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Baya User Guide All Versions


Getting Started with Baya

Accessing an Email Account

Accessing Contacts

Accessing Personal & Shared Calendars

  • Using Calendar

Sending or Receiving an SMS

Using Webchat

Using Audio Video Calling

Updating the Connect Xf Settings





Managing Tasks and Events

Tasks are activities or piece of work to do that you have assigned to yourself or that someone else has assigned to you; they have a Due Date but typically no particular time associated with it. And, an event is an activity scheduled for a specific place, date and time.

For example:

You can consider a task as a project to do. You can decide the dead line or due date to complete this project. Now, to complete this project you create events, schedule meetings, create a list of things to do where you can involve all the related members to the that particular task or the event.

Let us consider a scenario, you have given responsibility to hire 10 new employees in your organization. So hiring 10 new employees is a task assigned to you. To complete your task, you can create a list of to-do things so that you wont miss anything. Such as,

  • Decide criteria for employees
  • Publish an advertisement in a news paper, job search engines and other sources
  • Participate in job fair
  • Collect resumes
  • Short list resumes
  • Arrange interviews
  • Short list candidates
  • Arrange final technical and HR interviews
  • Issue offer letters to selected candidates
  • Perform joining procedure for all new joiners

To complete this task of hiring new employees, you have to arrange meetings, events, and activities some of them are time bounded and some are status bounded.

Managing Tasks

Adding a Task

Steps for creating a task

1. Add a task from Task and Reminders pane

2. Provide Basic details for the task

You need to provide Basic details which are compulsory for the task creation.

3. Provide more Details of the task

You can provide more Details which are optional for the task creation.

4. Provide Recurrence information for the task

If the task repeats after a certain period of time you can provide recurrence details for the task. This step is optional in the task creation procedure.

5. Provide Scheduling information of the event

You can schedule the task by inviting specific attendees and scheduling it on specific time. This step is optional in the task creation procedure.

Add a Task

1. On the Tasks & Reminders pane, click the down arrow and choose the Add Task option from the list box.

Figure: Add/ Schedule Task icon on the Calendar interface

Provide Basic Details of the task

Select the Basic tab and provide compulsory information of the task like Task Title

i. If you are working with more than a single calendar, Browse Calendar to select the required calendar. By default application saves the task in default calendar.


ii. Type in a Title for the task. Make your title descriptive so that it briefly expresses what the task is about.


iii. If you want to make the task time bound, provide Date and Time of the task.
Note: Refer the topic Provide Basic details of an event for the detail description of each object present on the tab.
Figure: Add Task- Basic Settings tab

Provide More Details of the task

Select the Details tab to provide more details about the task.


Note: Refer the topic Provide more Details of the event for details description of each object present on the Detail tab.

Figure: Add Task - Details tab

Provide Recurrence Information of the task

Under Recurrence leave as this task does not recur.

If the task repeats in specific duration you can provide recurring information which saves time.


Note: Refer the topic Setting up a recurring event for detail description of each object present on the Recurrence tab.

Figure: Add Event- recurrence tab

Provide Scheduling Information of the task

If you wish schedule the task and involve other members to this task into meeting, select the scheduling tab and click the Schedule this task with other users.


Note: Refer the topic Schedule a meeting for detail description of each object present on the Scheduling tab.

Figure: Add Task- scheduling tab

Save the task

  • Click the Save button to save the task or Close button to cancel the task.

Setting up a recurrence task

You can add a task that re-occurs on a regular basis. For example,.

To set up a recurrence task:

1. On the Tasks & Reminders pane, click the down arrow and choose the Add Task option from the list box.

2. Provide Basic details of the task you are creating.

3. Provide more Details of the task to make it descriptive which are optional.

4. Under Recurrence tab, choose the Event Recurs option and define the Recurrence Rules

Refer the topic Setting up a recurrence event for detail description of each object present on the Recurrence tab.


Scheduling a Task

Schedule your task and invite attendees as per requirement.

To set up a recurrence task:

1. On the Tasks & Reminders pane, click the down arrow and choose the Schedule Task option from the list box.

2. Add attendees with whom you want to share and schedule the task.

  • Enter email id of an attendee in the Attendees box.
  • Specify the Role of the attendee from list box whether required participant, optional participant, chair or non-participant.
  • Select the Status from list box whether needs action, accepted, declined, tentative, delegated.
  • Click the Add button.

Application adds the said user to the list and displays their Free/Busy schedule for the week.

Calendar Schedule Task Window

3. Provide Basic details of the task you are creating.

4. Provide more Details of the task to make it descriptive which are optional.

5. Define the Recurrence Rules if the task repeats in specific period.

Refer the topic Setting up a recurrence event for detail description of each object present on the Recurrence tab.

6. On the Scheduling tab, confirm all the attendees involved.

7. Click the Save button to save the meeting schedule.

Or
Click the Save & send invitations button to save the meeting schedule and send invitations.
Or
Click the Cancel button to cancel the meeting schedule.

Viewing details of a task

You can choose any task to view all of its details like its organizer, location, description, date and time of occurrence, status of the task and calendar holding the task.

To view details of a task:

  • On the Tasks & Reminders pane, hover the mouse over the task title to be viewed and click the down arrow to choose the View Details option.
Calendar Task Options
Application displays all the information about the event which you can download on your machine.
Calendar Task Details Window

Downloading a task

You can download a particular task in .iCal file format and open or view it in any other calendar application supporting .ical format.

  • On the Tasks & Reminders pane, hover the mouse over the task title to be downloaded and click the down arrow to choose the Download option.
OR
On the View Task page, click the Download link.
Application downloads the task details as .iCal file. You can open this file in other calendar application which supports the .iCal format.

Editing a task

You can edit any task to modify its details.

To edit an event

  • On the Tasks & Reminders pane,
- click the task to edit its details
- hover the mouse over the task title to be edited and click the down arrow to choose the Edit option.
  • On the Edit Task window, change the fields need to be corrected.
  • Once you are finished editing the task, click the Save button.

Creating an instance of a task

Instead of creating a task with same details you can simply make a copy of that task and edit details if required.

To create an instance of an event:

  • On the Tasks & Reminders pane, hover the mouse over the task title to be edited and click the down arrow to choose the Copy option.
  • On the Edit Task window, you can change the fields if needed.
  • Once you are finished editing the event, click the Save button.

Deleting a task

You can delete a task which you think is not required in future.

To delete an event :

  • On the Tasks & Reminders pane, hover the mouse over the task title to be edited and click the down arrow to choose the Delete option.
  • Choose the All option to delete all the recurrences of that event.
  • OR choose the Instance option to delete the current instance of the event.
  • Click the Ok button to delete that event permanently from your calendar.

Managing Events

Creating an Event

You can add an event to the calendar from action bar, calendar view, and free-busy view.

Steps for creating an event

1. Create an event

You can choose the screen in the application to create an event.

2. Provide Basic details of the event

You need to provide Basic details for the event which are compulsory for an event creation.

3. Provide more Details of the event

You can provide more Details of the event which are optional for event creation

4. Provide Recurrence information of the event

If the event repeats after a certain period of time you can provide recurrence details for the event.

5. Provide Scheduling information of the event

Instead of making it a simple event you can convert it into a meeting by inviting specific attendees and scheduling it on specific time.

Detail steps of adding an event

Create an event

1. Click the + button and select Add Event from the list box.

Figure: Calendar User Interface
.

Or

On the Action Bar, choose the Show Calendar View option from the calendar views list-box.

Click any date box on the page and select Add Event from the list box.

Figure: Calendar User Interface
.
Or

On the Action Bar, choose the Show Free/Busy option from the calendar views list-box.

Click any box on Free/Busy map page and select Add Event from the list box.

Figure: Calendar User Interface
.
Or

On the Action Bar, choose the Show List View option from the calendar views list-box.

Click the + sign on the page and select Add Event from the list box.

Figure: Calendar User Interface

Provide Basic Details of the event

1. Select the Basic tab.

i. If you are working with more than a single calendar, Browse Calendar to select the required calendar.

Note: By default a new event is added to the default calendar set in your calendar preferences.

ii. Type in a title for the event. Make your title descriptive so that it briefly expresses what the event is about.

iii. Decide Date and Time of the event.

  • All Day indicates the event is valid for that whole day.
  • Floating option makes the event unrestricted of the time zones.
  • If its not an All Day event, provide start Date and the Start Time for the event.
To provide start date, select the calendar icon and select a Start Date, Start Time, Time Zone for the event.
  • Decide the End Date
- You can choose the exact End date, End Time and Time Zone
- OR Specify the Duration for the event in number of days, hours,
- OR Choose This event has no duration / end date.

iv. Choose yes or no to select and decide if the added event will Affect the Free/Busy status.

Figure: Add Event- Basic tab

Provide More Details of the event

1. Select the Details tab to provide more details about the event.

i. Select the preferred Location from list box which populates all the locations you have already used.

Or In the Add New box, specify new location to be added to the list.

ii. Enter a Event Link(URL) for the event, if you have a website with more information about it.

iii. Enter more details about the event in the Description.

iv. Select one of the options confirmed, tentative, or canceled to decide the Status of the event.

Figure: Add Event- details tab

Provide Recurrence Information of the event

Under Recurrence leave as this event does not recur.

Note: Refer the topic Setting up a recurring event for details.

Figure: Add Event- recurrence tab

Provide Scheduling Information of the event

  • If you wish to convert this event into meeting, select the scheduling tab and click the make into meeting-invite attendees to send invitations to attendees.
Figure: Add Event- scheduling tab

Save the event

  • Click the Save button to save the event or Close button to cancel the event.

Setting up a recurrence event

You can add an event that re-occurs on a regular basis. For example, to add a meeting to a calendar that occurs every Monday between 8:30am and 9:00am, you can create a Recurring Calendar Event.

To set up a recurrence event:


1. Follow the steps 1 to 3 mentioned in Steps to Add an event
2. Under Recurrence tab, choose the Event Recurs.

3. Define the Recurrence Rules

  • Decide Frequency of the event: daily, weekly, monthly, or yearly.
  • Decide time to Repeat the event.
- Leave at Forever if you want the event to repeat forever.
- If not specify how many times you want the event to recur by selecting the Times radio button and typing the number times to repeat the event.


- Or alternatively select the Until radio button and specify an end date.


Note: the end date you specify here is different from the end date you specified earlier for the event. The end date here is the date you want the recurrence to stop and not the end date for the event.
Figure: Add Event- recurrence tab


  • Choose to view Advanced Recurrence Rules to add exceptions or additions to the rules.
Be sure that the recurrence rules are simple and not too complicated. If the recurrence rules are too complex it can cause problems for the event, consider in that case submitting a new event listing for each occurrence of the event.
For example, if you want the event recurring every other month type in 2 under the interval label or any interval of your choice.


  • You can specify how you would like the event to recur.
For example, if you want the event to recur on the first Monday and Tuesday of the month and also on the last Monday and Tuesday.
Figure: Add Event- Advanced Recurrence Settings for Monthly Frequency
  • You can also create exceptions for your recurring events.
For example, if there is a public holiday on a Monday you have designated your event to recur. Create an exception by selecting a date and time under the Recurrence and exception datesfield and select the add exception button.
Note: the time you enter for the exception must be the same as the start time for the event. Deleting a recurrence instance of an event also creates an exception. See section on editing/ deleting events.


  • To create an exception to the recurrences for the event,
-Select a date under the Recurrence and Exception dates field
-Click the Add recurrence button.
Figure: Add Event- Advanced Recurrence Settings for Monthly Frequency

Scheduling a Meeting

Please refer the topic Scheduling a Meeting.

Viewing details of an event

You can choose any event to view all of its details like its organizer, location, description, date and time of occurrence, status of the event and calendar holding the event.

* Hover the mouse over the event title to be viewed from the Calendar view page, and choose the View option.
View icon on the Calendar View Page

Application displays all the information about the event which you can download on your machine.
Calendar Event Detail View

Downloading an event

You can cownload a particular event in .iCal file format and open or view it in any other calendar application supporting .ical format.

* On the Calendar view or List View page, hover the mouse over the event title you need to download, and choose the Download option.
Download Event link on Calendar View Page

* OR On the View Event page, click the Download link.
Calendar Event Detail View

Application downloads the event details as .iCal file. You can open this file in other calendar application which supports the format.

Editing an event

You can edit any event to modify its details.

To edit an event

* Hover the mouse over the event title to be updated from either Calendar view, or List View and choose the Edit option.
Baya 314 Calendar Edit on Calendar View.png

* On the Edit Event window, change the fields need to be corrected.
  • Once you are finished editing the event, click the Save button.
Edit Event Window
* You can modify the event to make it as a meeting and schedule it as per suitable time for all the attendees.
Edit Event Window

Creating an instance of an event

Instead of creating an event with same details you can simply make a copy of that event.

To create an instance of an event:

  • On the Calendar View page, hover the mouse over the event title of which you need to create a copy of. And, choose the Copy option.
Copy Event icon on the Calendar View Page

* On the Edit Event window, you can change the fields if needed.
  • Once you are finished editing the event, click the Save button.
Edit Event Window

Deleting an event

You can delete an event which you think is not required in future.

To delete an event :

* Hover the mouse over the event title to be deleted from either Calendar view or List View.
  • Click the Delete icon.
Baya 314 Calendar Delete Icon on Calendar and List View.png

  • Choose the All option to delete all the recurrences of that event.
  • OR choose the Instance option to delete the current instance of the event.
Delete Event message box

  • Click the Ok button to delete that event permanently from your calendar.
Delete Calendar Event Message Box



Baya User Guide All Versions


Getting Started with Baya

Accessing an Email Account

Accessing Contacts

Accessing Personal & Shared Calendars

  • Using Calendar

Sending or Receiving an SMS

Using Webchat

Using Audio Video Calling

Updating the Connect Xf Settings





Using Calendar

You can create various calendar entries like event, task or schedule meeting in the calendar.


Event : Events are scheduled activities which may or may not involve other people. The duration of events can be over days and they may or may not affect your free / busy schedules.

Example: Birthdays, Anniversaries, Product launch, Server upgrades, and so on.


Meeting  : A meeting usually involves one or more people and has to be scheduled at a fixed time and place.


Task  : A task is a list of things to be done. Usually, there is a target date on which these tasks should be completed. But there is no fixed time to do the same.


See : Add an Event | Schedule a Meeting | Add a Task | Upload a Calendar | Export a Calendar | Set Calendar Preferences


Add an Event

Following steps describe you how to add an event in the calendar.


To add event:


1. Click the add button and select Add Event from the list box.

Figure: Add Button on Calendar


Or

Click the date box in your calendar and select Add Event from the list box.

Or

Click the box in Free/Busy map.

The Add Event page is displayed.


2. Click the basic tab.

Figure: Add Event- Basic tab


i. Click the Select Calendar button to select required calendar.

ii. Enter name of the event in Title box.

iii. Click to select All Day check box.

When you select All Day check box, you need to specify start date and end date/ duration.

iv. Enter the Start date.

v. Select from the options End date, End duration, or This event has no duration / end date.

vi. Click the Floating or Store as UTC check boxes to determine the date format.

vii. Click yes or no to select and decide if the added event will affect the Free/Busy map.

viii. Click to select the category with which you want to tag the event.


Note:

If there are not any categories defined, you can click the add category link to add new category.

ix. Click the Save button.

The event is created and saved.


3. Click the details tab.

Figure: Add Event- details tab


On the details tab,

i. Select the Location from list box

Or

Enter new location in add new box.

ii. Enter Event Link which links to the event information.

iii. Enter Description of the event.

iv. Select one of the options confirmed, tentative, or canceled to decide the Status of the event.

v. Click the Save button to save details.

The details are saved.


4. Click the recurrence tab.


Figure: Add Event- recurrence tab


On the recurrence tab, select one of the following options.

i. Event does not recur if event does not recur.

ii. Event recur if event recurs. When you choose this option, you need to specify

Recurrence Rules to decide frequency of recurrence.

Recurrence and Exception Dates to decide date-wise recurrence of event.


5. Click the scheduling tab.

Figure: Add Event- scheduling tab

On the Scheduling tab, click the make into meeting-invite attendees to convert the event into a meeting and send invitations to attendees.


See: Schedule a Meeting | Add a Task | Upload a Calendar | Export a Calendar | Set Calendar Preferences

Schedule a Meeting

Following steps describe you how to schedule meeting.


To Schedule Meeting:


1. On calendar, click the add button and select Schedule Meeting from the list box.

Or

Click the date box in your calendar and select Schedule Meeting from the list box.

Or

Click the box in Free/Busy map. The Schedule Meeting/task page is displayed.


2. Enter attendees in Add Attendees box.

Note:

The auto complete address book feature completes the addresses if present in address book.


3. Specify the Role of the attendee from list box whether required participant, optional participant, chair or non-participant.


4. Select the Status from list box whether needs action, accepted, declined, tentative, delegated.


5. Click the add button.

The Free/busy schedule for all attendees displays available time for all attendees.


6. Click the Continue button.

The Edit Meeting page is displayed.


7. Edit the meeting preferences. For more information, see Adding Event.


8. Click the Save button to save the meeting schedule.

Or

Click the Save & send invitations button to save the meeting schedule and send invitations.

Or

Click the Cancel button to cancel the meeting schedule.


See: Add an Event | Add a Task | Upload a Calendar | Export a Calendar | Set Calendar Preferences


Add a Task

Following steps describe you how to add task in the calendar.


To add a task:


Please refer the steps to add event as interface to add tasks is similar to add events. For more information, see Adding Event.


Note:

An additional field on the basic tab can be used to specify the % of completion of the task.


See: Add an Event | Schedule a Meeting | Upload a Calendar | Export a Calendar | Set Calendar Preferences


Upload a Calendar

You can upload events from external calendars by generating an iCal file and uploading it to the calendar.


To upload calendar:

1. In the Options section, click the Upload iCal link.

The Upload iCal File page is displayed.


Figure: Upload Calendar


2. Enter the full path and File Name of iCal file to be uploaded.

OR

Browse to select the required file.


3. Click the Select Calendar button to select the required calendar into which the events in the iCal file will be uploaded.


4. Click one of the options to decide Affects free/busy.

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.


5. Click one of the options to decide Status.

Accept the settings in the uploaded events (default)

Accept all uploaded events as confirmed

Accept all uploaded events as tentative

Accept all uploaded events as canceled.


6. Click the Continue button to upload the events.


See: Add an Event | Schedule a Meeting | Add a Task | Export a Calendar | Set Calendar Preferences

Export a Calendar

You can export calendars to iCalendar files.


To export calendar:

1. In the options section, click the Export Calendar link.

The Export Calendars as iCal page is displayed.


Figure: Export Calendar


2. Click to select one of the options Event Date Limits.


Today Forward: To select all events starting from today.

All Dates: To select all the events in the Calendar.

Date Range: To select all the events from the date range specified by you. Enter the Start date and End date.


3. Select the calendar from which the events have to be exported.

A Opening window is displayed to

  • Open the selected calendar file.
  • Save the selected calendar file.


See: Add an Event | Schedule a Meeting | Add a Task | Upload a Calendar | Set Calendar Preferences

Set Calendar Preferences

You can set or change the calendar preferences as per your requirement.

Figure: Manage Preferences


To set calendar preferences:

1. In the options section, click the Preferences link.

The Manage Preferences page is displayed.


2. Click the general tab to set general preferences.


3. Click the categories tab to manage categories.


4. Click the locations tab to manage locations.


5. Click the scheduling/meetings tab to set preferences for processing meeting requests.


6. Update the changes you have made.

The changes mentioned are updated and a message is displayed in status bar.