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Baya User Guide All Versions


Getting Started with Baya

Accessing an Email Account

Accessing Contacts

Accessing Personal & Shared Calendars

  • Managing Calendars

Sending or Receiving an SMS

Using Webchat

Using Audio Video Calling

Updating the Connect Xf Settings




Managing Calendars and Folders

Baya Calendar includes a fully realized, standards-based personal calendar system. Personal calendars allow users to carry out all standard calendaring functions.

You are provided with a set of default calendars created when you first log in.

  • One of these is the default calendar for events named calendar.
  • In addition a set of special calendars are created, Inbox and Outbox. The inbox and outbox are used for scheduling meetings.

You can create your events, tasks, or meeting set-ups in that calendar.

You can create your own calendars in addition to the default calendar. This way you can categorize your personal and business events, tasks or meetings in various calendars created by you.

Also, you are allowed to subscribe the calendars of other users on the domain.

Add a Calendar/Folder

1. On the left pane, hover the mouse over the Calendars & Folders heading and click the down arrow next to it.

Select the Add Calendar option from the menu.

Note: Folder is a collection of calendars. You can create a folder within which you can add calendars in order to keep your events organized.

Figure: Add calendar Option

2. Choose from the options.

  • Calendar to add new calendar to the list.
  • Folder to add new collection of calendars to the list.

3. Enter the following fields:

  • Name
Note: You must provide the Name for the calendar to be added.
  • Summary
  • Description
  • Display
  • Calendar Color

4. Click the Add button to add the calendar/ folder to the list.

Figure: Add new Calendar
Figure: Add new Folder

Newly added calendar and folder is displayed under the list of calendars in the left pane.
Figure: Newly added Calendar and folder to the list

Modify Calendar Properties

To modify the properties of a calendar:

1. On the left pane, hover the mouse over the calendar to be edited and click the down arrow next to it.

Select the Manage Calendar option from the menu.
Figure: Give access to your calendar

2. Edit calendar entries to be modified.

3. Click the Update button to add the calendar/ folder to the list.

Figure: Modify Calendar

Delete a Calendar

You can delete the calendar which you are not using any more. Calendar holding events or tasks can not be deleted. You must delete all the calendar entries from the calendar to be deleted.


To delete the calendar:

1. On the left pane, hover the mouse over the calendar to be edited and click the down arrow next to it.

Select the Manage Calendar option from the menu.
  • Make sure the calendar to be deleted is empty and not holding any events or tasks in it.
Figure: Give access to your calendar


2 . Click the Delete button to add the calendar/ folder to the list.

3. Click the Confirm button to delete the calendar from the list.

Figure: Delete Calendar

Upload a Calendar

You can import events from external calendars by generating an .ics file and uploading it into your calendar.


To upload calendar:

1. On the left pane, hover the mouse over the calendar to which you wish to upload the events and click the down arrow next to it.

Select the Upload Calendar option from the menu.
Figure: Upload calendar option

2. Click the Choose File button to locate the required file on your machine.


3. Choose one of the options to decide if it will affect the free/busy status.

Accept the settings in the event (default)

Yes: The uploaded events affect your free busy time

No: The uploaded events have no effect on the free busy time.


4. Choose from the options to decide Status of the uploaded event.

  • Accept events status
  • Confirmed
  • Tentative
  • Canceled


5. Click the Upload button to merge the events from chosen file to your calendar

or Click the Cancel button to exit the process.
Figure: Upload Calendar

Export a Calendar

You can export calendars to iCalendar files.


To export calendar:

1. On the left pane, hover the mouse over the calendar to which you wish to upload the events and click the down arrow next to it.

Select the Export Calendar option from the menu.
Figure: Export calendar option

2. Choose from the Event Date Limits options.


  • Today Forward: Export all events starting from today.
  • All Dates: Export all the events in the Calendar.
  • Date Range: Export all the events from the date range (Start Date - End Date) specified by you.


3. Click the Export button to merge all the events from the calendar file or Close to exit the process.

Figure: Export calendar entries for a certain period

4. On the next window, decide to

  • Open the selected calendar file using suitable available application on your machine.
  • Save the selected calendar file on your machine.
Figure: Open/ Save calendar file

Set Calendar Preferences

You can customize the behavior of your calendar application by setting preferences as needed.

To set calendar preferences:

1. On the left pane, hover the mouse over the Calendars & Folders heading and click the down arrow next to it.

Select the Set Preferences option from the menu.
Figure: Calendar Preferences

.

Set General preferences

Decide general behavior of the calendar application.

Calendar: General Preferences
Field Name Description
User Settings User
Email Address
Adding Events Preferred time type Set time preference AM/PM or 24 Hrs for adding any event.

Once set you can not change this at the time of adding an event.

Preferred end date/time type Set the default type of end date/time for adding an event which you can change while adding an event.

This controls the default behavior when creating events. After the start time is entered, either an event duration field or an time/date end time field is presented to the user. The user can also switch to the non-default behavior at event creation time.

Default Scheduling Calendar Set the default calendar to add events and tasks.
Workday Settings Workdays Set default workdays for your calendar
Workday Start Decide the time from which the workday begins
Workday End Decide the time at which the workday ends
Display Options Preferred View Period Set the default calendar view of the calendar.
Default Time Zone Set the default time zone of the calendar which you can change the time of adding an event or the task.
Figure: Calendar General Preferences

.

Set Scheduling/Meetings preferences

Decide how do you want to process the meeting requests received in your Inbox folder of the Calendar application.

Calendar: Scheduling/Meetings Preferences
Field Name Description
Scheduling Auto-Processing Respond to Scheduling Request True : All meeting requests will be responded automatically, status of meeting for attendee will be changed according to further settings.

False : Attendee have to manually change the request meeting status.

Accept Double-Bookings True : Can receive request even if user is busy

False : Will receive request, but automatically set status as declined if user is busy.

Cancel Processing Do nothing : If creator of event deletes the event, than attendee's event status won't change.

Set event status as canceled :If creator of event deletes the event, than attendee's event will be marked as canceled.

Delete event: Option not working, error while setting this.

Scheduling Auto-Response Response Processing

Leave in Inbox : Accept if free, else leave in inbox : Inbox message received by creator for only rejected status.

Try to process all : No inbox message received by creator on change of status by attendee..


Figure: Calendar Manage Schedule Meeting Preferences

2. Update the preferences for the calendar application.

Alternatively click Cancel to leave the preferences unchanged.




Baya User Guide All Versions


Getting Started with Baya

Accessing an Email Account

Accessing Contacts

Accessing Personal & Shared Calendars

  • Managing Calendars

Sending or Receiving an SMS

Using Webchat

Using Audio Video Calling

Updating the Connect Xf Settings





Managing Calendars

You are provided with a predefined calendar by default. You can create your events, tasks, or meeting set-ups in that calendar. You can create your own calendars in addition to the default calendar. This way you can categorize your events, tasks or meetings in various calendars created by you.

Also, you are allowed to subscribe the calendars of other users on the domain.


To manage calendar:

1. In the Calendars section, click the Manage Calendars And Subscriptions link.


Figure: Manage Calendars And Subscriptions Link on Calendar

The Manage Calendars & Subscriptions page is displayed in details pane.


Figure: Manage Calendar & Subscriptions


2. Click the add new calendar icon.

The Add Calendar, Folder, or Subscription details are displayed to fill up.


Figure: Add Calendar, folder, or subscription


3. Enter Name of calendar which will be displayed in the list of calendars.


4. Enter short Summary and Description of the calendar.


5. Click color icon to select color of your calendar.


6. Click to select the check box to display items in this collection.


7. Keep the Filter Expression box as it is.


8. Select the Type options

  • Calendar to create new calendar. For more information, see Add Calendar.


  • Subscription to add subscribed calendar of other users on domain. For more information, see Subscribe Calendar.


9. Click the Add button.

The information provided is verified and new calendar is added as specified.


Add a Calendar

To add a calendar:

1. Follow the steps 1 to 7 described in Managing Calendars.

2. Select the option Calendar to add new calendar.

3. Click the Add button.

The information provided is verified and new calendar is added as specified.

Figure: Add Calendar, folder, or subscription


Subscribe a User Calendar

This document guides you to subscribe a user calendar only.

You can subscribe calendar of your colleague to view the events and tasks from his calendar. Following procedure guides you to subscribe a user calendar.


Note: Make sure your colleague has given you the rights to access his calendar. If you subscribe your colleague's calendar with out access rights you will not be able to view his calendar data.


To subscribe a calendar:

1. In the Calendars section, click the Manage Calendars And Subscriptions link.

Figure: Manage Calendars And Subscriptions Link on Calendar

The Manage Calendars & Subscriptions page is displayed in details pane.


2. Click the add new calendar icon.

The Add Calendar, Folder, or Subscription details are displayed to fill up.

Figure: Manage Calendar & Subscriptions


3. Enter an appropriate Name for the calendar, to help you identify it easily from the list of calendars.

4. Enter short Summary and Description of the calendar.

5. Click color icon to select color of your calendar.

6. Click to select the check box to display items in this collection.

7. Keep the Filter Expression box as it is.

8. Select the option Subscription.

a) Select User Calendar as a Subscription Type option.
b) In the User's ID box, enter the email id of the person whose calendar you want to share.
c) Keep the value for the Calendar Path box as it is.

9. Click the Add button.

Application subscribes the calendar and displays in the calendar list.

Example:

Consider John and Mark are the users of Acmecorp domain. And, John needs to subscribe Mark's calendar.

  • First, Mark has to give access rights to John to view his calendar. Mark should share his calendar with John.
For details refer Sharing a Calendar with Other Users
  • Then, John can add Mark's calendar to his calendar account and view events and tasks from John's calendar.
Figure: Give access to the calendar


  • John can view or all the events from Mark's calendar as per rights given to him.
Figure: Subscribed calendar


Modifying Calendar Properties

You can modify the properties of your existing calendar.


To modify the properties of a calendar:

1. In the Calendar section, click the manage link.

The Manage Calendars and Subscriptions page is displayed in details pane. This page contains the list of all existing calendars.


2. Click the calendar to modify the properties.

The Modify Calendar page is displayed.

Figure: Modify Calendar Page


3. Modify the required properties like Summary, Description, Color, Display, and Filter Expression.


4. Add or Remove entries from the current access list to your calendar.


5. Click the Update Calendar button.

The properties of calendar are updated as specified.


Deleting a Calendar

You can delete the calendar which you are not using any more.


To delete the calendar:


1. In the Calendar section, click the Manage Calendars And Subscriptions link.

Figure: Manage Calendars And Subscriptions Link on Calendar Page

The Manage Calendars and Subscriptions page is displayed. This page contains the list of all existing calendars.


2. Click the calendar to be deleted. The Modify Calendar page is displayed showing the details of the calendar selected.

Figure: Manage Link on Calendar Page

3. Click the Delete Calendar button.

Figure: Delete Calendar button on Modify Calendar Page

A warning message is displayed to confirm the deletion.


4. Click the Yes: Delete Calendar! Button.

Figure: Delete Calendar Page

The selected calendar is deleted and a message of successful deletion of the calendar is displayed.

Figure: Calendar deletion message


Note:

If the calendar selected for deletion is not empty then it is not allowed to delete it. You should first empty the calendar and then try to delete it.