The planner is laid out as a page-per-day desk planner. Each day starts on a new page. The date appears on the first line. On the next line are any general notes or reminders that can use as many lines as required. These are called "all day events" and are not associated with any particular time. The scheduled appointments then follow. Each of these starts on a new line, and begins with a time. The appointment details follow on the same line. Here is an example: "Friday January 23 2004 All day: Mike's Birthday. All day: Sarah in interviews all day Don't forget to clear her voicemail. 10:00-11:00 am Team meeting 12:30-1:15 pm Lunch with Bob 7:30-11:00 pm Movies Return of the King Reading 2, meeting in foyer. When an appointment is scheduled or rescheduled, it is placed on the correct page, and is sorted into time order with other entries. 9.3.3 Making Notes on a Particular Day. Notes are recorded as all day events and KeyPlan precedes them with the words "All day:". They are not associated with any particular time but cover the whole day. To make notes on any page of the planner, first select the date. The cursor is placed ahead of any text that may already be on the page. If the page is blank, then just start typing. If there is already text on the page, check that the cursor is in the right place before typing. As soon as you start typing, KeyPlan will automatically schedule an all day event for you. You can move the cursor to a different point in the text by using the cursor movement commands. These are similar to KeyWord commands. When you have finished typing an entry, you do not need to press ENTER unless you require a new line. If you have selected today's date, the cursor is placed on a scheduled appointment, if one exists. You can use the cursor movement commands to move the cursor, or you can go to the top of the page by pressing SPACE with dots 1-2-3. 9.3.4 Scheduling an All Day Event. You can set up an all day event with the properties of an appointment, such as recurrence, or being marked as busy or out of office. If you have already set up the all day event, put the cursor into the text. Select Review or Modify this appointment by pressing SPACE with dots 3-4 then R. This will give you all of the scheduling options. If you are setting the appointment up from scratch, when scheduling the appointment, specify an appointment time of L for all day. You can do this be pressing SPACE with dots 3-4 then S. From there continue as normal. Full directions on scheduling an appointment are in the next section of this user guide. 9.4 Scheduling Appointments. An appointment is made up of a group of settings that the user defines. These include date, start time, end time, title, location etc. The process of scheduling an appointment is basically going through the list of these settings and defining each setting. You don't have to go through all the settings to make an appointment, in fact they are ordered so that you cover the mandatory settings first and can exit and save by pressing SPACE with E at any point after you have set the date, time, and title. Like all lists in KeySoft, you can move back and forward by pressing BACKSPACE and SPACE, or PREVIOUS and NEXT. However, if you follow the procedure below, you will see that KeyPlan steps you through the settings logically and easily. If you wish to change any setting you have made before exiting and saving, use the back and forward commands to return to the setting and make the change. KeyPlan assumes you wish to schedule the appointment on the date of the planner page you are currently in, and so jumps directly to the time setting. To schedule an appointment in KeyPlan, follow this procedure: 1) From any planner page, enter the Appointment menu by SPACE with dots 3-4. The Appointment menu contains 3 items, namely: Schedule an appointment; Review or modify an appointment; and Cancel this appointment. You can review the menu and select an item by pressing ENTER, or you can press the initial letter of the required item, in this case S. Or just press the hotkey SPACE with dots 2-6. 2) KeyPlan displays: "Appointment time?" The way you enter appointment times should agree with the setting of 12 or 24 hour format, which is displayed when you press SPACE with H. You can enter a time without using number signs, in the form: hhccmm where "hh" is hours and "mm" is minutes, separated by a colon. You can abbreviate an entry with fewer digits or no colon if it is unambiguous. In 12 hour format, follow the minutes by a space and then a or p, to denote a.m. and p.m. Note that if you use an abbreviated form for an a.m. time, for example 7a for 7:00 am, type a letter sign before the a or it will be read as a 1. And if you forget to type a or p, KeySoft will prompt you to do so. For an all day event, type L instead of a time. At this point you can change the day or date of your appointment by pressing BACKSPACE. KeySoft prompts: "Appointment Day? Press ENTER for (current day and date)" A calendar is being presented. If the offered date is correct, just press ENTER. Otherwise, move around the calendar to the required date, or type it, and then press ENTER. 3) KeySoft prompts: "End time or length? Press ENTER for (time) 30 minutes." where (time) is the time 30 minutes after the appointment time. The default length is 30 minutes, but you can change this. You can type a number by itself for minutes, or follow the number with h for a number of hours, d for days or w for weeks. For h and d, put a letter sign or space between the number -- this is not necessary for m and will. To enter a finishing time, type the time in the same format as the appointment time. Press ENTER to go to the next field. Note: If you want to set a different end date, you can either press BACKSPACE as soon as you hear the End Time or length prompt, or set the end time and then press BACKSPACE twice. 4) KeySoft prompts: "Appointment title?" Type the reason for this appointment and press ENTER. If necessary, you can add more notes about this appointment after you have finished scheduling it. 5) KeySoft then prompts: "Location?" This is not a mandatory field. Either type the location and press ENTER, or simply press ENTER. 6) KeySoft prompts: "Recurrence? Press ENTER for once" For a one off appointment, press ENTER. For information on how to set a recurring appointment, please refer to section 9.5. 7) KeySoft prompts: "Set an alarm on this appointment? Press ENTER for N" If you do not, press N. If you want to set an alarm, press Y, and your KeySoft prompts: "Warning time? Press ENTER for n (time)," where n is the suggested interval of time (for example 30 minutes) and (time) is the actual time at which it would ring (for example 7:30pm). To change the setting, type either a time in the usual format, or a number of minutes, or a number followed h for hours, d for days or w for weeks. For h and d, put a letter sign or space between the number -- this is not necessary for m and will. Press ENTER. 8) KeySoft then prompts: "Show time as? Press ENTER for busy" The options are free equals f, tentative equals t, busy equals b and out of office equals o. These settings let you know the level of availability you will have with this appointment. If you select "free", you will be able to schedule an overlapping appointment without any reminders from KeySoft. For the other options, KeySoft will remind you at the time setting and at the point of saving the appointment, but it won't prevent you from scheduling it. 9) KeySoft then prompts: "Mark as Private? Press ENTER for No". To mark as Private, press Y. 10) KeySoft prompts: "End of List". At this point, to schedule the appointment, press SPACE with E. KeySoft prompts: "Schedule this appointment?" Press Y or N. KeySoft displays: "Appointment scheduled." The time is inserted in the planner page, on a new line, followed by the title and location. The appointment is sorted into the correct time order for the current date, and the cursor is placed just after the new entry. 9.4.1 Making Notes on an Appointment. You can make notes on any appointment at any time by placing the cursor in the time and title line and pressing ENTER. From there, simply type your notes. If you have only just scheduled the appointment, the cursor will already be in the time and title line. When the notes are complete, you will exit when you press SPACE with E, which will take you to the top of the day, or any other command such as Scheduling another appointment, any go to or move commands etc. 9.4.2 Making another entry. To make another entry, press SPACE with dots 2-6 again. The new entry is sorted into order with existing entries. You can set as many alarms as you wish. 9.5 Recurring Appointments. A recurring appointment is one that is repeated in a regular pattern of times determined by the user. You can schedule your appointment according to dates, or patterns of days, weeks, months or years -- for example an event may be on the 25th of every month, or on the third Thursday of every month, or every 25th of March, or every day at 9am, etc. There is a pattern of recurrence to cover just about every type of recurring event you could think of. For the sake of clarity, we will refer to any use of calendar days as dates -- for example the 6th or the 23rd, and we will use the word "pattern" to describe other intervals such as the third Friday in the month, or the last Thursday in November. 9.5.1 Recurring patterns. Apart from "once" which of course is not recurring at all, the options for a recurring event are: Daily, Weekly, Monthly or Yearly. Each of these is described and relevant instructions given below. 9.5.1.1 Daily. Daily means any pattern based on a number of days. This could be every day, or every second day, every 5 days etc. At the prompt "Days between occurrences? Press ENTER for 1 day(s) ?, The default setting is 1 day. To change this, type the number of days of your choice. For example, for every second day, type 2. 9.5.1.2 Weekly. Weekly means any recurring event that happens weekly, or in a weekly pattern. For example, every Monday, every week day, or every second week on a Thursday. At the prompt "Recur on which days? Press ENTER for x y z" where x y z are any days you require, type any of the following, with a space between if more than one (and in any order): Sunday equals Su; Monday equals Mo; Tuesday equals Tu; Wednesday equals We; Thursday equals This; Friday equals Fr; Saturday equals Sa; every day equals v; weekdays equals d (Monday through Friday) and weekend days equals e (Saturday and Sunday). For example, if your appointment is every Monday, Tuesday and Thursday, you would type "Mo Tu This". If it were every Saturday and Sunday, type e for weekend days. Note: you can type initial letters only for Monday, Wednesday or Friday as they are the only day names starting with M, W or F. You can also type more or all of the name of a day, for example, Thurs or Thursday. At the prompt "Weeks between occurrences? Press ENTER for n" type the number of weeks if different from the default not. For example if it occurs weekly, type 1, if fortnightly, type 2 etc. When an appointment is scheduled or rescheduled, it is placed on the correct page, and is sorted into time order with other entries. 9.3.3
