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Archive for the ‘Calendar’ Category

Email and SMS Event Reminders

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Calendar event reminders sent via SMS or email allow greater flexibility in how you can stay informed about upcoming meetings.

Before you can use this feature, you must set up LPS Zimbra to be aware of the email address or phone number you want to use for these notifications.

 

Setting Up for Email Notifications

Set up LPS Zimbra to be able to send you email notifications of Calendar events or tasks.

  1. While logged into LPS Zimbra, click the “Preferences” tab along the top of the Zimbra window.

     

  2. In the left hand column of Preferences, select “Notifications

     

  3. Under “Notifications By Email” enter the email address where you want reminders sent.

     

  4. Click the “Save” button in the top left corner of the Preference screen.

     

Setting Up for SMS Notifications

Set up LPS Zimbra to be able to send SMS (text) notifications of Calendar events or tasks to your cell phone.

NOTE: Make sure you have your cell phone within reach before you start setting this up.

NOTE: Standard text messaging rates apply, per your personal wireless plan. LPS is not responsible for costs incurred on personal cell phones.

  1. While logged into LPS Zimbra, click the “Preferences” tab along the top of the Zimbra window.

     

  2. In the left hand column of Preferences, select “Notifications

     

  3. Under “Notifications By SMS” select the appropriate Region of the world, your Cell Phone Carrier, and enter the phone number where you want reminder text messages sent.

     

  4. Click the “Send Verification Code” button and wait for a text message containing a short verification code to arrive on your cell phone.

     

  5. When the text message arrives on your phone, note the verification code provided and enter it in the “Verification Code” box in Zimbra, immediately below the spot where you entered your phone number. If you have successfully matched the codes, you should see “Status: Confirmed” with your cell phone number at the bottom of the “Notifications By SMS” box.

     

  6. Click the “Save” button in the top left corner of the Preference screen.

     

Adding Email or SMS Event Notifications to a New Event

  1. While logged into LPS Zimbra, add an event to your calendar. In the QuickAdd window that appears, select the time frame in which you would like your reminder from the “Reminder” drop down menu and place a checkmark(s) beside the type of reminder(s) you would like to recieve – Email or SMS.

     

  2. Save your event by clicking “OK“.

     

Adding Email or SMS Event Notifications to an Existing Event

  1. While logged into LPS Zimbra, double-click an event on your calendar.

    1. If you are the creator of this event, you will be able to edit the original event to add a reminder.

       

    2. If you were invited to the event by someone else, you can edit your “local” copy of the event.
      NOTE: Any future changes to this event by the original creator of the event WILL overwrite your local copy, and your reminders will be lost.

       

     

  2. In the edit event window that appears, select the time frame in which you would like your reminder from the “Reminder” drop down menu and place a checkmark(s) beside the type of reminder(s) you would like to recieve – Email or SMS.

     

  3. Click the “Save” button in the top left corner of the Preference screen.

     

     

Written by cpultz

May 6th, 2011 at 12:23 pm

Setting Up Your Mobile: Windows Phone 7

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Written by Brian Fitzgerald

March 23rd, 2011 at 10:45 am

Setting Up Your Mobile: Android (HTC Sense)

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These setup instructions are specifically for Android devices made by HTC. They run a modified version of Android called “Sense” that makes the setup look slightly different than our standard Android setup video. If you are using an Android device made by somebody other than HTC please view our other video.

Written by Brian Fitzgerald

February 28th, 2011 at 10:57 am

Calendars: Subscribing to a Google Calendar with Zimbra

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Zimbra calendar is great, but it’s not really the place to put your family schedule. Outside calendar services such as Google Calendar are great for this, but it’s nice to be able to see everything at once when you are considering what is coming up in your day or week. If you use an external site like Google Calendar to organize things at home, the following steps will show you how to subscribe to a Google Calendar with Zimbra to see your whole schedule on one calendar.

Please note that this will NOT give you the ability to edit your Google Calendar with Zimbra. It will allow you to view it.

Written by Brian Fitzgerald

February 16th, 2011 at 2:01 pm

Posted in Calendar,Zimbra7

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Like Keyboard Shortcuts? Zimbra’s Got You Covered [repost]

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While many like the ease of using a mouse to simply click on what they want to do, others enjoy the ability to power through their mail using keyboard shortcuts to create, respond to and file messages. If this describes you, you will love the shortcuts that are available in Zimbra.

You can view all of the available shortcuts in Zimbra by going to Preferences > Shortcuts.  There are no settings to change, everything listed there is ready for you to use.

Written by Brian Fitzgerald

February 9th, 2011 at 9:30 am

Posted in Calendar,Mail,Zimbra7

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Calendars: Making a public calendar to share with students or parents

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Now that we have a fantastic calendar tool that opens alongside your email, teachers might appreciate the ability to have topic specific calendars that students (or the public) can view or subscribe to. Think homework, classroom events, student of the week, spelling lists, etc.

Here is a video that covers this process, or you can follow the steps below.

NOTE: Your personal calendar is called “Calendar” and should contain your meetings, appointments, and other events. If you are choosing to share calendar information with students or parents, you will want to create another calendar specific to that audience.

Creating a publicly viewable calendar

1. Create a new calendar in Zimbra by clicking the “New” drop down menu at the top of your calendars and selecting “Calendar“.

Add a new calendar.

2. Right-click (Control+click) on the calendar you just created and select “Sharing.”

A Right-Click offers quick access to many shortcuts.

3. On the Sharing window that pops up, choose “Public” from the “Share with” area at the top. Click “OK” at the bottom.

Make sure to click OK at the bottom of this window BEFORE you try to click the link provided.

4. Right-click (Control+click) on the calendar again. In the “Sharing” window click on the “VIEW” link provided at the bottom. This should open the calendar in a web page (Firefox).

5. Copy the URL of the public facing calendar’s page for use elsewhere.

Publicize your calendars

You can link to this calendar from your LPS Profile Page, include it in an email message to parents or students, place it in Pinnacle course descriptions, or link to the calendar from your WordPress site.

Teachers who wish to maintain calendars for multiple classes might want to create a different calendar for each class. To make it easy for students to locate your calendars, you can link to the individual class calendars from a list created on a single WordPress page called “Homework Calendars.”

One simple way to organize calendars for your students would be a list of them in a WordPress page.

Choose the right Calendar

When adding events to your calendar, Zimbra will default to your personal calendar. To have the event appear on a specific course calendar, select it from the drop down in the event creation window.

Remember to select the calendar you want the event to appear on when you are creating the event!

Be even MORE useful

You will also like to know that the notes field at the bottom is an excellent way to share additional information, beyond the name of the event. Consider including directions, spelling words, links to online resources, etc.

Written by cpultz

January 21st, 2011 at 8:29 am

Posted in Calendar,Zimbra7

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Calendars: Opening Zimbra right to the calendar

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In Convergence, it was possible to select something besides mail to be what was shown when you logged in. Some preferred to see their calendar when they logged in rather than going right to their mail.  While there is not a similar setting in Zimbra, it is possible using direct linking to create your own bookmark that will go right where you want.

The following link will take you right to the calendar

https://zimbra.lps.org/zimbra/?app=calendar

You can further specify what you want by using something like

https://zimbra.lps.org/zimbra/?app=calendar&view=week

or

https://zimbra.lps.org/zimbra/?app=calendar&view=day

Written by Brian Fitzgerald

January 19th, 2011 at 5:16 am

Posted in Calendar

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Calendars: Moving your own calendars from other sources to Zimbra

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Like Zimbra? Want to move calendars that you have maintained other places into it? Sounds like a great idea!

There was a post created earlier that discusses subscribing to other calendars and that can be useful if you want to keep the calendar where it was but be able to view it, but many of you will want to further and just move the whole calendar over to Zimbra. Not a problem.

The video below demonstrates getting calendar data out of Apple’s iCal and Google Calendar. There are many other calendar products out there and the process—if possible—will be similar.

Written by Brian Fitzgerald

January 17th, 2011 at 10:56 am

Posted in Calendar

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Calendars: Resource Calendars for Schools

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Each LPS user has a personal calendar in Zimbra.  A user’s calendar should contain event data for the individual including meetings, reminders, birthdays, etc.

A personal calendar is not the place to create a school-based meeting calendar such as the IEP meeting schedule, room reservations or even the master calendar for the school.  We call those ‘types’ of calendars Resource Calendars because the information on the calendars are resources for others @ the school.

Any time a school or group has a need for a calendar to contain event data that is not specific to ONE person, then a helpdesk ticket should be entered with the following information:  Calendar type, Calendar administrator email address, additional email addresses of those that would ADD events to the calendar.

There are three MAIN types of resource calendars that have been created for many schools (not all have requested). (The list below uses Park Middle School as the Example School PAR)

  1. PARstu – Student-based events such as IEP meetings, MDT meetings, Student Services meetings
  2. PARfs – Facilities Use Schedule event tracking
  3. PARmeetings – Staff-based events such as Staff meetings, PLC meetings, Committee meetings, etc

Some schools are also using Zimbra for their Parent/Community published Calendar.  Example: Cavett Elementary

Any questions about resource calendars can be directed to Kristi Peters : kristi@lps.org

Written by Kristi Peters

January 16th, 2011 at 2:47 pm

Posted in Calendar

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Calendars: Sharing with Others

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The process of viewing and sharing calendar data is a bit different in Zimbra than it was in the old WebCal Lite or Convergence tools. In those tools if you wanted to see (subscribe to) a calendar, you had to search for it. If the owner had set the calendar permissions correctly, you were allowed to subscribe. Zimbra handles the sharing of calendars differently.

With Zimbra, you can share your calendar information with other people and give them one of the following access privileges:

  • LPS users or groups.  You select the type of privileges to grant, either:
    • Viewer. The Grantee can see the activities posted to your calendar and the status of meeting requests, but cannot make any changes to your calendar.
    • Manager. The Grantee has permission to create meetings on your calendar, accept or decline invitations, and edit and delete activities from your calendar.
    • Admin. The Grantee has permission to create meetings on your calendar, accept or decline invitations, edit and delete activities from your calendar, share your calendar with others and remove other Grantees from your shared calendar.
    • None is an option to temporarily disable access to a grantor’s shared calendar without revoking the share privileges. The Grantee still has the calendar in their calendar list but cannot view or manage activities on the grantor’s shared calendar.
  • External guests. You create a password to access your shared calendar. Guests must enter this password to view the calendar. They cannot make changes to the calendar.
  • Public. Anyone that knows the URL to the shared calendar can view it. They cannot make changes to the calendar.

 

Share your Calendar

    1. Right-click [control+click] on the calendar you wish to share and select ‘Share Calendar’. Your default calendar is called ‘Calendar’.
    2. On the ‘Share Properties’ dialog select whom to share your calendar with.

      Options abound within the calendar’s sharing properties!

In most cases you will be sharing with Internal users so you will leave the setting set to Internal.

  1. Next type the email address of a user that you wish to share with (you can add more than one person by separating the email addresses with a comma).
  2. Select the user role that this person or persons will have on this calendar.  If it is your Personal calendar than in most cases other people will simply be viewers of your calendar, if it is someone that must add or remove events from a calendar (such as a meeting calendar) then they will need to have at least Manager role.  The Admin role allows a user to add and remove permissions on the calendar as well.
  3. Click OK

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You can provide access to your calendar using the link options below.  Those wishing to publish their calendar to a web page will want to grant Public access above and then use the View link on WordPress, Contribute, etc
ICS: Allows them to subscribe with a calendaring tool (iCal, Outlook, Google Calendar, etc.)
VIEW: Allows them to see a web page view of your calendar data.

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Accepting access to shared calendar

If you receive an email notice that you have been granted access to share another person’s calendar, you can accept or reject the share. When you accept the share, the shared calendar displays in your Calendar list.

To accept access to a shared calendar

  1. Click Accept Share in the email. This is typically found at the very top-left corner of the message. The Accept Share dialog opens and describes the role granted to you.  Note: you can only view the Accept button using Zimbra.  You will no be able to view the button, nor accept the share using programs like Thunderbird.
  2. Before you accept you can customize the calendar name and select a color for messages to be displayed. (Or you can do this at a later time by right-clicking (control+click) on the name of the calendar.)
  3. Check the Send mail about this share, if you choose to send a confirmation of your acceptance back to the Grantor. (optional)
  4. Click Yes. The new shared calendar is added to your Calendar list. The message is automatically moved to your Trash folder.

Written by cpultz

January 13th, 2011 at 10:14 am