11

SEARCHING FOR SPECIFIC APPOINTMENTS

To rapidly search for a specific appointment, select the

Search command on the command ring. A key of three or more

characters can be used to search for the appointment. The

key may be located anywhere within the appointment

information.

When you select the search command, the program prompts you

to enter the key. Pressing the Return key or the Command

key returns the calendar menu. The key must contain at least

three consecutive characters. If you enter an invalid key,

the program displays an error message and prompts you to

enter the key again.

After you enter a valid key, the program displays all

appointments it finds that contain that key. The key is

highlighted in each appointment.

An additional prompt asks if you want to print the

information. If you answer N, the program returns to the

calendar menu. If you answer Y, the program then attempts

to gain access to the system printer. If the program finds

the system printer, the program asks you if you want to use

it. If you want to use another printer or write the data on

a disk file, answer N. If you answer Y, the program sends

the data to the system printer.

If the system printer is not available, the program notifies

you and asks if you want to use an alternate printer or

write the data to a disk file. If you answer N, the cursor

returns to the command ring.

If you want to use another printer or write the data on a

disk file, the program displays the following prompt with a

possible filename.

Printer or Spool File Name: <filename>

The filename will be either AGENDA.PRT or the last printer

or disk file name you entered. You can press the Return key

to use the filename that is shown, or, you can enter the

environment, or extension and environment, or a full new

file specification.

EXITING THE DESK CALENDAR

To exit the desk calendar, press the Quit key or the Command

key.

AGENDA User's Guide Page 12

Chapter 3. TELEPHONE MESSAGES

When you select the telephone Messages function, the program

displays a blank message form on the screen. You can

review, add, broadcast, and inquire about messages.

Messages are kept as three distinct types:

o New messages (those that have not yet been saved or

deleted).

o Saved messages (those reviewed that are retained for

future reference).

o Deleted messages (those deleted).

Saved and deleted messages are differentiated from new

messages by the display of the time, date, day of the week,

and name of the person who saved or deleted the message.

Messages may be saved by the recipient or by another user

during the Inquire command.

REVIEWING MESSAGES

To review, forward, save, or delete your messages, select

the Review command on the command ring. The program then

asks you what type of message you want to review. Select

New, Saved, or Deleted from the new command ring. The

program then displays the oldest message of that type on the

screen and displays a command ring with the following

entries:

o Next

o Back

o Save

o Delete

o Print

o Forward

o Remark

o fiLe

To see the next message: To see the next message of the

selected type on your screen, select the Next command on the

command ring. The next newer message is displayed. When

all messages of that type have been displayed, the program

displays the following message.

No More Messages.

To see the previous message: To see the previous message of

the selected type on your screen, select the Back command on

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the command ring. The next older message is displayed.

When all messages of that type have been displayed, the

screen remains positioned to the first message and the

program displays the following message:

No Previous Messages.

You would then select another command.

To save a message: To save a new or deleted message, select

the Save command on the command ring. The program changes

the message type to "saved" and allows the message to be

retained. This can also serve to acknowledge receipt of the

message. If you accidentally deleted a message and the

system files have not been reformatted since the deletion,

you can restore the message with the save command.

To delete a message: To delete a new or saved message,

select the Delete command on the command ring. The program

removes the message from your screen. The program then

automatically displays the next message.

To print a message: To print the message that appears on

your screen, select the Print command on the command ring.

The program prompts for you to choose to print selected

messages or all messages. The program then attempts to gain

access to the system printer. If the program finds the

system printer, the program asks you if you want to use it.

If you want to use another printer or write the data on a

disk file, answer N. If you answer Y, the program sends the

data to the system printer.

If the system printer is not available, the program notifies

you and asks if you want to use an alternate printer or

write the data to a disk file. If you answer N, the cursor

returns to the command ring.

If you want to use another printer or write the data on a

disk file, the program displays the following prompt with a

possible filename:

Printer or Spool File Name: <filename>

The filename will be either AGENDA.PRT or the last printer

or disk file name you entered. You can press the Return key

to use the filename that is shown, or, you can enter the

environment, or extension and environment, or a full new

file specification.