WebCalendar User`s Manual
Contents
1.2. day event Repeat C More Options Availability Busy Cancel Figure 26 Edit Event Window 2 On the Event Details tab modify the details as needed For more information about each option see the topic Adding an Event 3 To modify specific recurrence options click the Recurrence tab For more information see the topic How to Create a Reoccurring Event Office of information Technology Services Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 4 To attach or remove a URL click the Attachments tab For more information see the topic How to Add or Remove Event Attachments 5 Click OK to save your changes How to Delete an Event 1 Select the check box next to the event that you want to delete from your calendar a If you want you can select multiple events to delete at the same time b Note If you select a recurring event you are prompted to choose whether to select only the current instance of the event or the entire series 2 Click the Delete button in the Calendar Toolbar and then click OK to confirm the deletion Office of information Technology Services NCMail Calendar Instructional Manual Meetings A meeting is an event that allows the meeting owner to search for the availability of other users invite them to attend and notify them if there are any changes Unlike other events meetings can only b
3. Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 5 To set a due date for the task select the Due Date check box and enter a date and time 6 To create a recurring task select the Repeat check box a Select Daily Weekly Monthly or Yearly from the associated list to set the task to repeat at a specified interval b To set additional task recurrence options click the More Options button to go to the Recurrence tab See the topic How to Set Task Reoccurrence for more information 7 To be reminded about a task before it is due select the Reminder check box and set the reminder interval a Note To set a reminder the task must have a due date and you must have integrated alerts service 8 To set the status of the task select an option from the Status drop down list The Status options consist of a Incomplete Selected by default for all tasks unless you specify otherwise Even tasks without a due date are incomplete until marked complete b Complete Use instead of deleting a task when you want to track tasks that have already been completed c Needs Action Use when a task requires that some type of action be taken before it can be completed so that the task 15 more easily visible in your task list 9 To attach a URL to this task click the Attachments tab See The topic How to Add Task Attachments for more information 10 Click
4. To check for the availability of new users you added in the Invite field click the Availability tab To view the responses of attendees click the Availability tab To modify specific recurrence options click the Recurrence tab To attach or remove a URL click the Attachments tab Click lt OK gt to save your changes You will be prompted to notify the attendees of the meeting details a In the Meeting Modified window choose an action You can either send updates to all users in the Invite field and to any resources you may have booked or save changes to your calendar only 10 Click lt OK gt to save the meeting e aI Office of information Technology Services E34 Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 How to Delete a Meeting You can delete events and meetings from any of your calendars Deleting an event permanently removes it from your calendar 1 Select the check box next to the event that you want to delete from your calendar a If you want you can select multiple events to delete at the same time b Note If you select a recurring event you are prompted to choose whether to select only the current instance of the event or the entire series 2 Click Delete and then click OK to confirm deletion Office of information Technology Services NCMail Calendar Instructional Manual Tasks Overview Your task li
5. NCMAIL ENTEPRISE SOLUTIONS A DIVISION OF ITS Web Interface Calendar Manual service NCMail Calendar Instructional Manual Table of Contents Table of Contents WELCOME TO NCMAIL CALENDAR 3 ACCESSING NCMAIL 4 LOGGING IN TO NCMAIL 4 LOGGING OUT OF WEBMAIL 5 ACCESSING CALENDAR 6 ELEMENTS OF THE CALENDAR SCREEN 7 ELEMENTS OF THE CALENDAR TOOLBAR PANE 8 NCMAIL SYSTEM TOOLBAR ELEMENTS 8 CALENDAR TOOLBAR ELEMENTS 9 ELEMENTS OF THE CALENDAR NAVIGATION PANE 9 ELEMENTS OF THE CALENDAR CREATION SELECTION PANE 10 ELEMENTS OF THE CALENDAR TASK LIST PANE 10 ELEMENTS OF THE CALENDAR VIEW PANE 11 CALENDAR HELP SYSTEM 12 CALENDAR PREFERENCES 15 ACCESSING NCMAIL ACCOUNT PREFERENCES 15 NCMAIL CALENDAR PREFERENCES 16 CALENDAR SETTINGS 17 TASK SETTINGS 18 OVERVIEW OF CALENDAR TASKS 19 CALENDARS 20 CALENDAR GROUPS 21 HOW TO CREATE A CALENDAR GROUP 21 HOW TO EDIT RENAME A CALENDAR GROUP 21 How TO DELETE A CALENDAR GROUP 21 Office of information Technology Services Table of Contents NCMail Calendar Instructional Manual Revision 2005 08 ADDITIONAL CALENDARS 22 HOW TO ADD A NEW CALENDAR 22 HOW SHARE YOUR CALENDARS WITH OTHER USERS 23 How TO REMOVE USERS SHARING PRIVILEGES 24 HOW TO ADD ANOTHER USERS SHARED CALENDAR 24 HOW TO DELETE A CALENDAR 25 EVENTS AND MEETINGS 26 EVENTS 26 ADDING AN EVENT 26 How to Create a Recurring Event 28 How to Add or Remove Event Attachments 28 HOW TO EDIT AN EVENT 20 HOW TO
6. OK to add the task to your task list Office of information Technology Services NCMail Calendar Instructional Manual How to Set Task Reoccurrence 1 Select the Repeat check box and then select Daily Weekly Monthly or Yearly from the associated list a Additional settings appear based on the repeat interval you selected b Note Clearing the Repeat check box disables the recurrence settings but saves them so you can enable them later Click on the More Options button see Figure 34 below to set the detailed reoccurrence options as follows a E Add Task Microsoft Internet Explorer Task Details Recurrence Attachments Task Repeat Repeat Type Every f day s C Every weekday End C C After occurrencels No end time Cancel Figure 34 Reoccurrence Tab of Add Task Window For daily tasks 1 Select a Repeat Type option A daily event can recur at a specified interval or every weekday For example if you want the task to recur every other day enter 2 in the Every ___ Day s field If you want the task to recur every Monday through Friday on the other hand select the Every Weekday option For weekly tasks i In the Repeat Interval field enter the interval between recurrences For example enter 2 to create an task that recurs every other week In the Repeat Day area select the day or da
7. mark tasks as complete and delete tasks You can sort your task list by priority task name details due date and current status If you want you can also limit the list to show only those tasks with a particular status or due date Task List View All Tasks Mey Task Mark as Complete Delete There are no tasks to display Figure 11 Calendar Task List Pane Office of information Technology Services NCMail Calendar Instructi Elements of the Calendar View Pane The Calendar View pane as shown in Figure 12 below displays an enlarged view of the calendar you have chosen to display It will show an overview of any meetings or events that have been scheduled on you calendar It also includes a View drop down list to allow you to view your calendar in a variety of different formats han Man Figure 12 Calendar View Pane Office of information Technology Services NCMail Calendar Instructional Calendar Help System The NCMail Calendar application provides context sensitive help for the area of the system you are working No matter what tasks you are performing in the Calendar application you will always find the Help link in the upper right hand corner of the screen as highlighted in Figure 13 below Calendars traiming useritiTicedema ncmail net Aug 1 2005 G Help ET Pussy New Group E 0 Main O HR My Group Edit
8. DELETE AN EVENT 30 MEETINGS 31 HOW TO ADD A MEETING 31 How to Create a Reoccurring Meeting 34 How to Check Attendees Availability and Responses 36 How to Add or Remove Meeting Attachments 37 HOW TO EDIT A MEETING 38 HOW TO DELETE A MEETING 40 TASKS OVERVIEW 41 TASKS 41 HOW TO ADD A TASK 4 How to Set Task Reoccurrence 43 How to Add or Remove Task Attachments 44 HOW TO VIEW OR EDIT A TASK 45 HOW TO SET TASK STATUS 45 HOW TO MARK A TASK AS COMPLETE 45 HOW TO DELETE A TASK 45 Office of information Technology NCMail Instructional Manual Welcome Welcome to NCMAIL Calendar We hope the enclosed information assists you in increasing your knowledge of the NCMail Calendar application The screen shots and instructions that are included will guide you through all common calendar tasks with ease Everyone who has an NCMail account can for an additional fee opt to have access to Calendar The Calendar application enables you to view and edit your scheduled and the schedules of other NCMail Calendar users from any computer in the world that has an Internet connection If you have any questions please direct them to your local Customer Service Center Helpdesk or Local NCMail administrator You may enter your local contact information below for quick reference Local Contact Name Local Contact Number Local Contact Email If your questions cannot be answered by your local contact your local contact will open a ticket with t
9. No end time option As business processes change the need to have an indefinitely recurring meeting usually does As such it is not advised to use the No end time option but rather a definitive time period perhaps measured in years such as two 2 years 4 Click OK to save your changes How to Add or Remove Task Attachments You can attach one or more URLs Universal Resource Locators to a task The URLs you attach will appear as active links in the task window The attachment options are on the Attachment tab in the Create Task windows as seen below in Figure 35 S Add Task Microsoft Internet Explorer ps ET hope tet rd E Attachments https Attachments oki Cancel Figure 35 Attachments Tab of the Add Task Window 1 To add an attachment a Enter the URL in the URL text box b Make sure the URL begins with a valid protocol handler such as http or ftp c Click Attach Office of information Technolog NCMail Calendar Instructional Manual d The URL appears as a link in the Attachments section 2 To attach more URLs repeat the previous step a Youcan attach up to five URLs 3 To remove an attachment click the Remove button associated with the link 4 Click OK to save your changes How to View or Edit a Task 1 In your task list click the name of the task that you want to view or edit This will open the Edit Task window a Note If you
10. select a recurring task you are prompted to choose whether to edit the current instance of the task only or the entire series 2 On the Task Details tab view or modify the details as needed For more information about each option see the topic How to Add a Task 3 To modify specific recurrence options click the Recurrence tab For more information see the topic How to Set Task 4 To attach or remove a URL click the Attachments tab For more information see the topic How to Add or Remove Task Attachments 5 Click to save your changes How to Set Task Status Most often you set task status while adding or editing a task however you can also change the status of tasks to Complete from the task list For more information see the topic How to Mark a Task as Complete How to Mark a Task as Complete 1 Select the check box for each task you want to mark as complete a Note If you select a recurring task you are prompted to choose whether to change the current instance of the task only or the entire series 2 Click Mark as Complete How to Delete a Task 1 Select the check box next to each task you want to delete a Note If you select a recurring task you are prompted to choose whether to change only the current instance of the task or the entire series 2 Click Delete and click OK to confirm deletion Office of information Technology Services
11. Delete sk List 22 All Tasks New Task ae VAT 210 There are no tasks to display Figure 13 Highlighted Help Link Office of Information Technology Services NCMail Calendar Instructi The Help link will take you into the Calendar help system and display help on the task you are currently performing see Figure 14 below Help about Using the navigation calendar Microsd t Using the navigation calendar 214 You can use the small navigation calendar to quickly navigate to a particular date The large calendar view will update accordingly The current date is highlighted on the navigation calendar if it i8 displaying the current month Whenever an event has been scheduled an your main calendar the corresponding day number on the navigation calendar will display as bald To navigate to a different date 1 From the lists at the top of the navigation calendar select the month and year you want t view 2 On the navigation calendar click the number of the day vou want to view Related topics Changing the calendar layout Selecting calendars to view lt Figure 14 Help Window If what the Help window displays is not the topic you are interested in you can access a related topic in the Related Topics list If these topics still do not provide the information you are interested in you can use the Contents or Index buttons
12. Details tab but they are grouped here to make it more convenient for you to set them while you are checking availability 1 In the meeting window click the Availability tab The Availability tab of the New Meeting window will display as seen below in Figure 30 below El Create Meeting Microsoft Internet Explorer Er Create Meeting Meeting Details Availability Recurrence Attachments Help Invite Title Resources Start Time 705 s 55 EndTme B Duration Minute s All day event Attendees Check amp vailability Cancel Figure 30 Availability Tab of Create Meeting Window 2 To check attendee responses examine the Attendee list at the bottom of the window a Attendees including resources who have responded to the meeting invitation are listed in the Attendee section along with their status which shows whether they accepted the invitation and any messages they may have included in their responses Office of information Technology Services NCMail Calendar Instructional Manual 3 To check attendee availability click Check Availability a By default the time of your meeting 1s displayed at the top 1n green Below that all attendees are listed showing their availability on that day If an attendee 1s busy during that time the time displays in red b Note To display the list of attendees and their respons
13. For monthly events or meetings i From the Repeat Interval list enter the interval between recurrences In the Repeat Date field enter the day of the month on which the event will recur iii Note Because some months have fewer days than other months the date on which a monthly event recurs will vary if the first occurrence is on the 29th 30th or 31st day of the month During February the event will be scheduled for the 28th or the 29th if it is a leap year An event that recurs monthly on the 31st will be scheduled for the 30th during months that have only 30 days For yearly events or meetings i From the Repeat Month list select the month in which the yearly meeting will recur In the Repeat Date field enter the day of the month on which the event will recur Change the Start date for the recurring event Choose how to end the recurrence series by selecting one of the following options a b c To set a specific date on which the series will end enter the date in the End field To set the total number of occurrences including the initial occurrence enter the number in the After occurrences field If you want the event to recur indefinitely select the No end time option As business processes change the need to have an indefinitely recurring meeting usually does As such it 1s not advised to use the No end time option but rather a definitive time period perhaps mea
14. NCMail Calendar Instructional Manual Revision 2005 08 c Click Attach d The URL appears as a link in the Attachments section 2 To attach more URLs repeat the previous step a You can attach up to five URLs 3 To remove an attachment click the Remove button associated with the link 4 Click OK to save your changes How to Edit a Meeting When you open an existing meeting you can view details about the meeting and modify it Any changes made by an administrative assistant are identified in associated notifications and on the Availability tab with the phrase on behalf of When the meeting you are opening 16 a recurring meeting you can choose whether to edit the entire series or only that specific instance When you edit a single instance you create an exception to a recurring meeting For example you can change the start time of a weekly meeting for one particular week only without changing the regular start time for the other occurrences The exceptional meeting is still part of the recurring series and any subsequent changes you make to all instances will reset the exceptional instance For example if you change the start time or date when editing all instances all occurrences will be reset including any exceptions Note You can also open a specific instance of a meeting to check attendee responses and availability for that particular instance As you modify the meeting details if you decide that you no lon
15. andheld device s Palm OS Windows Pocket PC based device etc Preferences Clicking this button will take you to the preference settings for your email account Log Out Clicking this button will log you out of the Web Interface system NCMail Calendar Instructi Calendar Toolbar Elements Figure 8 shows the Calendar Toolbar followed by a description of the function each button performs New Event Mew Meeting Find Calendars Delete New Event New Meeting Find Calendars Delete Figure 8 Calendar Toolbar The New Event button will allow you to schedule a new event Events help you keep track of milestones and long term activities The New Meeting button will allow you to schedule a new meeting A meeting is an event that allows the meeting owner to search for the availability of other users invite them to attend and notify them if there are any changes Unlike other events meetings can only be added to your main calendar The Find Calendars button will allow you to search for the calendar of other NCMail users You can search for users and any calendars belonging to users who match your search criteria are displayed in a search results list Unless a user has given you read or write access to a calendar however you will not be able to view it or add it to your calendar list The Delete button will allow you to delete events or meetings from your calendar Deleting an even
16. as described below Contents Button The Contents Button will take you to the Table of Contents for the Help system Previous Button The Previous Button will take you to the help topic prior to the topic you are currently viewing gt Next Button The Next Button will take you to the next help topic Index Button The Index Button will take you to the Index for the Help System Here you can scan through a list of key words to find the help topic in which you are interested NCMail Calendar Instructional Now that we are familiar with the basic elements that make up the Calendar application window we need to look at the preferences that are available for our calendar Office of Information Technology Services NCMail Calendar Instructional Manual Calendar Preferences NCMail Account Preferences allow you to access settings that will determine how your NCMail account works including the Calendar application They are broken down into four categories General Mail Calendar and Contacts In this section we will discuss how to access the preferences for your account and discuss how preference settings will effect your account Because this manual is intended for the Calendar application we will only discuss the Calendar Preferences in detail The other preference elements are discussed in the NCMail Webmail Manual within the WebMail preferences section Accessing NCMail Account Preferences You will remem
17. be added from the Calendar drop down list The calendar currently displayed in the calendar view 1s selected by default If more than one calendar is displayed your main calendar will be selected Once you have added the event to a particular calendar you cannot move it to a different calendar If other users have write access to any of the calendars in your list you can click the Refresh icon to update the calendars This is useful when the calendar owner has changed your access to a shared calendar or when another user has added an event that would conflict with the one you are adding Set the date time and duration of the event Select the start date and time for the event The end time is set automatically based on the default duration period If necessary reset either the end date or time or the duration for the event For an event that lasts all day select the All day event check box If you change the duration the end time is recalculated Likewise if you change the end time the duration 1s recalculated If you change the end time to be earlier than the start time the start time 1s recalculated based on the duration If you select the all day option the start and end times and the duration update accordingly Note The maximum duration of an event 1s 365 days 10 To set a reoccurrence for your event follow the steps outlined in the following section How to a Create Reoccurring Event 11 To set your availability se
18. ber from earlier in this manual that we pointed out the WebMail System Toolbar In addition to containing the lt Calendar gt button we will also find the lt Preferences gt button located here highlighted in Figure 15 below Figure 15 WebMail System Toolbar Once you have clicked on the Preferences button you will be presented with the screen shown in Figure 16 below ori Coins af Soran S NCM Preferences userli ncmail net General User Profile m flail m Calendar First Nama m Contacts Last Email 1 Yahoo Address MSN IM Address IM Address Work Phone Mobile Phone Fax Address City State Province Country tip Postal Code Time Zona Language Firwser default i Figure 16 NCMail Preferences Window Calendar Preferences NCMail Calendar Instructional Manual Revision 2005 08 You will notice on the left side of this window there 1s a listing of the four categories of preferences that are available To access the preference category click on the category name in the left pane By default the General Preference Category is selected when you enter the NCMail Preferences window When you open any of the Preference Categories General Mail Calendar Contacts you can use the scroll bar on the right side of the window to see the additional settings for that category On the following pages we will discu
19. display as shown in Figure 24 below E Create Event Microsoft Internet Explorer un Create Event poe Ee s ere a E ES Event Details PR Title Location Details Privacy Public Event visible to anyone with access to the calendar Calendar Main v Stat Time mos B fas 55 End time paos 1 54 Duration feo minutes v day event Repeat 8 Mare Options Availability Busy Cancel Figure 24 New Event Window a Note You can also click the number representing a date on the calendar to open a New Event window This pre populates the date fields with that date 2 Enter a title for the event in the Title field The title you enter is used to label the event in the calendar view EE M Office of information Technolog NCMail Calendar Instructional Manual 3 4 5 6 T 8 9 If needed enter the location of the event in the Location field If needed enter a description of the event in the Details field If necessary make the event private by clicking the Private Event check box The private event option will not appear unless your calendar service includes this feature The Public Event option is selected for new events by default Unless you give other users access to the calendar however they cannot see events on it Select the calendar to which the event will
20. e added to your main calendar How to Add a Meeting 1 Click the New Meeting button in the Calendar System Toolbar The New Meeting window will appear as seen in Figure 27 below a You can also click the number representing a date on the calendar to schedule a meeting on that date The New Event window will open by default but you can change the event to a meeting by selecting Create Meeting from the list at the top of the window E Create Meeting Microsoft Internet Explorer 81 Create Meeting anm rome et ue nem e e mm ep Se aia ee ea ees ee Meeting Detail Aaaahhh Cinnurronce Atheeachmante _ E pe p 35111 IE 1 a 8 14 B Meeting Detalis Eee etia ICE Invite Tithe Location Hesnurces Meeting WT training user Ti demoa nemail net Details Privacy Public Meeting visible to anyone with access to the calendar Calendar Start Time 5 45 End Time fermos s x gt Pw Duration fo Minute s All day event Repeat a kf More Options Availability Busy ox cance Figure 27 New Meeting Window 2 To invite others to the meeting do either or both of the following a Enter the email addresses of the people you want to invite in the Invite text box separating each entry with a comma Office of information Technology Servic
21. e events whose duration overlaps If this option is not enabled you cannot create an event that conflicts with the time span of an existing event 5 To add the calendar to a group select the group from the Calendar Group drop down list 6 By default all users of your calendar service have Free Busy access to the calendar only Users can determine whether you are available at a particular time but they cannot view or modify events on the calendar We will discuss setting calendar access later in this section Office of information Technology Services NCMail Calendar Instructional Manual 7 Click the OK button to save your changes and close the window 8 You will now see the new calendar in your calendar list How to Share Your Calendars with Other Users You can set access levels when you add or edit a calendar By default a calendar cannot be accessed by other users The default access setting which applies to all calendar users is Free Busy This means that other users can check your availability when organizing a meeting but cannot view your calendar or its events You can change the user access settings if you want other users to view or edit events on your calendar or if you want to further limit or expand user access You can select from the following access levels Access Level Description None No access allowed The user or users cannot view this calendar or check your availability Free Busy statu
22. ed list a Additional settings appear based on the repeat interval you selected b Note Clearing the Repeat check box disables the recurrence settings but saves them so you can enable them later 2 Click on the More Options button see Figure 29 below to set the detailed reoccurrence options as follows Create Meeting Microsoft Internet Explorer m Create Meeting wae E gt ng 7 DLP TU 5 Meeting Invite Tithe Repeat pz Cancel Figure 29 Reoccurrence Tab of Create Meeting Window E Ek es DA E E oon Eh Eu a For daily meetings i Select a Repeat Type option A daily event can recur at a specified interval or every weekday For example if you want the event to recur every other day enter 2 in the Every Day s field If you want the event to recur every Monday through Friday on the other hand select the Every Weekday option Office of information Technolog NCMail Calendar Instructional Manual 3 b c d For weekly events or meetings i In the Repeat Interval field enter the interval between recurrences For example enter 2 to create an event that recurs every other week 1 In the Repeat Day area select the day or days of the week on which the event will recur For example you might create a meeting that recurs every Tuesday and Thursday
23. emoved from your calendar list but it is not actually deleted Only the owner of a calendar can delete it 1 In your calendar list select the check box of the calendar or calendars you want to remove 2 Click the Delete button 3 All selected calendars that you own are deleted unless they are in a group Any calendars you own that are in a group are moved out of the group All selected calendars owned by other users are removed from your calendar list whether they are in a group or not 4 To delete a calendar that has been moved out of a group select the calendar and click the Delete button again Office of information Technology Services Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 Events and Meetings Events are activities that you add to your calendars You can design events with many options such as the span of time for the event recurrence reminders and much more Meetings are events too with the additional option of inviting attendees and notifying attendees of changes You can even book resources such as conference rooms or projection equipment for meetings if your administrator has enabled this option for your calendar service Events Adding an vent Events help you keep track of milestones and long term activities Follow the following steps to create a new event 1 Click the New Event button in the Calendar Toolbar The New Event window will
24. ent Title Repeat Daily Repeat Type Every 1 dayisi C Every weekday tart 9129105 End C 00 C After occurrence s 2 Mo end time Cancel Figure 25 Reoccurring Tab of Create Event Window 4 After entering all necessary information for the reoccurrence of the event click on the Event Details tab to finish setting up your event or click OK to save the event How to Add or Remove Event Attachments You can attach one or more URLs Universal Resource Locators to an event or meeting The URLs you attach will appear as active links in the event or meeting window The attachment options are on the Attachment tab in the event and meeting windows 1 To add an attachment a Enter the URL in the URL field b Make sure the URL begins with a valid protocol handler such as http or ftp c Click lt Attach gt d The URL appears as a link in the Attachments section 2 To attach more URLs repeat the previous step 3 You can attach up to five URLs 4 remove an attachment click the Remove button associated with the link 5 Click lt OK gt to save your changes Office of information Technology Services NCMail Calendar Instructional Manual How to Edit an Event When you open an existing event you can view details about the event and modify it When the event you are opening is a recurring event you can choose whether to edit the entire series or only tha
25. er s main calendar or revoke your access to it at any time The calendar will remain in your calendar list but you will no longer be able to view or modify it In this case you can confirm with the owner that the calendar is no longer available and then delete it 1 Use the Find Calendars button to search for the calendar you wish to add searching for calendars 1s discussed in a separate section of this manual 2 In the search results select the calendars you want to add Note If a calendar in the search results list cannot be selected it means that the owner has not granted you access to it 3 Click the Add to My Calendars button 4 The Select Calendar Group window appears Office of information Technology Services NCMail Calendar Instructional Manual 5 To add the calendars to a group select a group from the Calendar Group drop down list None is selected by default which means that the calendars will not be added to any group Unless you have created one or more groups it will be the only selection available 6 Click the OK button to add the calendars to your list 7 The search results pane is replaced by your calendar view How to Delete a Calendar You can delete any calendar you own except your main calendar When you delete a calendar all events on the calendar are deleted This action cannot be undone Note When you delete a shared calendar owned by another user the calendar is r
26. es Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 b Click the Invite button to select contacts from your address books The Contacts and Groups window will open as displayed in Figure 28 below Select Contacts and Groups Microsoft Internet Explorer I Addresses Contacts Groups Directory Search 1 XE ni UE oy All To 61 14 Soe 211 1 242518 PR GON 5 Sip eee aT Account Bogus Account test northcarolina Rog U Account northcarolina gov andre henry andre henryicer zi Bath Bogus Both qatest2 state nc us ok Cancel Both Test Both qatest2 state nc us dennis helmaes dennis helmesi Move Test Move iorange county state nc us Test Collision Test test northcaralina gov Training User training user Ez Training Usera training user r3 Figure 28 Select Contacts and Groups Window 1 Select the names of the individuals or groups you would like to invite to your meeting and click the lt Add gt button 11 Choose lt OK gt to add all selected to the meeting 3 Enter a title for the meeting in the Title text box a The title is used as the subject line of email invitations sent to attendees as well as to label the meeting in the calendar view 4 Enter the location of the meeting in the Location text box 5 To boo
27. es again click Show Reply c To view availability for the previous day click Previous d To view availability for the next day click Next Day 4 To invite more users or change the meeting date time or duration make your modifications and then click Check Availability 5 When you have found the meeting time that you want click OK 6 You are prompted to notify the attendees of the meeting details 7 In the Meeting Modified window choose an action You can either send updates to all users in the Invite field and to any resources you may have booked or save changes to your calendar only 8 Click OK to save the meeting How to Add or Remove Meeting Attachments You can attach one or more URLs Universal Resource Locators to an event or meeting The URLs you attach will appear as active links in the event or meeting window The attachment options are on the Attachment tab in the event and meeting windows as seen below in Figure 31 Create Meeting Meeting Details Availability Recurrence Attachments Help Invite Title Add URL URL litte Attachments Cancel Figure 31 Attachments Tab of the Create Meeting Window 1 To add an attachment a Enter the URL in the URL text box b Make sure the URL begins with a valid protocol handler such as http or ftp oe of information Technology Services Events and Meetings
28. es you must click the lt Save Changes gt button to activate the changes You can return the Task Settings to their default values by clicking the lt Reset gt button We should now be familiar with the basic elements of the Calendar application as well as the preferences that will effect our default display Next we will discuss how to perform common calendar tasks such as scheduling a new event meeting creating editing completing tasks viewing other NCMail user s calendars etc Office of information Technology Services NCMail Calendar Instructional Manual Overview of Calendar Tasks You have a single calendar by default but you can create additional calendars to record different types of events Your main calendar is permanent but any additional calendars you create can be deleted Each calendar you create is added to your calendar list and you can select any calendar in the list to view In fact you can select multiple calendars and all events on the selected calendars appear simultaneously in a single layered calendar view You can create calendar display groups which appear in your calendar list and assign any calendar in your list to a group When you select a group the events on all calendars in the group are displayed in your calendar view You can also control the layout of your calendar view to display events in month week day or list views You can add events to any of your calendars On your main ca
29. ete Office of information Technology Services Calendars NCMail Calendar Instructional Manual Revision 2005 08 Additional Calendars Your main calendar is your permanent calendar which you use to add meetings and to accept meeting invitations from other users You can create additional calendars however on which you can add events that are not meetings For example you could use your main calendar for business and create a separate calendar for personal events How to Add a New Calendar 1 In your calendar list click the New Calendar button This will display the New Calendar window as seen in Figure 22 below E New Calendar Microsoft Internet Explorer New Calendar Calendar Type Personal Display Mama Description zu Double I Allow double booking of events Booking Calendar None Group URL http sccHBll its state nc us 5228 NChMall mbaxes demno ncmail Calendar Access Owner Training User Access All Registered Users Free Busy v Add User Remove Cancel Figure 22 New Calendar Window 2 In the New Calendar window enter a name for the calendar in the Display Name text box 3 Enter a description of the calendar in the Description text box 4 To disable double booking of events clear the Allow double booking of events check box Double booking is enabled by default which enables you to hav
30. ger want to invite other users you can change a meeting to an event by selecting Change to Event from the list at the top of the window Once you change a meeting to an event you lose the invitation list and any resources you may have booked Office of information Technology Services NCMail Calendar Instructional Manual 1 On the calendar click the meeting that you want to edit The Edit Meeting window opens as shown in Figure 32 below Dn Edit Meeting 2 Au I ee TUERI CORNEA F a ree e n g a amp ana In Hnrumnmenrn he 4 p reme imde Hotes HEBRSRERM etes LE irs 3 Training Usertl2 training user 2e demo ncmail ne Title Test Meeting 1 Location TS ConferenceRoom SCS Resources Meeting hiner training useritlTicadema ncmail net Details Test Meeting Privacy Public Meeting visible ta anyone with access to the calendar Calendar Stat Time fans 7 x 15 Pu End Time fens s 1s Duration 5 All day event Repeat 1 More Options Availability Busy Cancel Figure 32 Edit Meeting Window If you select a recurring meeting before the window opens you are prompted to choose whether to edit the current instance of the meeting only or the entire series On the Meeting Details tab modify the details as needed
31. he ITS Customer Service Center by telephone at 919 754 6000 or 1 800 722 3946 or email at support 2 ncmail net Our staff will be happy to answer any of your questions Office of information Technology Services Accessing Calendar NCMail Calendar Instructional Manual Revision 2005 08 Accessing NCMail The Calendar application is part of the NCMail system To access the Calendar you must have an NCMail account The first step in using the NCMail Calendar is accessing the NCMail web interface and logging in To accomplish this you will need to navigate to the NCMail portal on the web by following these steps Logging In to NCMail 1 Open your Internet browser Internet Explorer Netscape Mozilla etc 2 Type the following address into the address bar www ncmail net 3 Hitthe Enter key on your keyboard 4 Atthis point you will be presented with the following screen NE MA 77 About NCMail Documentation Reports Join NCMail e Tip Alves FF nemail net account login Se EAS nclabor com account login Announcement 1 NCMail Upgrade August 19 21 More This section is used to provide information on calendar login Announcement 2 Have You Changed Your Password Lately More virus and worm activity security vulnerabilities Announcement 3 NCMail Cost Savings to State Government More or similar content Admin Login NCMail Administrator login Please check back frequently for alerts affecting NCMail Quick Li
32. ion period 10 If necessary reset either the end date and time or the duration For a meeting that lasts all day select the All day event check box a If you change the duration the end time is recalculated Likewise if you change the end time the duration is recalculated If you change the end time to be earlier than the start time the start time 1s recalculated based on the duration If you select the all day option the start and end times and the duration update accordingly b Note The maximum duration of a meeting 1s 365 days 11 To create a recurring meeting select the Repeat check box a Select Daily Weekly Monthly or Yearly from the associated list to set the meeting to repeat at a specified interval b If you choose one of these options the meeting recurs based on the day and time you specified in the Start Time area For more recurrence options click the More Options button See the topic How to Create a Reoccurring Meeting for more information 12 To be reminded about the meeting before it starts select the Reminder check box and set the reminder interval a Note You must have integrated alerts service to set reminders 13 To set your availability select Free or Busy from the Availability drop down list a This option enables other users to see whether you are free or busy during this meeting to determine your availability for meetings they are organi
33. k resources for the meeting a Click the lt Resources gt button and then select one or more resources from the list If necessary expand a category in the list to access the resources in that category b Resources can include conference rooms overhead projectors or portable presentations systems Resources are often categorized by location type or other criteria and listed in outline style under each category If no resources appear in the list it means that your administrator has not added them c To view a resource calendar in a separate window click the name of the resource d Click the Add button to add the selected resources and then click Close e Note By default double booking of a resource is not allowed You are informed in case of any resource conflicts Office of information Technology Services NCMail Calendar Instructional Manual 6 Enter a description of the meeting in the Details check box If necessary make the meeting private by selecting the Private Meeting option a The Public Meeting option is selected for new meetings by default Unless you give other users access to the calendar however they cannot see meetings on it b Note The private meeting option will not appear unless your calendar service includes this feature 7 Set the date time and duration of the meeting 9 Select the start date and time 9 The end time is reset automatically based on the default durat
34. lect Free or Busy from the Availability drop down list If double booking 16 disabled for the calendar this setting is used to determine whether there are any conflicts with other events If you select Free this event can overlap with another event If this 1s your main calendar and other users have Free Busy access to it this setting is also used to determine your availability for meetings those users are organizing 12 To attach a URL to this event click the Attachments tab 13 Click OK to add the event to your calendar Note If the event does not appear you may have added it to a calendar that is not currently selected in the My Calendars list You must select a calendar to display the events and meetings it contains Office of information Technology Services Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 How to Create a Recurring Event 1 From the Create Event window check the Repeat check box 2 Select Daily Weekly Monthly or Yearly from the associated list to set the event to repeat at a specified interval If you chose one of these options the event recurs based on the day and time you specified in the Start Time area 3 For more recurrence options click the More Options button This will take you to the Reoccurrence tab as shown in Figure 25 below E Create Event Microsoft Internet Explorer m Create Ev
35. lendar you can also add meetings If you have identified another user as your administrative assistant they can manage meetings on your behalf You can share your calendars with other users and add other user s calendars to your calendar list Depending on the level of access granted by the calendar owner you can view or modify events on a shared calendar On the following pages we will discuss in detail how to perform all of these tasks Office of information Technology Services Calendars NCMail Calendar Instructional Manual Revision 2005 08 Calendars Your calendar s will display in your Calendar Creation Selection Pane as shown in Figure 20 below In this area you can select one or more calendars to view as well as adding additional calendars editing calendars and deleting calendars You can also create calendar display groups to allow for the display of multiple calendars in a unified view Follow the detailed instructions that follow to setup and use your calendar s My Calendars Cone EM New Calendar New Group E Ga Main Edit Delete Figure 20 Calendar Creation Selection Pane Office of information Technology Services NCMail Calendar Instructional Manual Calendar Groups Being able to create multiple calendars introduces a possible need to view these calendars at the same time Calendar groups are a convenient way to display all calendars in a eroup When you select a g
36. n into 5 main sections or panes Each of the five panes is noted in the figure We will discuss in detail each of these panes on the following pages pra fa MT Meeagirg A Noris 42 NCMail 1 all 1 1 Calendars training user Tie dema niemail net Jul 28 2005 QuickLinks 71 EH Help New Evert Mew Meeting Find Calendars Delete t Fri Sat Calendar Calendar Calendar Calendar Calendar Navigation Selection Task Last Toolbars View Figure 6 Calendar Main Screen Office of information Technology Services NCMail Calendar Instructional Elements of the Calendar Toolbar Pane NCMail System Toolbar Elements Figure 5 shows the NCMail System Toolbar followed by a description of what functions each button performs In this manual we are interested primarily in the Calendar button although we will also reference the Preferences button to access the Calendar Preferences and the Log Out button to end our Calendar session Figure 7 NCMail System Toolbar Mail Button Clicking this button will return you to the WebMail main screen from other areas of the Web Interface such as Calendar or your Address Book Calendar Clicking this button will take you to the Web Calendar application Address Book Clicking this button will take you to your Personal Address Book Sync Service Clicking this button will take you to settings that will allow you to setup sync service for your h
37. nks There are no Alerts at this time Join NCMail FAQs Best Practices Get Adobe Download Adobe Acrobat Reader Reader ITS NCMail Home About NCMail FAQs Best Practices Documentation Reports Join NCMail e Tip Site Map Office of Information Technology Services Po Box 17209 Raleigh NC 27619 7209 Privacy Policy Web Links Policy Contact Us Figure 1 NCMail Web Site Office of information Technology Services NCMail Calendar Instructional Manual 5 If you look at the series of links along the left side of this page you will find the web interface login links as seen in the following figure ncmail net account login nclabar cam account login calendar login Figure 2 E Calendar Login Button 6 Click on your domain account login link to access the user authentication screen seen in Figure 3 below M NCMail Meroe To access your account enter your user name and Password 2222 password and click Log In Figure 3 WebMail Login Screen 7 Enter the Username and Password provided to you by your email administrator Log In 8 Click on the con button or the Enter key to complete the login process Logging Out of WebMail To log out of the WebMail system you need to click on the lt Log Out gt button located at the top of the window in the NCMail System Toolbar see Figure 7 on Page 8 The Web Interface will log you off automatically after thirty 30 min
38. on 2005 08 b In the Add Calendar User window enter the search criteria for the user you want to add 1 To find a user in your domain search by name or by email address ii To find a user in any domain select the Search across all available domains check box and search by user ID c Click Search d If you search by name and multiple matches are found five at a time will appear in the search results If necessary select a new range of results to view from the Show list e In the search results list select the check box for the user and click the Add button Note You can repeat the search as necessary to add other users D Click the OK button g The search window closes and all selected users appear in the User Access section h Select an access level from the Access list for the user or users you just added Read access 1s selected by default How To Remove Users Sharing Privileges 1 Select the check boxes of the users you want to remove 2 Click the Remove button 3 Click to save your changes and close the window How to Add Another Users Shared Calendar You can add another user s calendar to your calendar list 1f the calendar owner has given you read or write access to it When you add a shared calendar to your list it remains there until you delete it and you can view it whenever you choose The calendar owner may delete the calendar assuming it is not the us
39. on the Default Event Duration preference determines what length of time will be automatically selected for the event When creating the event you will be able to select a different duration but if most of your events will last for one hour it will be beneficial to select one hour as the default Note Once you have set these preferences you must click the lt Save Changes gt button to activate the changes You can return the Calendar Settings to their default values by clicking the lt Reset gt button Office of information Technology Services Calendar Preferences NCMail Calendar Instructional Manual Revision 2005 08 Task Settings The Task Settings preferences as seen below in Figure 19 will allow you to determine how tasks you have scheduled on your calendar will display when you access the Calendar application These settings consist of Show Completed Tasks Default Sort and Default View Task Settings chow Completed Tasks as C Default Sort Priority Default s w al Tasks Save Changes Reset Figure 19 Task Settings Preferences Show Completed Tasks This yes no option button can be set to determine whether your task list displays tasks that have marked as completed or not Default Sort This drop down list will determine how your tasks will be sorted It includes the following sort options Priority Task Due Date and Status Note Once you have set these preferenc
40. roup in your calendar list all events on the calendars in the group appear in the calendar view You can add or delete a group and edit a group name If you have your business schedule on your main calendar and create a separate calendar for your personal schedule you may wish to add them to a group so you can view your business and personal schedules in one unified calendar How to Create a Calendar Group 1 In Calendar Creation Selection pane list click the Add Group button The Add Group window will display as seen in Figure 21 below Th Add Calendar Group Microsoft T ati rr Add Calendar Group Group Name Cantel Figure 21 Add Calendar Group Window 2 In the Add Group window enter a name for the group in the Group Name text box and click the OK button 3 The new group will appear in your calendar list How to Edit Rename a Calendar Group 1 In the Calendar Creation Selection pane select the group you wish to rename 2 Click the Edit button 3 Edit the group name 4 Click the OK button How to Delete a Calendar Group When you delete a group all calendars you own move to the top of your calendar list Any calendars owned by other users are removed from the list entirely To remove a shared calendar from a group before you delete the group see the section Removing a Calendar from a Group 1 Click the name of the group in your calendar list to select it 2 Click Del
41. s for meetings Free Busy Allows a user or users to check your availability when organizing default meetings Free Busy access is applicable to your main calendar only Read Allows a user or users to view details about events and meetings on this calendar Includes the access privileges for Free Busy Write Allows a user or users to add modify and delete events and meetings on this calendar Includes the access privileges for Read and Free Busy Note If you set a separate access level for an individual user that setting takes precedence over the setting for All Registered Users 1 Open the New Calendar or Edit Calendar window 2 The Calendar Access section of the window provides the access settings 3 To change the access level for all calendar users select a new level from the All Registered Users drop down list Note This setting applies to all users of the calendar service in any domain not just to users in your domain 4 To add one or more users to the calendar access list a Click the Add User button The Add Calendar User window will display as seen in Figure 23 below 2 Add Calendar User Microsoft Internet Explorer Search for a Calendar User First Last Mame Email Options Search across all available domains Cancel Figure 23 Add Calendar User Window Office of information Technology Services Calendars NCMail Calendar Instructional Manual Revisi
42. ss the Calendar preferences NCMail Calendar Preferences As noted above you will need to click the Calendar category on the left side of the preferences window to access the Calendar Preferences as seen below in Figure 17 There are two Calendar Preference settings Calendar Settings and Task Settings We will discuss each of these in detail on the following pages HE E M ME Br ETE PEE Ouick Links Calendar Settings Default View Month Default Event Duration po Minute s Save Changes Reset Task Settings Show Completed Tasks C Yes amp No Default Sort Priority gt 4 Default View All Tasks Save Changes Reset Figure 17 Calendar Preferences NCMail Calendar Instructional Manual Calendar Settings The Calendar Settings preferences as seen in Figure 18 below determine how the Calendar View will display when you access the Calendar application These settings consist of Default View and Default Event Duration Calendar Settings Default views Month Default Event Duration Minutets 71 Save Changes Reset Figure 18 Calendar Settings Preferences Default View When you access the Calendar application the Default View preference determines how your calendar displays Options available from the drop down list include month week day and various list views Default Event Duration When you create a new event in the calendar applicati
43. st displays the tasks you create You can add and edit tasks mark tasks as complete and delete tasks You can also sort your task list by priority task name details due date and current status If you want you can also limit the list to show only those tasks with a particular status or due date Tasks are an efficient way to keep track of your day to day activities and track the progress of long term projects Adding tasks to your task list helps you manage busy schedules and deadlines Tasks How to Add a Task 1 In your Calendar Task List click the New Task button The New Task window opens as seen below in Figure 33 E Add Task Microsoft Internet Explorer Task Priority Normal Details Due Date 7 45 PM Repeat Mare Options otatus Incomplete Cancel d Figure 33 New Task Window 2 On the Task Details tab enter a name for the task in the Task text box a The name you enter appears in the Task column of the Task list 3 From the Priority drop down list select a priority for the task Priority options include Normal the default priority High or Low a Tasks with high priority are indicated in the task list by a red exclamation mark b Tasks with low priority are indicated by downward pointing blue arrow 4 Enter a description of the task in the Details text box Office of information Technology Services
44. sured in years such as two 2 years 4 Click OK to save your changes Office of information Technology Services Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 How to Check Attendees Availability and Responses To organize a successful meeting you can use the settings in the Availability tab of the meeting window to invite additional users and check their availability and to adjust the meeting time until you find a time that works best You can use this method to check the availability of resources too After you have created a meeting you can later view attendee responses to your meeting request When a response is received the symbol representing the meeting on your calendar changes Refresh the calendar if necessary to update the view If you invite others to a recurring meeting you can check availability and responses for individual instances of the meeting when necessary For example after accepting your invitation to a recurring meeting an attendee may decline a specific instance of the meeting if he or she 1s unable to attend on that particular date To check responses or availability for a particular instance of a meeting click the instance and select the option to edit this instance only If an administrative assistant has responded to an invitation their name and the phrase on behalf of will appear with the invited user s name Note Some of these settings are also available on the
45. t permanently removes it from your calendar Elements of the Calendar Navigation Pane The calendar navigation pane as seen below in Figure 9 allows you to navigate to the different months or years of the calendar you are currently viewing Office of information Technology Services 1211 1 vary July 2005 E 15 1 L I1 kW TP VA es ie Li LN Io ONU T JT Ed 546 zr E T Hr EU 0 222 1 3 5 7 8 10 aE 14 15 48 17 48 ei 22 2 PY Lam Figure 9 Calendar Navigation Pane NCMail Calendar Instructional Elements of the Calendar Creation Selection Pane In the Calendar Creation Selection pane as seen below in Figure 10 you will find your main calendar and any additional calendars you have created Your main calendar is your permanent calendar which you use to add meetings and to accept meeting invitations from other users You can create additional calendars however on which you can add events that are not meetings For example you could use your main calendar for business and create a separate calendar for personal events My Calendars click to view Mew Calendar Hew Group E a Main Edit Delete Figure 10 Calendar Selection Pane Elements of the Calendar Task List Pane The Calendar Task List pane as seen below in Figure 11 is used to view tasks you have added to your calendar You can add and edit tasks
46. t specific instance When you edit a single instance you create an exception to a recurring event For example you can change the start time of a weekly event for one particular week only without changing the regular start time for the other occurrences The exceptional event 1s still part of the recurring series and any subsequent changes you make to all instances will reset the exceptional instance For example if you change the start time or date when editing all instances all occurrences will be reset including any exceptions If you decide that you want to invite other users you can change an event to a meeting as long as the event is on your main calendar by selecting Change to Meeting from the list at the top of the window 1 On the calendar click the event that you want to edit The Edit Event window opens as shown in Figure 26 below Note If you select a recurring event before the window opens you are prompted to choose whether to edit the current instance of the event only or the entire series E Edit Event Test Event Microsoft Internet Expl er zi 3 Edit Event Event Details Recurrence Attachments H Help Title Test Event Lacation irs Conference Room 1 Details This i a test event Privacy Public Event visible to anyone with access to the calendar Calendar lain Start Time 81705 fio End Time 8 1705 a 00 51 Duration leo Minute s
47. utes of inactivity Office of information Technology Services Accessing Calendar NCMail Calendar Instructional Manual Revision 2005 08 Accessing Calendar After logging into the WebMail system you will need to locate the WebMail system toolbar noted in Figure 4 below and find the Calendar button see Figure 5 El Critical Path Microsoft Internet Explorer View Feo Tools Ie Mail usertiinemail net Reply Reply all Forward Check Mail Accounts DefaultMail amp ccaunt Inbox D efaultilail amp ccout From Subject T of EXC bp Drafts userl ncmail net test message with attaWgment Jun 21 2005 20 31 hig ent Items user2 incmail net test message Jun 21 2005 20 22 bp Trash hg Junk E mail DefaultMail amp ccount Inbox now WebMail System Toolbar Click a message above to view it iri this pane Figure 4 WebMail Main Screen Figure 5 NCMail System Toolbar with Calendar Button Highlighted There is a more detailed description of this toolbar and what each button performs on page 8 Office of information Technology Services NCMail Calendar Instructi Elements of the Calendar Screen After logging into the WebMail system and accessing the Calendar application you will need to familiarize yourself with the elements that make up the application The following figure is a representation of the Calendar application The Calendar main screen is broke
48. ys of the week on which the task will recur For example you might create a task that recurs every Tuesday and Thursday For monthly tasks i From the Repeat Interval list enter the interval between recurrences 11 In the Repeat Date field enter the day of the month on which the task will recur iii Note Because some months have fewer days than other months the date on which a monthly task recurs will vary if the first occurrence is on the 29th 30th or 31st day of the month During February the task will be scheduled for the 28th or the 29th if it is a leap year An task that recurs monthly on the 3lst will be scheduled for the 30th during months that have only 30 days Office of information Technology Services Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 d For yearly tasks i From the Repeat Month list select the month in which the yearly task will recur il In the Repeat Date field enter the day of the month on which the task will recur 3 Change the Start date for the recurring task Choose how to end the recurrence series by selecting one of the following options a To set a specific date on which the series will end enter the date in the End field b To set the total number of occurrences including the initial occurrence enter the number in the After occurrences field c If you want the event to recur indefinitely select the
49. zing b Note If this meeting is being added to a calendar that does not grant Free Busy access to other users they will not be able to determine your availability 14 To check for the availability of the users you entered in the Invite field click the Availability tab See the topic How to Check Attendees Availability and Responses for detailed instructions on how to perform this check 15 If you want to attach a URL to this meeting click the Attachments tab See the topic How to Add or Remove Meeting Attachments for detailed instructions on how to perform this action 16 Click OK to add the meeting to your calendar Office of information Technology Services Events and Meetings NCMail Calendar Instructional Manual Revision 2005 08 17 You are prompted to notify the attendees of the meeting details 18 In the Meeting Modified window choose an action You can either send updates to all users in the Invite field or save changes to your calendar only a If you save changes to your calendar only invitees will not be notified of the meeting They will not receive an email invitation and a meeting request will not appear on their calendars In addition any resources you selected will not be booked 19 Click OK to save the meeting How to Create a Reoccurring Meeting 1 Select the Repeat check box and then select Daily Weekly Monthly or Yearly from the associat
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