SiteScape Forum Quick Start Guide

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SiteScape Forum Quick Start Guide This manual provides lists of steps to assist you in using Forum as quickly and productively as possible. INTRODUCING SITESCAPE FORUM.....................................................................................................1 WHAT ARE FORUMS?...................................................................................................................................2 WHAT IS IN THIS MANUAL?.........................................................................................................................3 WHERE CAN I GET MORE INFORMATION?...................................................................................................3 USING FORUM.............................................................................................................................................4 USER STEPS..................................................................................................................................................4 Register as a User..................................................................................................................................4 Log In......................................................................................................................................................5 Change Your Password..........................................................................................................................6 View Information....................................................................................................................................7 Viewing Information about People using Forum...................................................................................7 Viewing Forums......................................................................................................................................8 Viewing a Document...............................................................................................................................8 Viewing a Discussion Topic...................................................................................................................8 Add a Document.....................................................................................................................................9 Add a Discussion Topic........................................................................................................................10 Add a Reply...........................................................................................................................................10 MORE ABOUT USING FORUM...............................................................................................................12 USER STEPS................................................................................................................................................12 Delete an Entry.....................................................................................................................................12 Receive E-Mail Notifications................................................................................................................13 View Notification Notes........................................................................................................................14 View a Count of Newly Added Entries.................................................................................................14 View New or Modified Entries.............................................................................................................15 Modify Registration Information..........................................................................................................16 USING THE CALENDAR..........................................................................................................................17 USER STEPS................................................................................................................................................17 Viewing your personal calendar..........................................................................................................17 Viewing a day’s schedule.....................................................................................................................18 Schedule an Appointment.....................................................................................................................18 Create a To Do List Item......................................................................................................................18 Merge Calendars..................................................................................................................................19 NEXT STEPS................................................................................................................................................20 ii Introducing SiteScape Forum SiteScape Forum is a collaboration tool that allows you to work with others, either through networked computers inside of your company or across the Internet. It is accessed using a web-browser (such as Internet Explorer or Netscape Navigator). To collaborate using SiteScape Forum is to bridge the gap between working alone at your computer and working together in meetings with your co-workers. Forum creates an online, “virtual meeting space”. You log in as an individual and immediately become much more than just that. In addition to fostering an open exchange of ideas and information, Forum records and threads each user’s contributions. Thus, an invaluable reference source of your company’s work is created as the work itself is done. Through a highly advanced search mechanism, you can quickly locate items within this reference source. In the use Forum, you will experience increased team synergy, along with other benefits, in the following ways:  Ideas are formed interactively. When actual meetings are held, a team has already become familiar with and participated in the formulation of ideas. Discussion of ideas and the implementation process of them become more efficient through such a pre-established, shared understanding. Forum becomes a “pre-meeting” meeting.  Documents can be reviewed and commented on at every stage of their composition. This allows for easy modifications and adjustments. Also, Forum makes it easy for more than one person to contribute to a document. You can control who has access to the document and when they can make changes to it.  Forum allows everyone in a company, and at multiple designated sub-levels, to work from the same online calendar. Replace the merely figurative phrase; everyone can literally be, “on the same page.”  Since Forum is Internet based software, the movement from “Forum” to “the Internet” or to other Internet based applications is seamless, integrated, and easy. Forum presents its web pages within your browser’s window. You move from page to page through links. The links are often indicated by color and are sometimes underlined. When you select a link, by clicking once on it, your web browser displays the selected page. Forum also uses toolbar buttons to present new information to you. Toolbar buttons are located at the top of a Forum page. Features that are accessed through them include: list unseen entries, search, add entries, and help. Certain toolbar buttons expand into a drop-down tools menu. The list of tools found there further specify the function you wish to perform. You can add new discussion topics, add documents, add surveys, delete items, send e-mail, and much more. Toolbar buttons and drop-down tools menus are described in more detail later in this book. 1 What are Forums? In general, “forums” are understood to be places where people gather to discuss a topic. In SiteScape Forum, a forum is an online work area in which a certain type of information is presented by and for multiple users. The different types of forums included in our product are:  Summit Page— Considered Forum’s “home” or “starting” page. It contains a list of and links to all the other forums that are accessible to you.  Discussion and Document-Sharing (nicknamed “docshare”)—Contains folders of discussions and documents. You can create discussion topics that are posted (placed) into these web pages. At some later point, a teammate can post a reply to the topic. In this way, an online discussion forms over time; the entirety of which can be revisited. You can also use this forum to create, edit, review, or distribute documents (such as Microsoft Word files, spreadsheets, slide presentations, URLs, and more).  Calendar—Allows you to schedule appointments, list “to do” items, and more.  Newspaper—Displays online news articles, tracked web pages, and Internet newsgroups. It’s easy to clip articles, save them, or share them with teammates.  Chat—Allows people to hold more interactive discussions online. These discussions happen by teammates being at their computers during the same block of time. Everyone can read and add comments dynamically, moment by moment, as they choose.  Team Page—Creates a separate, “private” space, apart from the other users on the summit page. In this space, a team can develop a project in private before making its work public.  Forum Tracker—Is a personal “home” or “starting” page for individual users of Forum. Here you can keep track of activity in the forums most important to you, such as newly added replies to a discussion, newly added documents, or a change made to a topic, reply, or document. You can also maintain a list of URLs that point to your favorite web pages, keep a personal file area, maintain a personal calendar, and have a private collection of pointers to your favorite types of news articles.  Help—Describes the Forum product and helps you to use it. Some forums are a single set of pages (there is only one summit page forum, for example). With other types of forums, your administrator can create several instances of that type of forum. For example, a summit page can list a Discussion and Document-Sharing forum called, Company Policies and Procedures. All of the entries found there relate to that one topic. Another Discussion and Document-Sharing forum called, Company Open Forum, can contain a free-form discussion area for the company, and so on… There can also be a company calendar, a department calendar, a team calendar, and every team member can have an individual calendar. 2 What is in this Manual? This book provides, for first-time Forum users, very brief instructions on tasks necessary to begin using Forum quickly and effectively. The beginning of every section provides a list and a description of each task (what it is, what it accomplishes, and why you might want to do it). The User Steps section that follows contains the actual steps you must perform in your web browser in order to complete each task. Where can I get More Information? For more information, you can read the description of the product in the Help file. To access the Help file, click on the following toolbar button: In addition to the toolbar button, many of Forum’s web pages include a Help button located at the bottom of the page. 3 Using Forum This Quick Start page provides a list of the most common tasks that you need to do when you start using SiteScape Forum. To view a list of how to perform any one of these tasks, read the User Steps section that follows this table. What you need to do… Why you want to do it… Register as a User. Most installations of Forum require that you register by providing a username, a password, and other information. Installations of Forum either allow self-registration , or require you to contact an administrator. Log in to Forum. If you do not log in, Forum’s default installation allows view-only access. It does not allow you to participate in discussions or share your documents. (You are considered an anonymous user.) Some installations deny viewing rights to anonymous users. Change your password. This is an optional task. If you are happy with your password, as set by you or your administrator, you can keep it. If not, it can be changed. View information. Once you log in, you can view forums (which are listed on the summit page), discussion topics, documents, information about people using Forum, and more. Add a document to a Discussion and Document-Sharing forum. After viewing the contents of forums, you will want to participate by sharing documents with your teammates. Add a discussion topic to a Discussion and Document-Sharing forum. After viewing the contents of forums, you will want to participate by starting discussions with your teammates. Add a reply to a topic. You will also want to participate in a discussion topic that someone else already started. User Steps The following are instructions for a default installation of Forum. Since Forum is highly customizable, the wording and images on the pages of your browser may appear differently from what appears below. However, the steps and general concepts should still be the same. Register as a User If the summit page says that you must contact an administrator to register, ignore these steps and contact your system administrator. 1. View Forum's summit page. This is Forum's “home” or “starting” page. The summit page contains links to all of the tools and work areas included in Forum. 4 In the previous example, replace the italicized parts of the URL with values that apply to the installation of Forum you are using. The summit page contains links to “forums” or “applications” that allow you to have online discussions, share documents, view calendar entries, read news articles, and more. 2. Click on the register now link, which is located toward the top of the page, under the banner and toolbar buttons. In a default installation, this link is contained in the following sentence: Welcome visitor. Please register now if you are a new user. 3. On the “User Registration for...” page, provide the information requested at the top of the form, as follows:  Login name  Full name  Password Be sure to specify your password twice, once in the “Password:” text box, and then in the “Once more:” text box. Remember that passwords are case sensitive. If letters are uppercase, you must type them in uppercase, and so on. If you do not specify these three items at the top of the form, Forum will not accept your registration. The remaining information text boxes on the form are optional. Complete as many or few as you like. Consider, though, providing an e-mail address, since Forum places links to your e-mail on items you create. This makes it easy for other users to get in contact with you. Notice the fields toward the bottom of the form. (For example, the text boxes in the Forum Tracker and Other Preferences sections.) These are user preferences that can affect how Forum looks, feels, and operates for you. New users can ignore these items for now. After you have grown accustom to using Forum, you can go back and modify these. 4. When you are finished providing information, click on the OK button at the bottom of the page. 5. A status report on your registration then appears. If you have successfully registered, you are asked to log in. To do this, click on the log in now link. Log In The following describes, for registered users, how to log in to a default installation of Forum: 1. View the summit page. 5 The summit page provides a login box to the right side of the page. 2. In the login box, enter your username. Be sure to type the correct case (lower and uppercase) for the letters in your username and password. 3. When you finish typing your username, press the Enter or Return key (for Internet Explorer browsers) or press the Tab key (Netscape browsers). The cursor moves to the next text box. 4. Enter your password. 5. When you finish typing your password, press the Enter or Return key (Internet Explorer), or click on the “Log in” button (Netscape). This submits your log in information. If you log in successfully, Forum redisplays the summit page. In a default installation, Forum changes its greeting to welcome you by name. Notice that your name in the welcoming message appears as a link. When you click on this link, Forum displays your user profile, which includes a summary of the information you provide when you register. An administrator can configure Forum to allow you to use your NT username and password. Another option is to remove all specific username or password requirements. Change Your Password There are several ways to change your password. The following method contains the fewest steps: 1. View the summit page. 2. If you have not already logged in, do so. 3. Click on your linked name in the greeting, which, by default, looks like this: Welcome Charles Bell The next page to appear will be your user profile. 4. Click on the Modify button on the “User Profile for...” page. It appears as follows: 5. On the “Modify User…” page, enter your new password in the “Password:” text box. Enter it again in the “Once more:” text box. Passwords are case sensitive, so remember any lower and uppercase letters in your password. 6. Click on the OK button at the bottom of the page. 6 7. You can click on the Summit button to return to the summit page, as follows: View Information Generally, to view Forum items you click either on links (text that displays, when you click on it, another page) or on toolbar buttons (icons that are linked to additional pages). The following steps show you how to view a few of the items found in SiteScape Forum: Viewing Information about People using Forum 1. View the summit page. 2. Click on the Find people button, which is located in the tool bar at the top of the page, as follows: 3. If you know the name or the username of the person for whom you are looking, you can type the name in the “Search text:” text box and then click on the OK button at the bottom of the “Find People in...” page. Forum then displays a table of information about the users whose user information matches your search criteria. 4. If you do not know the name of the person for whom you are looking and want to browse through all of the registered users, click on the List users button located in the tool bar on the “Find People in...” page, as follows: Forum then displays a table of information about all of the registered users. 5. To view information about a particular user, click on the linked name in the Login Name column of the table. 6. Forum displays the person's user profile, which contains contact information, and, optionally, a picture of the person. 7. If your browser is configured to send mail, you can send mail to the person by clicking on the linked email address in the EMail Address column of the table. (For more information about enabling your browser to send mail using links, see your browser's Help file or ask your system administrator for assistance.) 7 Viewing Forums A forum (with a lowercase "f") is a work area within a summit. (The summit page contains linked titles of available forums.) Different types of forums include discussion and document storage areas, calendars, and newspapers. To view a forum, do the following: 1. View the summit page. 2. On the summit page, locate the type of forum that you want to view: Summit Forums, Discussion and Document Forums, Newsstands, Calendars, and Teams. 3. Click on the linked title of the forum you want to read. For example, choose a particular Discussion and Document forum. Forum then displays the top folder of the selected forum. Viewing a Document 1. In the top folder of a forum, locate an item that includes a document icon in its listing, as follows: 2. Click on the linked title of the entry. For example, say there is an item in the top folder titled Marketing Plan (.DOC). When you click on its linked title, your browser runs the MicroSoft Word program and displays the marketing plan document. (If your browser does not allow you to view .DOC files, see your browser's Help files or seek help from your system administrator regarding "configuring your browser's helper applications.") When you are viewing a file (such as a .DOC file in Microsoft Word), you can use Word's menu items to save the file to your computer's hard drive. If you want to save a file to your computer's hard drive without viewing the file first, then use your mouse's rightmost button to click on the linked title of the document, and save the file directly to your disk. Using our previous example, you can right-click on Marketing Plan (.DOC), and a window allows you to save that file to your disk. Note: Using Windows systems, when you right click on a linked file name, a window pops up that allows you to save a file to disk. If you are using a system that saves files to disk differently, use the method that works for your operating system. Viewing a Discussion Topic 1. In the top folder, locate an item that includes a discussion-topic icon in its listing, as follows: 2. Click on the linked title of the entry. 8 For example, say there is an item in the top folder titled, Open Discussion of Version 5.0 When you click on its linked title, Forum displays that topic and all of the replies made to it. Add a Document 1. Log in. 2. View the summit page. 3. Click on the linked title of the forum in the Discussion and Document Forums section of the summit page that should contain your document. 4. When viewing the top folder of the forum, click on the drop-down tools menu that is found under the Add button. That the Add button expands into a drop-down tools menu is shown by the small arrow in the bottom right corner of the button, as follows: 5. Choose the Add Document menu item. After you do this, Forum displays the “Add an uploaded document to...” page. 6. Provide a title for your document in the “Title” text box. 7. Locate the "Upload a file from your local computer" table, which is located approximately half way down the page. 8. Click on the Browse button, which is located to the right of the empty text box. 9. Double click on folder names to locate the file on your computer that you want to upload into Forum. Note: Using Windows systems, when you double click on a folder name, the system opens the folder and displays its contents. If you are using a system that opens folders differently, use the method that works for your operating system. 10. When you have located the file, double click on it. This enters the filename into the "Upload a file from your local computer" text box. 11. The remaining items on the "Add an uploaded file to..." form are optional. If you are a new SiteScape Forum user, you may want to leave them blank for now. 12. Click on the OK button located at the bottom of the page. The title that you provided in the “Title” text box now appears as a link in the top folder of the Discussion and Document forum that you are working in. When someone clicks on that link, they view the file that you uploaded into Forum. 9 Add a Discussion Topic 1. Log in. 2. View the summit page. 3. Click on the linked title of the forum in the Discussion and Document Forums section of the summit that should contain your discussion topic. For instance, the top folder of a forum titled Version 5.0 Testing would be a good choice for placing a discussion topic on how to keep statistics on defect reports. 4. When viewing the top folder of the forum, click on the drop-down tools menu that is found under the Add button, as follows: 5. Choose the Add Discussion Topic menu item. Forum then displays the "Add a discussion topic to..." page. 6. Provide a title in the “Title” text box. 7. Type the text of your discussion topic in the “Text” text box. For example: I'm concerned with how we are going to keep statistics about defect reports. Does anyone have any ideas? You do not need to sign the discussion topic. Forum automatically includes a "signature line." The signature line gives the full user name you entered when you registered, and the date and time you entered the discussion topic. The remaining sections of this page are optional. Fill them in, if you choose. 8. Click on the OK button located at the bottom of the page. The title that you provided in the “Title” text box now appears as a link in the top folder. When someone clicks on that linked title, they view the text of the discussion topic that you entered. Add a Reply 1. Log in. 2. View the summit page. 3. Click on the linked title of the forum in the Discussion and Document Forums section of the summit that contains the discussion topic to which you want to reply. 4. Click on the linked title of the discussion topic to which you want to reply. 10 Continuing with the example from above, say you want to reply to a discussion topic found in the forum Version 5.0 Testing. The title of the discussion topic could be, Reporting Defects. Forum threads each discussion topic and reply numerically. In this example, if the discussion topic Reporting Defects is the third entry in the Version 5.0 Testing forum, each reply made to it would be itemized in the following way: 3.1, 3.2, 3.3 etc… 5. To add a reply to the end of the reply chain for this discussion topic, click on the drop-down tools menu that is found under the Add button, as follows: 6. Choose the Reply menu item. 7. Compete the Reply form, which is very similar to the form used to add a discussion topic. 8. Click on the OK button at the bottom of the page. Forum then adds the reply to the discussion topic. If your reply was the fourth reply made to this topic, it would be numbered: 3.4. The title of your reply would be a link, as is the title of every reply. If you want to "reply to a reply", which inserts your reply into the middle of the reply chain, click on the linked title of the reply to which you want to reply. (For example, reply number 3.2, could be titled I don't think that it's an issue.) After you click on that linked title, Forum displays only the individual reply you’ve selected. Click on the drop-down tools menu that is found under the Add button and choose the Reply to this reply menu item. After you fill out the Reply form and click on the OK button, Forum adds your reply into the middle of the reply chain. It becomes reply number 3.2.1 11 More About Using Forum This Quick Start section provides a list of additional common tasks that you may need to do when you are a new SiteScape Forum user: What you need to do… Why you want to do it… Delete a discussion topic, a reply, or a document that you entered. You may want to remove a discussion topic, a reply, or a document after you have posted it. If you choose, you can delete the entry. Receive e-mail notifications about newly entered or modified documents or discussion topics. If you prefer, you can receive your notifications in the form of an e-mail message that Forum sends to you automatically, at intervals set by your administrator. These messages summarize recent activity in the forums you want to keep track of. See notification notes about newly entered or modified documents or discussion topics. If you prefer, you can view brief notes about the recent activity in a forum. Track activity in selected forums. If you prefer, you can monitor a “count” of new and modified entries in one or more forums without actually entering the forums themselves. You can choose to access the forum only after there has been a sufficient amount of new activity. View newly entered or modified entries. Once you enter a forum, you can access new entries in two different ways: by stepping through new entries one at a time, or by viewing a list of new entries. Modify information in your user profile. You may need to update your personal information, reflecting a new phone number or e-mail address. Or, you may want to change user preferences, such as the native language of Forum's pages. You may also want to upload a picture of yourself to include in the user profile. User Steps Delete an Entry 1. View the summit page. 2. Click on the linked title of the forum that contains the discussion topic, reply, or document that you want to delete. 3. If you want to delete a document or discussion topic that is listed in the folder’s table of contents, then skip to the next step. If you want to delete a reply, click on the linked title of the discussion topic or document that includes your reply. 12 4. When viewing the discussion topic, document, or reply, click on the Modify button, as follows: 5. Chose the Delete menu item. Forum then displays the “Delete items from…” page. There is, on this page, a select box that lists all of the entries that you have created in this folder. 6. In the "Entries" (or "Entries/Replies") select box, click (or Ctrl click for multiple selections) on the title of the entry that you want to delete. When you click on an entry, Forum highlights the entry's title. 7. Click on the OK button. Forum then displays a confirmation page. 8. If the information on the Confirm Delete Request page is correct, click on the OK button. Notice that, when Forum deletes an entry, it does not re-use the item number. For example, you can delete the last entry in the folder, which is, say, entry number 21. Then, when you create a new entry, Forum gives it the number 22. The folder's item count then goes from entry 20 to entry 22. Receive E-Mail Notifications 1. View the summit page. 2. If you have not logged in already, log in. 3. Click on your linked name in the welcome message toward the top of the summit page (by default, it's located just under the toolbar). Clicking on your linked name displays your user profile. 4. On the “User Profile for...” page, click on the Modify button, as follows: 5. Scroll to the bottom of the Modify User page. In the Other Preferences section, view the "Enable mail notification from the following forums" select box. 6. Click on (or Ctrl click for multiple selections) the name of the forum for which you want to receive notifications. When you make a selection, Forum highlights the forum’s title. 7. Click on the OK button at the bottom of the page. Forum sends e-mail notifications to you at an interval determined by your administrator (for example, every hour, three times a day, once a day). Also, in order for e-mail notification to work, your summit administrator needs to have set up Forum with the 13 name of an e-mail server. If you do not receive e-mail notifications after a few hours, contact your summit administrator for assistance in solving the problem.) View Notification Notes 1. View the summit page. 2. Click on the Forum tracker button, as follows: 3. Click on the My news button in the upper-left corner of the top frame, as follows: The My News feature contains links to notifications, which are brief notes about recent activity in all of the forums on the summit. The My News feature also allows you to view any news articles that are stored on the summit. If you do not see a My news button, you need to modify your registration information to include the button on your Forum Tracker page. The Modify Registration Information section in this book (see below) explains how to modify your registration information (registration information is also called your user profile). 4. In the Folders section of the “My News Folders for...” page, click on the Notifications link. 5. To view a notification, click on its linked title. When you view a notification, it indicates the nature of the activity (a newly added entry, a modified entry, when the activity took place, who made the entry, and so on). The notification also contains a link to the new or modified document or discussion topic. View a Count of Newly Added Entries Forum Tracker provides you with multiple ways to monitor forums and other pages. To view a count of newly added or modified entries in a forum, do the following: 1. View the summit page. 2. Click on the Forum tracker button in the summit's toolbar, as follows: 3. In the top frame of the Forum Tracker page, click on the drop-down tools menu. Choose the Select Local Forums to Track menu item. 4. In the “Summit Forums” select box, click on the forum that you want to "track." (When you track a forum, you see a count of newly added or modified entries.) 14 If you want to track more than one forum, click on the name of each of the forums, while holding down the Ctrl button. Forum highlights the names of all of the forums you select for tracking. 5. Click on the OK button at the bottom of the page. 6. Forum then redisplays your Forum Tracker page. The bottom frame of the page includes a list of the forums you specified, and a count of all the new or modified entries unseen by you in each forum. From the Forum Tracker page, you can go to the summit page by clicking on the linked title of the summit. Or, you can go directly to a forum being tracked by clicking on one of the linked titles (such as, Version 5.0 Testing, from the examples above). You can use your web browser to make the Forum Tracker page your home page. That way, the first Forum page you see is a summary of the forums that you want to track. (For more information on how to make the Forum Tracker page your home page, see your browser's Help system. In most browsers, you view the page you want for your home page, and then choose the "preferences/ options" menu item. From there, you click on a button to make that current page your home page.) View New or Modified Entries There are multiple ways to view new or modified entries. The list in this section presents only one of them. However, all of the methods use the same "Unseen" feature in Forum, which allows you to view unseen (or modified) entries. 1. View your Forum Tracker page. 2. View the Unseen counts in each of your tracked forums. 3. Click on the title of the forum that has had significant recent activity. 4. Once you are in the forum, click on the List unseen button, as follows: Forum displays the “List unseen entries in…” page. Using the links on the page, you can go to the summit page, to a specific folder page, or to the new entry. If you decide that it is unnecessary for you to view any of the new entries listed, you can click on the OK button found at the bottom of the page, next to the line "Mark everything 'seen'...." In Forum, when you view a folder page, and on an Unseen Entries page, all of the new and modified entries include the Unseen icon to the left of the entry listing. The Unseen icon appears as follows: After you view the entry (or mark or set it as "seen"), Forum removes the icon from that entry listing. 15 Here are other ways to view unseen entries:  View a notification (in either e-mail or My News). To get to the new entry, click on the link that is included in the note; view only the entries that have meaning to you.  View a forum, click on the Next unseen button to review the oldest entry that you have not yet seen. Repeat this process until you have moved through each unseen entry.  View a forum, scan the folder for the Unseen icon, read the entry title to see if it interests you. If so, view the entry. Repeat this process until you have reviewed all the new entries that interest you. When you are finished, click on More button, as follows: Choose the Set Seen Entries menu item to remove the Unseen icon from all the entries you were not interested in viewing.  View the summit, click on the List Unseen button. The unseen list that appears includes all the unseen entries in all the forums on the summit. Modify Registration Information 1. View the summit. 2. If you have not logged in already, log in. 3. Click on your linked name in the welcoming message, toward the top of the page (by default, it's located just under the toolbar). 4. On the “User Profile for...” page, click on the Modify button, as follows: 5. Make the desired changes to your user information on the “Modify User…” page. When you are finished, click on the OK button at the bottom of the page. You can perform tasks such as changing your password, adding a link to your personal home page, adding or subtracting items from your Forum Tracker (a personal Discussion and Document forum, and a personal Calendar), specifying default chat channels, uploading a picture of yourself, and setting user preferences (such as the native language and the toolbar style). 16 Using the Calendar This Quick Start section provides a list of the most common tasks that you may need to do when you are a new Calendar user: What you need to do… Why you want to do it… Viewing your personal calendar. There are summit calendars (located on the summit page), team calendars (located on the team’s pages), and personal calendars. View a day’s schedule. You need to be able to view the appointments scheduled for a given day. Schedule an appointment. A common task is adding an appointment to the calendar. Anyone who is allowed to view the calendar can see the newly created appointment. Create a To Do list item. You can attach a list of tasks that you want to remember to perform. In this way, you can compare your appointments with individual work goals for that time period. Merge Calendars. Instead of viewing multiple calendars, it can be helpful to use your personal calendar to view the appointments from all of the Forum calendars you are tracking. In this way, summit-level and team-level appointments appear alongside your individual appointments within your personal calendar. User Steps Viewing your personal calendar To view the summit’s calendar, view the summit page. To view the team’s calendar, view the team’s pages. Do the following to view your personal calendar: 1. View the summit page. 2. Click on the Forum Tracker button, as follows: Click on the Today button, as follows: When you click on this button, Forum displays your personal calendar. If you do not see the Today button, then you must modify your registration information to include the personal calendar on your Forum Tracker page. See the Modify Registration Information section of this book for more information. Calendars are, by default, displayed in four frames. The top frame contains toolbar buttons a drop-down tools menu, which identifies the calendar you are viewing. The middle frames display, to the left, a grid of the days in the current month, and, to the right 17 of the grid, a list of appointments for the current day and any To Do List items. Forum uses the bottom frame for displaying additional information (for example, displaying all of the monthly grids for a year) or for doing work (such as adding an appointment to the calendar). If a date appears in bold and italic type, in the monthly grid, it contains a scheduled appointment. The current date is red. Viewing a day’s schedule By default, when you first view a calendar, you view the appointments for the current day (and any currently listed To Do items). To view the appointments for another day, do the following: 1. View the calendar that contains the scheduled appointments you want to see. 2. In the monthly grid, click on the date whose appointments you want to view. 3. The day’s appointments appear in the middle frame to the right of the monthly grid. Schedule an Appointment To schedule an appointment, do the following: 1. View the calendar into which you want to schedule an appointment. 2. In the Calendar Tools Menu, choose the Add Appointment item. The Calendar Tools Menu is located in the top frame. Since it is a drop-down menu, click anywhere on the rectangular box, and a list of menu items appears. Scroll down the list, and click on the highlighted menu item that you want. Forum places the Dated Entry form in the bottom-most frame. 3. Fill out the Dated Entry form, and click on the OK button at the bottom of that form when you are finished. By default, Forum assumes that you want to schedule the appointment for the date you are currently viewing in your calendar. If you want to make the appointment for another day, you must change the values in the Date section, which appears in the upper-left corner of the Dated Entry form. At a minimum, you should specify a Date, Time, Meeting Location, and Description. If you choose, you can attach additional information to the appointment. (For example, you can attach meeting minutes, directions or a document that must be reviewed before attending the meeting.) Create a To Do List Item To Do List items are reminders of tasks that you want to complete. These items are permanently listed with your appointments regardless of the date. To create a To Do List item, do the following: 1. View the calendar to which you want to add a To Do List item. 18 2. In the Calendar Tools Menu, choose Add To Do Item. 3. In the Bottom frame, type a description of the task you need to accomplish. 4. Click on the OK button when you are finished. Forum adds the To Do List item to all of the daily schedules. When you complete a To Do list task, click on the box to the left of its title. Forum then places an X in the box and dates the item, indicating when you completed the task. Forum does not automatically delete the To Do List item after you check its box. To remove the To Do List item from the calendar (to delete it), do the following: 1. Click on the linked title of the To Do List item. 2. In the bottom-most frame, Forum redisplays the original description of the task. Click on the Delete button at the bottom of this. Forum then removes the To Do List item from the calendar. Merge Calendars To view summit and team appointments on your personal calendar (to merge calendars), do the following: 1. View the summit page. 2. Click on the Forum Tracker button, as follows: 3. Click on the Today button, as follows: 4. In the Tools menu, choose the Merge Other Calendar Entries (personal view) menu item. 5. In the lower frame a Calendar select box is displayed. Click (or Ctrl click for multiple selections) on the calendar that you want to merge with the calendar you are viewing. Entries from other calendars are then displayed on your personal calendar and are listed under the column header “Other Calendar”. To go to that other calendar, click on the calendar’s linked name in the Other Calendar column. When you merge entries from other calendars, Forum uses slightly different fonts to indicate days that contain entries and from which calendar those entries were made. Dates that contain entries from only the current calendar (your personal calendar) appear in italic font. Dates that contain entries only from calendars other than the current one appear in bold font. Dates that contain entries from both the current calendar and other calendars appear in both bold and italic font. 19 Next Steps So ends our getting-started instructions for using Forum. The online Help system contains more information about using Forum and its applications. If you are an administrator, please review the following documents (both are available in the Help system):  Quick Start Guide for Administrators  Getting the Most Out of Forum It is our hope that the Forum web pages are attractive, fun, and easy to use. In no time, with a little help from Forum, you will become an expert at online collaboration. Go to it! 20
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