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Produced by Individual Software Incorporated

© Copyright 2007-2008 by Individual Software Inc.


M-PRMA13-P1.0
IT IS ILLEGAL TO MAKE UNAUTHORIZED COPIES
OF THIS SOFTWARE

This software is protected under federal copyright law. It is


illegal to make or distribute copies of this software except
to make a backup copy for archival purposes. Duplication of
this software for any other reason, including for sale, loan,
rental or gift, is a federal crime. Penalties include fines of as
much as $50,000 and jail terms of up to five years.

INDIVIDUAL SOFTWARE INCORPORATED


supports the software industry's effort to fight the illegal copying
of personal computer software.

Report copyright violations to:


SIIA, 1730 M St., NW, Suite 700
Washington, DC 20036

INDIVIDUAL, the INDIVIDUAL logo, AnyTime Organizer, and AnySync are trademarks of Individual Soft-
ware Incorporated.
Copyright 2007 iAnywhere Solutions, Inc. All rights reserved.
All other trademarks are the property of their respective holders.

Individual Software Inc.


4255 Hopyard Road, #2
Pleasanton, California 94588
Sales and Customer Service: (800) 822-3522
Technical Support: (800) 331-3313
General: (925) 734-6767
Fax: (925) 734-8337
Web Site: http://www.individualsoftware.com
E-mail: customerservice@individualsoftware.com
Table of Contents

Introduction
Welcome to AnyTime Organizer.................................................................................ix
AnyTime Organizer User’s Guide and Help System...................................................x
Customer Support.........................................................................................................x

Installing and Starting AnyTime Organizer


Installing AnyTime Organizer...................................................................................1-1
Starting AnyTime Organizer......................................................................................1-2
Exiting AnyTime Organizer.......................................................................................1-3

An Overview of AnyTime Organizer


All About the AnyTime Organizer Window..............................................................2-1
The AnyTime Organizer Buttons..............................................................................2-3
The Day Planner........................................................................................................2-5
Address Book............................................................................................................2-6
Quick Glances...........................................................................................................2-7
Note Book.................................................................................................................2-8
Layout Preview.........................................................................................................2-8
Expenses..................................................................................................................2-10
Password Organizer.................................................................................................2-11
Earth Clock.............................................................................................................2-12
TABLE OF CONTENTS i
Sticky Notes............................................................................................................2-13
Schedule Ticker.......................................................................................................2-14

Day Planner
Getting Started Using Your Day Planner...................................................................3-1
Adding an Appointment or Event ............................................................................3-2
Adding an Untimed Event........................................................................................3-3
Adding a To-do Item.................................................................................................3-3
Importing To-do or Event Information .....................................................................3-4
To-do View................................................................................................................3-4
Quick Calendars........................................................................................................3-5
Adding Details – General Information.....................................................................3-6
Adding Notes............................................................................................................3-8
Adding Groups..........................................................................................................3-9
Rescheduling an Event or To-do Item....................................................................3-10
Birthday and Anniversary Settings.........................................................................3-10
Drag and Drop Features..........................................................................................3-11
Using AutoSchedule ..............................................................................................3-13
Using Copy Special................................................................................................3-14
Day Planner Options...............................................................................................3-14
Sticky Notes............................................................................................................3-15
Schedule Ticker.......................................................................................................3-16

Address Book
Adding an Address to Your Address Book................................................................4-1
Importing Address Information ................................................................................4-2
Adding Details to an Address Book Entry................................................................4-2
Adding Notes............................................................................................................4-3
Adding Group, Birthday, and Anniversary Information...........................................4-4
Adding Photos...........................................................................................................4-5
AutoSchedule............................................................................................................4-6
Drag and Drop Features............................................................................................4-7
Schedule an Appointment or To-do Item from Your Address Book.........................4-7
Printing Envelopes....................................................................................................4-8
AutoDial....................................................................................................................4-9
Send Mail................................................................................................................4-10
ii Anytime Organizer User’s Guide
Using Copy Special.................................................................................................4-11
Address Book Options............................................................................................4-12
Address Book Settings............................................................................................4-13
Printing Labels........................................................................................................4-13

Expenses
Displaying Expense View..........................................................................................5-1
Adding Details to Expenses......................................................................................5-2
The Calculator...........................................................................................................5-4

Quick Glances
Displaying the Quick Glances...................................................................................6-1
Changing from Calendar to Graph View...................................................................6-1
Using the Week and Month Glances.........................................................................6-3
Using the Year Glance...............................................................................................6-5
Drag and Drop Features............................................................................................6-5
Using AutoSchedule..................................................................................................6-6
Quick Glance Options...............................................................................................6-7
Quick Glance Settings...............................................................................................6-8

Managing Your Files


Creating a New File...................................................................................................7-1
Opening an AnyTime Organizer File........................................................................7-2
Opening a File from a Previous Version of AnyTime...............................................7-2
Saving a File..............................................................................................................7-3
Optimizing Files........................................................................................................7-4
About Holidays.........................................................................................................7-4
Attaching and Detaching Files..................................................................................7-5
Merging Files............................................................................................................7-6
Deleting Data............................................................................................................7-7
Importing a File Created by Another Program.........................................................7-8
Importing Events, To-do Items, and Addresses........................................................7-9
Exporting Files Overview.........................................................................................7-9
Exporting Events, To-do Items, and Addresses......................................................7-10
Printing....................................................................................................................7-11
Page Setup...............................................................................................................7-11

TABLE OF CONTENTS iii


Print Setup...............................................................................................................7-11
Layout Preview........................................................................................................7-11
AnyTime Online......................................................................................................7-11
Backup/Archive.......................................................................................................7-13
AutoSave.................................................................................................................7-14
Send Mail................................................................................................................7-14
Exiting AnyTime Organizer....................................................................................7-14

Other AnyTime Organizer Features


Using AutoSchedule..................................................................................................8-1
Using Cut, Copy, and Paste.......................................................................................8-2
Using Copy Special...................................................................................................8-3
The Options Menu.....................................................................................................8-3
Using Find.................................................................................................................8-8
About Groups............................................................................................................8-9
Password Organizer.................................................................................................8-14
Earth Clock..............................................................................................................8-16
Screen Saver........................................................................................................... 8-18

Note Book
Getting Started Using the Note Book.......................................................................9-1
Adding a New Note Book Entry...............................................................................9-1
Changing Fonts and Styles.......................................................................................9-2
Printing a Note Book Layout....................................................................................9-4
Daily Journal Entry...................................................................................................9-4

Networking
Using AnyTime Across a Network.........................................................................10-1
Networking Information.........................................................................................10-8
Locking...................................................................................................................10-9
Network Settings...................................................................................................10-10

iv Anytime Organizer User’s Guide


Synchronizing with AnySync
About AnySync.......................................................................................................11-2
How to Synchronize................................................................................................11-3
Profiles....................................................................................................................11-6
Device Specific Information...................................................................................11-8
General Troubleshooting.........................................................................................11-9

Printing
Introduction to Printing...........................................................................................12-1
Selecting a Layout...................................................................................................12-1
Customizing Layouts...............................................................................................12-3
Times.......................................................................................................................12-8
Layout Preview Options..........................................................................................12-8
Page Setup...............................................................................................................12-9
Print Setup.............................................................................................................12-12
Printing Overflow..................................................................................................12-12
Printing Repeating Event Bars..............................................................................12-13
Printing to a PDF File...........................................................................................12-13
Printing Envelopes................................................................................................12-14
Print Options.........................................................................................................12-14
Double-Sided Printing...........................................................................................12-15
Daily Layouts........................................................................................................12-17
Weekly Layouts.....................................................................................................12-23
Monthly Layouts...................................................................................................12-28
Yearly Layouts......................................................................................................12-30
Address Layouts...................................................................................................12-31
Note Book Layouts...............................................................................................12-32
To-do Layouts.......................................................................................................12-34
Expense Layouts...................................................................................................12-35
Password Layouts.................................................................................................12-36

TABLE OF CONTENTS v
Keyboard Shortcuts
Day Planner..............................................................................................................A-1
Address Book...........................................................................................................A-2
Note Book................................................................................................................A-2
Quick Glances..........................................................................................................A-3
Layout Preview.........................................................................................................A-3
File Menu Commands..............................................................................................A-3
Edit Menu Commands.............................................................................................A-4
Misc..........................................................................................................................A-4
Expense....................................................................................................................A-4
Password..................................................................................................................A-4
View Menu...............................................................................................................A-5

Troubleshooting
Printing Problems.....................................................................................................B-1
Common Solutions for Common Problems.............................................................B-2
General Error Messages...........................................................................................B-4

vi Anytime Organizer User’s Guide


Introduction
Welcome to AnyTime Organizer
AnyTime Organizer is a complete personal information manager that helps
you keep track of day-to-day appointments, events, expenses, and to-do
items. You can keep a list of family, friends, and business contacts using the
Address Book. Plus, you can print your schedule and addresses using over
250 different calendar and address book layouts.

AnyTime Organizer also offers:


• Networking capabilities to enable multiple users to access information
over a network.
• A quick and easy way to enter or change appointments, events, and
to-do items to effectively manage your daily schedule.
• The easiest way to keep a current address book.
• A large variety of print formats to carry with you, put in an organizer
or pocket-size binder, or to give to friends and colleagues.
• Alarms to notify you of upcoming appointments, events, and to-do
items.
• An easy way to enter repeating appointments, events, and to-do items.

AnyTime Organizer can be used by anyone, computer expert or not!


Throughout the program you will find an intuitive, graphical environment to
guide you and make using AnyTime Organizer simple and fun.

Individual Software has developed this program with the high standards it
holds for all its software. We hope you enjoy using AnyTime Organizer!

INTRODUCTION ix
AnyTime Organizer User’s Guide and Help System
AnyTime Organizer includes a complete user support and documentation
system that includes a thorough Help system and a complete Electronic
User’s Guide. Please review this information to get the best performance of
all the features of AnyTime Organizer.

Help System
• Detailed information about AnyTime Organizer features.
• Accessible by clicking Help on the menu bar, and then selecting Any-
Time Organizer Help.
• Also provides context sensitive help when the F1 key is pressed.

Electronic User’s Guide


• Detailed information about AnyTime Organizer features.
• Accessible by clicking Help on the menu bar, and then selecting Any-
Time User Guide.
• Requires Adobe Acrobat™ Reader, which is included with AnyTime
Organizer.
You can choose to print the entire Electronic User’s Guide, or select and
print specific pages. You can also print selected topics from the Help System.

Customer Support
At Individual Software, we are dedicated to supporting our customers and
place the highest priority on customer satisfaction. Please review the fol-
lowing information, which will help you with the most common customer
support inquiries including registering your software, obtaining technical
support, ordering an upgrade, contacting customer care, and sending feed-
back or product suggestions.

x Anytime Organizer User’s Guide


Registering your Software
You should register the product with Individual Software using one of the
following methods:

• Product Installation: During the Installation Process, you will be


asked to register your software. This is the preferred method to use
for software registration.
• Online Product Registration: You may register your product online at
anytime by visiting www.individualsoftware.com/register

You only need to register using one of the registration methods. It is


unnecessary to register more than once.

Three Important Reasons to Register Your Software with


Individual Software

1. You will be entitled to FREE customer support by contacting our Techni-


cal Support or Customer Care departments.
2. You will receive announcements about free updates and patches to your
software.
3. You will be protected by the Individual Software CD-ROM Limited War-
ranty policy.

100% Customer Satisfaction


Individual Software guarantees that this product meets our highest qual-
ity standards. Our FREE technical support by toll-free (800) number is a
demonstration of our commitment to 100% Customer Satisfaction. Addition-
ally, if, for any reason within 30 days of purchase, we cannot ensure that
the software will work on your system, we will gladly replace the software,
exchange it for another product or refund your money.

INTRODUCTION xi
Contacting Technical Support
At Individual Software, FREE technical support is available through a toll-
free (800) telephone number or from the Web support site. If you have any
questions about using the software or are experiencing technical difficulties,
please contact our Technical Support department as follows:

Phone Support: Call (800) 331-3313, Monday to Friday between the hours
of 8:00am and 5:30pm (Pacific Standard Time) and you will be connected to
the next available Product Support Specialist. If you are calling from outside
the United States or Canada, call 925-734-6767.

Web Support: Visit www.individualsoftware.com/support

Contacting Customer Care


If you need assistance with anything other than Technical Support including
learning more about new versions, ordering an upgrade, purchasing ad-
ditional software titles, registering your software, processing your mail-in
rebate, or any other service request, then please contact the Customer Care
Department as follows:

Web Customer Care: Visit www.individualsoftware.com/customercare

Phone Customer Care: Contact (800) 822-3522, Monday to Friday be-


tween the hours of 8:00am and 5:30pm (Pacific Standard Time) and you will
be connected to the next available Customer Care Representative. If you are
calling from outside the United States or Canada, call 925-734-6767.

When contacting Customer Care, please be sure to include (1) your


name, daytime telephone number and e-mail address, (2) a complete
description of what you need, and (3) the time of day you are available
for a phone call. Also, please let us know whether you would prefer
that we contact you by e-mail or telephone and when would be a good
time to reach you.

xii Anytime Organizer User’s Guide


Sending Feedback, Comments, and Suggestions
If you would like to request a new feature or to send comments and sugges-
tions about an existing product or service, then please send your feedback as
follows:

Web Comments: Visit www.individualsoftware.com/comments

Contacting Individual Software Summary


Hours: Monday - Friday 8:00AM-5:30PM,
Pacific Standard Time
Web Addresses:
Technical Support Web: www.individualsoftware.com/support
Customer Care Web: www.individualsoftware.com/customercare
Comments Web: www.individualsoftware.com/comments
Company Site: www.individualsoftware.com

Telephone Numbers:
Technical Support: (800) 331-3313
Customer Care: (800) 822-3522
Fax: (925) 734-8337
Outside USA or Canada: (925) 734-6767

Mailing Address: Individual Software


4255 Hopyard Road, #2
Pleasanton, CA 94588
E-mail Support:
Technical Support: techsupport@individualsoftware.com
Customer Care E-mail: customercare@individualsoftware.com
Comments E-mail: comments@individualsoftware.com

INTRODUCTION xiii
Ordering a Warranty Replacement
The CD-ROMs included with every Individual Software product are guar-
anteed to be free from any material defects for a period of 120 days from
the original date of purchase. The Individual Software CD-ROM Limited
Warranty Policy entitles the original purchaser of the software to a free
replacement of any defective CD-ROM. If you need a replacement after the
120-day period has expired, you may purchase a CD-ROM for $10 up to
three years after the date of purchase. Please refer to the CD-ROM Warranty
Replacement Card located in this Electronic User’s Guide.

xiv Anytime Organizer User’s Guide


C H A P T E R 1

Installing and Starting


AnyTime Organizer
Installing AnyTime Organizer
The instructions in this chapter will guide you through installing AnyTime
Organizer to your hard drive.

To install AnyTime Organizer, place the AnyTime Organizer CD into


your computer’s CD-ROM drive.

If you have AutoPlay enabled:

The AnyTime Organizer installation menu will display on your screen.


Select AnyTime Organizer, and then follow the directions on your
screen. When the installation is complete, you will be returned to the
installation menu to select any other programs you wish to install. To exit
the installation menu, click the Exit button.

If you do not have AutoPlay enabled:

1. Click the Start button.



2. Click Run on the Start menu.

CHAPTER 1 EXPENSES 1-1


3. In the Run dialog box, type: D:\SETUP in the Open text box. (This
example uses drive D as the drive letter of your CD-ROM. Change this
letter if your CD-ROM drive letter is different.)
4. Click the OK button or press the Enter key on your keyboard to start the
installation program.
5. Select AnyTime Organizer from the installation menu.
6. Follow the on-screen directions for installation.

Starting AnyTime Organizer


If you accepted the default settings during the installation, an AnyTime
Organizer icon was created for your desktop. To start AnyTime Organizer,
double-click the desktop icon or follow the instructions below.

To start AnyTime Organizer:

1. Click the Start button.

2. Select Programs.

3. Select the AnyTime Deluxe folder, and then click AnyTime


Organizer.

4. Create a new file or open an existing one from the Create/Open AnyTime
Document dialog box.

1-2 AnyTime Organizer User’s Guide


Exiting AnyTime Organizer
To exit AnyTime Organizer:

• Click File on the menu bar, and then click Exit.


OR
• Press the Alt+F4 keys on your keyboard simultaneously.

If any dialog box is open, you must close it before exiting AnyTime
Organizer.

If the current file is named AnyTime1.atw, AnyTime2.atw, etc. and the file
has not been saved, the Save As dialog will display before exiting. In the
Save As dialog box, name the file and save your changes. Once the file is
named, AnyTime Organizer’s AutoSave feature will save your changes upon
exiting.

CHAPTER 1 EXPENSES 1-3


C H A P T E R 2

An Overview of AnyTime
Organizer
All About the AnyTime Organizer Window
When you first start AnyTime Organizer, the Day Planner displays:

Menu Bar Entry Bar Title Bar Untimed Event Bar

Tool
Bar

Day Planner

Navigation
Bar

Page Flip

Options Bar
Status
Bar
Daily Journal Quick Calendars

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-1


The AnyTime Organizer and Day Planner windows feature these
navigational elements:

• The title bar shows that AnyTime Organizer is the active window. If
more than one window is open at the same time, you can tell which is
the active window by the color or intensity of the title bar.
• The menu bar displays AnyTime Organizer’s menu choices.
• The tool bar contains buttons to give you access to AnyTime Orga-
nizer’s most popular and frequently used tools.
• The entry bar enables you to enter items into Day Planner, Address
Book, and Quick Glances. Type your text and click OK or press
Enter. Or, click the Details or Notes button to enter more detailed
information.
• The untimed event box allows you to record an event without a spe-
cific time, such as an all day event, in your Day Planner.
• The Daily Journal Entry link at the bottom left of the Day Planner
allows you to quickly jump to the Note Book where you can create
timed, dated journal entries and notes.
• The navigation bar contains buttons that allow you to choose the
views and sections of AnyTime Organizer.
• Each window has a window border and window corners for resizing
the window.
• The status bar is at the bottom of the window. Refer to this for the
current date and time and a keyboard status. Position the mouse
pointer over any item to display help for the selected item or control.

Now that you are familiar with the AnyTime Organizer and Day Planner
windows, you are ready to get organized.

2-2 AnyTime Organizer User’s Guide


The AnyTime Organizer Buttons
Get to know AnyTime Organizer’s most commonly used buttons. Select a
button to perform a certain function or select the option from a menu.

Navigation Bar Buttons

Day Planner View Week Glance Month Glance Year Glance

Address Book View To-do List Note Book View Expenses View

Password Organizer Earth Clock

Tool Bar Buttons

Layout Preview Print Cut Copy Paste


Delete Find Groups Help Drag Net

Sticky Notes

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-3
Entry Bar Buttons

OK Cancel New Event, To-do, and


Address Details

Notes Reschedule

Options Bar Buttons



Timescale On/Off Go To Today Fast Date View l

View 2 View 3 View 4 View 5


Calendar View AutoDial Print Envelope Send Mail

Occupied Time Quick Calendars Sort by First Name Sort by Last Name

Sort by Company

2-4 AnyTime Organizer User’s Guide


The Day Planner
The Day Planner manages your daily schedule and enables you to track
appointments, events, and the to-do list.

In the appointments/events page you can add timed events, such as


appointments, and untimed events, such as holidays and vacations. The to-do
list can be a running list of tasks, or you can keep separate lists for separate
days. As you schedule events, you can set alarms that will sound a reminder
minutes or hours before a meeting. You can be notified by e-mail or phone
text message when these events occur.

If you have an event that occurs regularly, such as a weekly meeting, you
can schedule it just once as a repeating event. AnyTime Organizer records
that regularly scheduled event in the Day Planner.

You can reschedule an item by right-clicking the item and selecting


Reschedule from the shortcut menu, or you can drag and drop the item to a
new day or use Quick Calendars. You can add additional notes to each event
by clicking the Daily Journal Entry link at the bottom of the left page to
open the Note Book.

Maintain your to-do list by assigning a priority status, due date, and an alarm
for important items. Then, once an item is completed, check it off as done.

Set your Day Planner to display varying amounts of information. Display


a minimum amount of information or display your schedule in full detail,
including notes, using the View buttons located on the Options bar.

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-5


View another day by selecting the Fast Date button on the Options bar, or
by clicking the Page Flip buttons located at the bottom corners of the Day
Planner. To view more than one day of your schedule at a time, select the
Week Glance, Month Glance, or Year Glance views, which are located on
the Navigation bar.

Address Book

Use the Address Book to record information of friends, family, business


contacts, and other acquaintances.

The Address Book enables you to add names, addresses, phone numbers,
e-mail addresses, Web site addresses, birthdays, and anniversary dates. You
can add notes for recording more details about a person. For example, you
can keep track of correspondence dates, special family occasions, or even
travel itineraries. As you add names and addresses into the Address Book,
you can sort them by first, last, or company name.

To locate a name in your Address Book use the Find feature located on the
tool bar, or flip through the pages of the Address Book as if it were on paper.
Use the letter buttons on the Options bar to zip alphabetically through the
listings.

With the click of a button you can launch a browser and display a contact’s
Web site or display driving directions to their address.

Use AnyTime Organizer to print an envelope with any name and address
from your Address Book. Let AnyTime Organizer be your personal assistant

2-6 AnyTime Organizer User’s Guide


and make calls for you! The Autodial feature places telephone calls by
modem to anyone listed in your Address Book.

AutoSchedule is your shortcut to scheduling appointments and meetings with


any of your Address Book contacts. Display AutoSchedule, set a date and
time, and your schedule is updated.

Quick Glances
AnyTime Organizer provides Quick Glances to view and quickly change
your schedule. You can select from the Week Glance, Month Glance, and
Year Glance displays using the buttons on the Navigation bar.

Each Quick Glance gives you both a Calendar and a Graph view. You
can select Calendar view to see a familiar calendar format with holidays,
appointments, events, and to-do items noted. Select Graph view to see your
schedule displayed in a graph format with time blocks, showing busy times
and available times. The Calendar and Graph view buttons are available on
the Options bar.

You can view and change your schedule in any Quick Glance by clicking an
event or to-do item.

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-7


AnyTime Organizer gives you several options for customizing Quick
Glances to suit your time management needs. For example, the Graph views
let you set the start and end times, and the time increments to be displayed.
If your day regularly begins at 7am and ends at 4pm, use these times to
change the view to your schedule.

Note Book
Take advantage of the Note Book to keep track of everything. Use it to write
letters, faxes, and memos. Record personal information, including bank
account numbers and credit card information, and add travel information,
notes, lists, and anything else that comes to mind.

You can add a journal entry from the Day Planner to record ideas, notes,
meeting minutes, or record the events of the day for future reference. At the
bottom of the left page, click the Daily Journal Entry link to open the Note
Book.

Your Journal notes also provide a date stamp for reference.

Layout Preview
AnyTime Organizer offers over 250 layouts. Click the Layout Preview
button, select a layout, customize it, and print it.

2-8 AnyTime Organizer User’s Guide


Choose from Daily, Weekly, Monthly, Yearly, Address, To Do, Note Book,
Password and Expense layouts. For example, Daily will display a list of
layouts that print a daily schedule. AnyTime Organizer layouts will print on
standard Organizer and Pocket size pages for use with Day Runner™, Day-
Timer™, Filofax™, or Franklin™ organizers.

The various layouts emphasize different pieces of information, such as


events, to-do lists, notes, small calendars, and Address Book information.
Depending on the layout you select, the options will vary. The drop down
menu allows you to choose between various themes as well.

You can also customize your layouts. Select the Customize button from the
Layout Preview window. AnyTime Organizer offers a full range of options
for working with fonts, borders, headers, footers, small calendars, themes
and layout text.

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-9


Expenses
Track and manage your expenses with AnyTime Organizer. Itemize by
date, type, payment method, type of currency, and location. For business
meetings, you can include information about the vendor and attendees. You
can add detailed notes to the expense entry and include a Date/Time stamp.
Now, with quick access to a calculator, your AnyTime Organizer will keep
your expenses accurate. Click Calculator on the Expense View menu, or
you can also use the keyboard shortcut by simultaneously pressing the
Ctrl+Alt+C keys on your keyboard.

2-10 AnyTime Organizer User’s Guide


Password Organizer

The AnyTime Password Organizer provides you with a secure location to


store all of your passwords, PINs, Login IDs, and more. Using the same
encryption security as banks and financial institutions, you’ll always have a
safe place with quick access to all of your private information.

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-11


Earth Clock
Get the local time anywhere in the world. Place as many clocks on your
desktop as you need to display the correct time in multiple locations for
quick and easy reference.

2-12 AnyTime Organizer User’s Guide


Sticky Notes
Add any item from your to-do list, Timed or Untimed Events, and Addresses
to a Sticky Note and place it anywhere on your desktop! These unique
little reminders can be customized by color and font to help you keep your
important items in plain sight. If you close AnyTime Organizer, your Sticky
Notes will stay on your desktop.

You can choose to Hide or View your Sticky Notes by clicking the AnyTime
Organizer icon in the system tray, located in the lower right corner of your
computer screen.

Sticky Note

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-13


Schedule Ticker

You’ll never miss another meeting or appointment, and never forget another
task. Now, AnyTime offers you a new way to keep track of your important
meetings, appointments, and to-do items with the Schedule Ticker. The
scrolling marquee of the Schedule Ticker holds all of your daily information,
continuously displayed and automatically updated. You can even choose
which day to display. If you close AnyTime Organizer, your Schedule Ticker
will stay on your desktop.

You can choose to Hide or View the Schedule Ticker by clicking the
AnyTime Organizer icon in the system tray, located in the lower right corner
of your computer screen.

Vertical Display

Horizontal Display

2-14 AnyTime Organizer User’s Guide


Screen Saver

Screen savers are programs designed to keep images from being burned
into your monitor. AnyTime Organizer shows your pictures while scrolling
appointments and to-do items whenever your monitor is idle.

Display Control Panel

To Access Screen Saver:

1. Right click the desktop.


2. Select Properties from the drop-down menu.
3. Click the Screen Saver tab in the Display Properties dialog box.
4. Select AnyTime Screen Saver from the Screen saver drop-down menu.
5. Click the OK button.

CHAPTER 2 AN OVERVIEW OF AnyTime Organizer 2-15


C H A P T E R 3

Day Planner
Getting Started Using Your Day Planner
Day Planner helps you manage the schedule and to-do list. A daily schedule
is made of events, such as appointments, holidays, and special occasions. A
to-do list contains items that must be done on certain days or over a period
of days.

To display your Day Planner, click the Day Planner button on the Navigation
bar.

To set the Day Planner to open every time AnyTime Organizer is


started:
1. Click Options on the menu bar, and then click Settings.
2. Click the General tab in the Settings dialog box.
3. Select Day Planner in the Window to open when started option.
4. Click the OK button.

You can maximize the Day Planner window by double-clicking the title
bar. To restore the Day Planner window to its original size, click the Any-
Time title bar icon in the upper-left corner of the window, and then click
Restore.

CHAPTER 3 day planner 3-1


Adding an Appointment or Event
The left page of your Day Planner displays your schedule of appointments
and events. You use the Entry bar to add appointments and details to your
Day Planner.

To add an appointment or event to your Day Planner:


1. Click the left page, and then click the New button on the Entry bar.
2. Enter a start time in the Time text box.
3. Press the tab key or click the Event text box, and then type a description
of the event.
4. Click the Details button on the Entry bar to add details about the event, if
necessary.
5. Click the OK button on the Entry bar or press the Enter key on your
keyboard.

Day Planner displays the event as a colored block of time, so you can tell
at a glance that the time is reserved. To cancel the entry, click the Cancel
button on the Entry bar, or press the Esc key on your keyboard. To edit the
event, highlight the event and make the changes in the Event text box, or
double-click the event to display the Details dialog box, or right-click the
event and select Details on the shortcut menu.

AnyTime Organizer sets a default appointment duration of 60 minutes. To


change the default duration, click Settings on the Options menu, and then
click the Events tab.

To set an alarm for the event/appointment:

1. Click Options on the menu bar and click Settings. Click the Events tab.
2. Click the Alarm check box.
3. Specify the alarm time and choose from a selection of alarm sounds.
4. To send an e-mail or text message notification with the alarm, click
the E-Mail Settings For Alarms button. Specify the e-mail address to
send the notification to in the Default To Addresses text box. Specify

3-2 AnyTime Organizer User’s Guide


the address that the notification will be sent from in the From Address
text box. For a table of text message formats by phone carrier, see The
Options Menu in chapter 8.

Alarm settings and designations do not carry over when you upgrade
from the Personal version of AnyTime Organizer to the Business version.
If you switch versions or upgrade AnyTime Organizer, each user will need
to reset the alarms for all pre-existing records.

Adding an Untimed Event


Some events are not associated with a starting time, such as holidays,
birthdays, and vacations. When adding an event that does not require a start
time, press the Delete or Backspace key to remove the displayed time from
the Time text box on the Entry bar. You can also click the Untimed Event
text box located on the left side of the Day Planner, and then enter your
event in the Entry Bar. Or, you can double-click the Untimed Event Text box
and add your event, with details, in the dialog box.

Adding a To-do Item


The right page of the Day Planner displays the daily to-do list. You use the
Entry bar to add items and details to your to-do list.

To add a to-do item to your Day Planner:


1. Click the right page and click the New button on the Entry bar.
2. Type a description of the item in the to-do text box.
3. Select a priority level (optional) of 1-9 or A-Z, where 1 is the most
important and Z is the least important from the Priority drop-down list on
the Entry bar.
4. Click the Details button on the Entry bar to add details about the item, if
necessary.
5. Click the OK button on the Entry bar or press the Enter key on your
keyboard.

CHAPTER 3 day planner 3-3


To cancel the entry, click the Cancel button on the Entry bar, or press the Esc
key on your keyboard.

To check off a to-do item, click the Done check box on the Entry bar, or
select the item in the to-do list and press the Spacebar. In the Day Planner, a
red check mark will be displayed next to the to-do item.

To edit a to-do item, highlight the item and make the changes in the to-do
text box, or double-click the event to display the Details dialog box, or right-
click the item and select Details on the shortcut menu.

Importing To-do or Event Information


If you have upgraded to this version of AnyTime Organizer, you can import
to-do or Event information from files created from a previous version. See
the section titled Opening a File from a Previous Version of AnyTime in
Chapter 7 – Managing Your Files.

You can also import to-do or Event files created by other programs. See the
section titled Importing Events, To-do Items, and Addresses in
Chapter 7 –- Managing Your Files.

3-4 AnyTime Organizer User’s Guide


To Do View
In Day Planner, each day’s to-do items are displayed on the right side of the
page. A comprehensive list of all available to-do items, completed and not
completed, can also be displayed. To display the complete list of to-do items,
click the To Do view button in the Navigation bar.

All the to-do items in your Day Planner are displayed in the To Do View
window, along with options to Sort and Show the items.

To edit a to-do item, highlight the item and make the changes in the to-do
text box, double-click the to-do item to display the Details dialog box, or
right-click the item and select Details on the shortcut menu.

Quick Calendars
Quick Calendars can be displayed at the bottom of the to-do page as a quick
calendar reference and navigational tool. When this option is selected, Quick
Calendars will display on every page in the Day Planner. Click a Quick
Calendars date to display the corresponding Day Planner page. Dates with
scheduled appointments will display in bold face. To-do items, appointments
and events can be dragged to the Quick Calendar for quick rescheduling.

CHAPTER 3 day planner 3-5


To add Quick Calendars:

• Click Day Planner on the menu bar, then select Quick Calendars.
OR
• Click the Quick Calendars button on the Options bar.

Adding Details – General Information


For every event and to-do item, you can add details, set an alarm, repeat its
occurrence, send an e-mail reminder, assign it to a group, and add notes. The
Details dialog box provides three tabs: General, Notes, and Groups. These
tabs allow you to add information to your events and to-do items.

To open the Details dialog box:


• Highlight the event or to-do item, and then click the Details button on
the Entry bar.
OR
• Double-click the event or to-do item.
OR
• Right-click the event or item, and then select Details on the shortcut
menu.

The General tab of the Details dialog box provides you with options to
specify time, date, priority, and duration. In the Description text box, you
can enter detailed information relating to the event or to-do item.

You can set an alarm to remind you of an upcoming event or to-do item, and
customize the notice time and alarm sound. Once the alarm goes off, you
have the option of snoozing for any amount of minutes, hours or days.
You can even send an e-mail and/or text message reminder of the event or
item to yourself or a list of recipients. The Send Alarm to E-Mail/Phone text
box makes it easy for you to select recipients from your address book. Click
the browse button, select one or more recipients from the left window, and
then click the arrow button to add them to the Message Recipients window
on the right. See Sending Text Messages in chapter 8 for specific instructions
on how to send text message reminders.

3-6 AnyTime Organizer User’s Guide


Using your MP3 music as an alarm sound:
• To use your own MP3, WMA, or WAV music file as your alarm
sound, choose the <custom> selection in the Alarm Sound drop-down
list. Then, click the Browse button to locate the music file of your
choice.

Repeat an event, such as a birthday or to-do item, on other days using the
Repeat button. For details, see Setting a Repeating Event or To-do Item in
this chapter.

The Notes tab allows you to add information regarding your event or to-do
item. Use the Insert Date/Time button to include the current date and time
in your notes. You can also access the Notes tab in the Details dialog box
directly by highlighting the event or to-do item and clicking the Notes button
on the Entry bar. The Spellcheck button will automatically check your
spelling and return any spelling errors. The Spelling Check window allows
you to ignore, change or add new words to your dictionary.

The Groups tab allows you to designate your event or to-do item in a
specific category, such as Birthdays, Business, or Family events. You can
color code these groups using the Group Colors button so that they appear in
a designated color in your Day Planner. Use the New Groups button to add
groups to the list.

To Apply your changes, click the Apply button. To enter a new event or to-
do item, click the New button. Clicking the Cancel button will discard any
changes you have made in the Details dialog box. To close the Details dialog
box and save your changes, click the OK button.

In the to-do details dialog box, selecting the Non-dated (show only in To Do
View) option will display the to-do item in the To Do View page only, that
is, without a due date. A non-dated to-do item will not display in the Day
Planner.

You can display as much or as little detail information in the Day Planner as
you choose. There are four scroll-shaped View buttons on the Options bar.

Click a view to display an expanded or condensed version of the Day


Planner. The views may display a musical note to indicate an alarm and a

CHAPTER 3 day planner 3-7


sticky note to indicate additional details added to your event or to-do item.

Setting a Repeating Event or To-do Item


If you have an event or to-do item that occurs regularly, such as a weekly
meeting or changing the oil in your car, enter it once as a repeating event.

To repeat an event or to-do item:
1. Highlight the event or item, and then click the Details button on the Entry
bar, or double-click the event or item, or right-click the event or item,
and then select Details on the shortcut menu.
2. Click the Repeat button in the Details dialog box.
3. In the Repeat Item dialog box, select a time period, such as Month by
Date, and then click the OK button.

You can set an event or item to repeat daily, weekly, monthly, and yearly. If
you set an event to repeat over consecutive days, such as Monday through
Friday, this event will print in a repeating event bar if you select the Month
Planner layout.

Adding Notes
AnyTime Organizer enables you to add notes to an event or to-do item for
recording reminders, directions, actions to be taken, or any information you
want to record.

To add notes to an event or to-do item:


1. Highlight the event or item, and then click the Notes button on the Entry
bar, or double-click the event or item, and then click the Notes tab, or
right-click the event or item, select Details, and then click the Notes tab
in the Details dialog box.
2. Type your notes in the text box.
3. Click the Insert Date/Time button to record the current date and time
with your notes.
4. Click the Apply button to save your notes, or click the OK button to save
your notes and close the Details dialog box.

3-8 AnyTime Organizer User’s Guide


You can also add a journal entry from the Day Planner. At the bottom of
the left page, click the Daily Journal Entry link to open the Note Book.
Your Journal notes will also carry a date stamp for ease of future reference.
AnyTime Organizer will also spell check your notes. Use the Spellcheck
button in the Notes tab to correct any spelling errors automatically.

Adding Groups
AnyTime Organizer allows you to group and categorize similar events and
to-do items to organize your schedule. The Groups tab in the Details dialog
box allows you to designate your event or to-do item in a specific category,
such as Birthdays, Business, or Family events. You can color code these
groups using the Group Colors button so that they appear in a designated
color in your Day Planner. Use the New Groups button to add groups to the
list.

To add a group to an event or To Do item:

1. From the Day Planner, double-click the event or to-do item, and then
select the Groups tab, or right-click the item, select Details, and then
click the Groups tab.
2. Click the check box next to the group name to select a group.
3. To assign a color for easy identification (optional), click the Group
Colors button, select a color, and click the OK button.
4. Click the Apply button to save your groups, or click the OK button to
save your groups and close the Details dialog box.

To Add a new group, click the New Group button, type a name for the
group, and then click the OK button.

If a Filter error message displays, select Groups from the Options menu,
turn Filtering off or on, and select groups accordingly.

CHAPTER 3 day planner 3-9


In Day Planner, Week Glance, or Month Glance, you can display the activity
of any one group or of several groups. This is a good way to summarize
information about a group over a specific range of time. You may assign any
new event, or to-do item to a particular group by default using the Groups
dialog. For detailed information, refer to the About Groups section of
Chapter 8 – Other AnyTime Organizer Features.

Rescheduling an Event or To-do Item


You can reschedule an event or to-do item to another day in your Day
Planner. AnyTime Organizer will move the event or to-do item with all the
settings, such as alarms and repeating dates, to the new day.

To reschedule an event or to-do item:

l. Select the event or to-do item that is being rescheduled and select
Reschedule from the Day Planner menu, or right-click the item and select
Reschedule from the menu.
2. Select the rescheduled date and/or time for the event, and then click the
OK button.
Your event will be moved to the new day or time accordingly.

There are two other methods to reschedule an item:


• Drag and drop. Refer to the next section, Drag and Drop Features
section below.
• Cut, copy, and paste. Refer to the Using Cut, Copy, and Paste sec-
tion of Chapter 8 – Other AnyTime Organizer Features.

Birthday and Anniversary Settings


AnyTime Organizer allows you to receive reminders of birthdays and
anniversaries one week in advance of the date.

To set a reminder:
1. Click on a birthday event.
2. Click Options, Settings, and then click the Address Book tab.

3-10 AnyTime Organizer User’s Guide


3. Click the “Set reminders for birthdays and anniversaries one week in
advance” check box.

Drag and Drop Features


Drag Net is a holding place for items dragged from one place to another. To
reschedule the item, display the reschedule date, and then drag the item from
the Drag Net to the new date. To make copies of the event or item, press and
hold the Shift key as you drag the item out of the Drag Net. Depending on
the area of AnyTime Organizer you are in, an item will behave differently
when dragged to Drag Net and dropped into its destination.

Use AnyTime Organizer’s drag and drop shortcuts with the Day Planner or
in combination with the Quick Glances to reschedule an event or to-do item.
• Reschedule an event or a to-do item to a new day or time.
• Change an event into a to-do item.
• Change a to-do item into an event.

To drag and drop:


1. Click the item and, while holding down the mouse button, drag the item
to a new date or time block.
2. When you release the mouse button, the item will be dropped in the new
date or time block.
3. You can also drag and drop an event onto a new date on your Quick
Calendars for quick, easy rescheduling.

To duplicate an item:
1. Press and hold the Shift key as you drag the item to the new location.
2. When you release the mouse button and the Shift key, a copy of the item
will be dropped into the new date or time block.

Reschedule an Event to a New Time


You can drag and drop an event to reschedule it to a new time within the
same day. All the event information will be moved to the new time. If your

CHAPTER 3 day planner 3-11


Day Planner does not display all the hour by hour appointment times, click
the Timescale button on the Options bar.

Reschedule an Event or To-do Item to Another Day


AnyTime Organizer allows you to drag and drop an event or to-do item to
the Week, Month, and Year Glances in either graph or calendar views.
To reschedule to another day:
1. Select the event you wish to reschedule.
2. Drag the event or to-do item to the new date on the Quick Calendar.
3. Drag the event or to-do item from the Day Planner and drop it on the new
date in the Month Glance.
OR
1. Drag the event or to-do item to the Drag & Drop box on the menu bar.
2. Select a new date on the Quick Calendar.
3. Drag the event or to-do item from the Drag & Drop box to the new date.
OR
1. Right-click the event or to-do item.
2. Select Reschedule, Reschedule Today, Reschedule to Tomorrow, or
Reschedule to Next Monday.

If the Month Glance graph view is open, double-click the date or time
block to display the Quick Planner. Drag and drop the event from the Quick
Planner to a new date or time block in the graph.

To reschedule an event or item to a day not shown on the Day Planner or


Quick Glances, drag the item into the Drag Net button on the Tool bar.

Change an Event into a To-do Item


AnyTime Organizer allows you to drag and drop an event to create a to-do

3-12 AnyTime Organizer User’s Guide


item, or drag and drop a to-do item to create an event.

To change an event into a to-do item:


1. Click and drag the event to the to-do list and release the mouse button.
2. Click the Priority drop-down arrow on the Entry bar to assign a priority
to the new item (optional).

The event will now be a to-do item and will no longer have a time associated
with it.

To change a to-do item into an event:

l. Click the Timescale button on the Options bar to display the hour by hour
appointment times, if necessary.
2. Drag the to-do item to an appointment time and release the mouse
button.

If the Timescale feature is off when a to-do item is dropped into the events
area, the item will be entered at the next available time in the schedule. For
example, if the last event was scheduled from 2:30 to 3:00 PM, the new
event will occur at 3:00 PM.

Using AutoSchedule
Use AutoSchedule to schedule appointments, events, and to-do items with
people listed in your Address Book. To display AutoSchedule, select the
AutoSchedule option from the Day Planner or Address Book options on the
menu bar, or from the Week Glance, Month Glance, or Year Glance menus,
or right-click the event and select AutoSchedule from the shortcut menu.

All the Address Book Contacts are listed in the lower portion of the dialog
box. You can use AutoSchedule to schedule meetings, appointments, or to-
do items with any of your contacts.

For specific information on how to use AutoSchedule, refer to the Using


AutoSchedule section in Chapter 8 – Other AnyTime Organizer Features.

CHAPTER 3 day planner 3-13


Using Copy Special
Copy Special enables you to copy some or all of the information from an
entry and paste it into another location within AnyTime Organizer or another
application such as Microsoft Word. This is useful in copying selected
information from an event in the Day Planner and pasting it into Notes.
To use Copy Special:

l. Select an entry.
2. Select Copy Special from the Edit menu, or right-click an item and select
Copy Special from the shortcut menu.
3. From the submenu, select a level of the information to be copied.
4. The Copy Special text can be pasted into another program or in other
sections of AnyTime Organizer.

Day Planner Options


These Day Planner options are located on the Options bar located at the
bottom of the AnyTime Organizer window.

Time Scale: Displays a single day in hours.


Go to Today: Opens Day Planner to the current day.
Fast Date: Opens the Day Planner to a new date.
Occupied Time: Displays occupied blocks of time in the Day Planner.
Quick Calendar: Inserts a small calendar into the to-do list for reference.
Views: Displays condensed or expanded information.

You can customize your settings further by clicking Options on the menu
bar, selecting Settings, and then clicking the Day Planner tab.
­
Some of the features you can specify to your Day Planner include:

• Specify the starting time, that is the time your Day Planner day begins.
Enter a time or click the drop-down arrow to select a time, AM or PM.
• Specify the ending time, what time your Day Planner day ends.
Enter a time or click the drop-down arrow to select a time, AM or PM.
• Set the time spacing (the interval between each time entry) in minutes,
from 10 to 120 minutes.
• The Show overdue to-do items in Red option will display an item that

3-14 AnyTime Organizer User’s Guide


Sticky Notes
AnyTime provides you with Sticky Notes to help keep your tasks,
appointments, events, and addresses posted on your desktop. You can
customize the look of your Sticky Notes with colors and fonts of your
choice.

To place a Sticky Note on your desktop

1. Select an item from your Day Planner, to-do list, Note Book, or Address
Book.
2. Click the Notes button on the tool bar.
3. Click the Header and drag the Sticky Note to your desired location.

To customize a Sticky Note

1. Right-click the Sticky Note.


2. Select Background Color, Header Font, or Description Font from the
shortcut menu.

To adjust the default settings for new Sticky Notes


1. Click Options on the menu bar, select Settings, and click the Sticky
Notes tab.
2. The Sticky Notes tab lets you adjust the Background Color, Header Font,
and Description Font for all new sticky notes.

To access Sticky Notes advanced settings


The Advanced Settings window gives you the option to adjust the
following parameters: Background Gradient, Header Gradient, and
Opacity.
1. Right-click the AnyTime Sticky Notes & Schedule Ticker icon in your
system tray.
2. Select Sticky Notes Settings.

CHAPTER 3 day planner 3-15


Schedule Ticker
You’ll never miss another meeting or appointment, and never forget another
task. AnyTime offers you a new way to keep track of your important
meetings, appointments, and to-do items with the Schedule Ticker. The
scrolling marquee of the Schedule Ticker holds all of your daily information,
continuously displayed and automatically updated. You can even choose
which day to display.

To Open the Schedule Ticker

1. Select an item from your Day Planner or to-do list.


2. Click View on the Menu Bar.
3. Click Schedule Ticker on the View menu.

The Schedule Ticker will automatically display timed and untimed events
from your Day Planner and uncompleted to-do items.

As your appointments are kept and your to-do items are marked as
completed, the Schedule Ticker will automatically update to the current
status of your Day Planner.

You can change the view of your Schedule Ticker from horizontal display to
vertical display by clicking the View button on the left side of the Schedule
Ticker tool bar. You can restart the Schedule Ticker, adjust the scroll speed,
or pause the display by using the buttons on the Schedule Ticker.

In the vertical display mode you can select a different date to display in the
Schedule Ticker. You can also choose to limit the display to appointments,
to-do items, or both. Clicking the Options button allows you to change the
window color, the background color, or the font of the display text.

3-16 AnyTime Organizer User’s Guide


C H A P T E R 4

Address Book
Adding an Address to Your Address Book
The Address Book helps you keep track of friends, family members,
business contacts, and other acquaintances. Enter as little or as much
information as you want about names, addresses, phone numbers, e-mail
addresses, Web sites, birthdays, anniversary dates, and general notes.

To display your Address Book, click the Address Book button on the
Navigation bar.

The Entry bar displays text fields for you to enter information into your
Address book.

Double-click the title bar to maximize the Address Book window and fill
the entire AnyTime Organizer work space.

To add a name to your Address Book:

1. Click the New button on the Entry bar.


2. Type the first name, last name, company name, and main phone number
of your Address Book entry. Press the Tab key to move between fields.
3. To save the address entry, click the OK button on the Entry bar, or press
the Enter key on your keyboard.
4. To cancel the entry, click the Cancel button on the Entry bar, or press the
Esc key on your keyboard.

CHAPTER 4 Address Book 4-1


If you have created a duplicate entry, a warning message appears, indicating
that this contact already exists in the Address Book, and asks if you want to
add another contact of the same name.

Importing Address Information


If you have upgraded to a new version of AnyTime Organizer, you can
import address information from files created from a previous version. See
the section titled Opening a File from a Previous Version of AnyTime in
Chapter 7 - Managing Your Files.

You can also import address files created by other programs. See the section
titled Importing Events, To-do Items, and Addresses in
Chapter 7 - Managing Your Files.

Adding Details to an Address Book Entry


The Address Book entry bar allows you to enter basic information for a
contact. You can add details to any contact, such as primary and alternate
addresses, additional phone numbers, e-mail addresses, Web site addresses,
notes, and more, using the Address Details dialog box.

To add details to an Address Book entry:

• Double-click the entry in the Address Book.


OR
• Select the entry, and then click the Details button on the Entry bar.
OR
• Right-click the entry, and then select Details on the shortcut menu.

In the Address Details dialog box, you can access information and add
details such as:
• Title, name, position, company, and address.
• Primary, alternate, and other addresses.
• Multiple phone numbers, such as Business, Mobile, E-mail, Fax,
Home, and Web Site. Select from the drop-down list of categories, or
add your own category.

4-2 AnyTime Organizer User’s Guide


• E-mail addresses can be added to contact information and easily
accessed by clicking the Send E-mail button. If the contact has more
than one e-mail address, a dialog box displays asking you to select an
e-mail address.
• Web site addresses (URLs) can be added to contact information and
easily accessed by clicking the Launch Web site button to open a
browser displaying that Web site. If the contact has more than one
Web site address, AnyTime Organizer displays a dialog box asking
you to select an address. If you click the Launch Web site button
but the contact has no URL, a browser will launch and display your
default browser page.
• Driving directions to a contact’s address are easily obtained by
clicking the Driving Directions button. AnyTime Organizer displays
the primary address of your contact in the Destination Location
fields. All you need to do is add the starting location and click the OK
button. A detailed map with directions is generated by MapQuest.

The Send E-mail feature requires a MAPI-compliant e-mail program such


as Microsoft Exchange, Microsoft Outlook, Outlook Express, or Eudora.
To determine how to set your e-mail program to be MAPI compliant,
contact your e-mail vendor or ISP, or visit the FAQs section at www.
individualsoftware.com.

The Launch Web site and Get Directions features require Internet
access.

Adding Notes
AnyTime Organizer allows you to store detailed information about a contact
by adding notes to an Address Book entry.

To add notes to an Address Book entry:


1. Double-click an entry, and then click the Notes tab; or select the entry,
and then click the Details button on the Entry bar; or right-click the entry,
and then select Notes from the shortcut menu.
2. Type your notes in the text box.
3. Click the Insert Date/Time button to record the current date and time

CHAPTER 4 Address Book 4-3


with your notes.
4. Click the Spellcheck button to spellcheck your text. Click the Apply
button to save your notes, or click the OK button to save your notes and
close the Details dialog box.

Adding Group, Birthday, and Anniversary Information


AnyTime Organizer allows you to enter birthday, anniversary, and other
special dates to the Address Book and to include those dates in your Day
Planner schedule.

To add a contact to a group:

l. Double-click an entry, and then click the Info tab; or select the entry, and
then click the Details button on the Entry bar; or right-click the entry,
select Details, and then click the Info tab.

2. Click the check box next to the group name to select a group.
3. To assign a color for easy identification (optional), click the Group
Colors button, select a color, and click the OK button.
4. Click the Apply button to save your groups, or click the OK button to

4-4 AnyTime Organizer User’s Guide


save your groups and close the Details dialog box. The group name will
display under your contact’s information.
You may receive an error message if you have group filtering on and at-
tempt to add a new entry to a group that is not visible. To correct, select
Groups from the Options menu, turn Filtering off or on, or select the
group.

In the Address Book you can display all of the activities of one or several
groups. This is a good way to summarize information about a group or print
out contact information specifically for that group. For detailed information,
refer to the About Groups section in Chapter 8 – Other AnyTime Organizer
Features.

To add a photo:

1. Double-click an entry, and then click the Details tab; or select the entry,
and then click the Details button on the Entry bar; or right-click the entry,
select Details, and then click the Details tab.
2. Click the Add Photo button and browse to the image. Click Open and
then click the OK button to save your groups and close the Details dialog
box.
Once you have added a picture to an entry, you can display it using View 5
in the Address Book.

CHAPTER 4 Address Book 4-5


To add birthday and anniversary information:

1. Double-click an entry, and then click the Info tab; or select the entry, and
then click the Details button on the Entry bar; or right-click the entry,
select Details, and then click the Info tab.
2. Click the New Date button, and then type a name.
3. Type a date, or click the Date drop-down arrow to select a date from the
Fast Date dialog box.
4. Select Birthday, Anniversary, or Other.
5. Click the Show in Day Planner check box to include this date in your
Day Planner.
6. Click the Apply button to add the date, or click the OK button to save the
date and close the Address details dialog box.

AnyTime Organizer can calculate the time from the birthday or event to the
day of the Day Planner notice, so when the birthday or event anniversary
displays in Day Planner it will include the person’s age (if it is a birthday) or
the anniversary year. To enable this calculation feature, select Settings from
the Options menu, click the Notifications tab in the Settings dialog box, and
then select Calculate Age and Anniversary.

AutoSchedule
Use AutoSchedule to schedule appointments, events, and to-do items with
people listed in your Address Book.

To enter an appointment into AutoSchedule:

l. Click Address Book on the menu bar, and then click AutoSchedule; or
Right-click the entry, and then select AutoSchedule on the shortcut menu.
2. Select a contact from the Address Book Contacts list box.
3. Click the Description drop-down arrow, and then select a description.
4. In the Type section of the AutoSchedule dialog box, select Appointment
or to-do.

4-6 AnyTime Organizer User’s Guide


5. Click the Date, Start Time, and End Time drop-down arrows to adjust the
appointment date and time.
6. Click the OK button, or press the Enter key on your keyboard.

For detailed information on how to use AutoSchedule, refer to the Using


AutoSchedule section in Chapter 8 – Other AnyTime Organizer Features.

Drag and Drop Features


AnyTime Organizer allows you to drag and drop items from the Address
Book to:
• The Day Planner.
• A Week, Month, or Year Glance.
• The Drag Net.

Schedule an Appointment or To-do Item from Your Address


Book
To drag and drop an Address Book entry:
1. Open the Address Book and another window, such as the Day Planner or
one of the Quick Glances.
2. Click the Windows button on the menu bar, and then click Tile
Horizontally or Tile Vertically from the Windows menu.
3. In your Address Book, click and drag a contact to the desired date and
time within the Day Planner or Quick Glance and release the mouse
button.
4. Enter the necessary information about the appointment in the
AutoSchedule dialog box.

If you are using the Day Planner to schedule an appointment, the timescale
feature should be on. To turn on the timescale feature, click the Timescale
button on the Options bar at the bottom of the Day Planner window.

CHAPTER 4 Address Book 4-7


You can drag the contact from the Address Book to the Drag Net button
on the Tool bar. Then, display a Day Planner or Quick Glance window
and drag the item out of the Drag Net and drop it in the appropriate date
and time block.

Printing Envelopes
With AnyTime Organizer, you can print an envelope addressed to anyone in
your Address Book. To specify envelope-printing options, such as the font,
style, and placement of the delivery and return addresses, select Envelope
from the Options menu.

Depending on your printer, you may need to set special printing options
or your printer may require additional preparation. Refer to your printer’s
manual.

To print an envelope:

1. Click the Address Book button on the Navigation bar.


2. Highlight the contact you are mailing.
3. Click the Print Envelope button on the Options bar, or right-click the
contact, and then select Print Envelope.
4. Click the Print button.

You can choose to include or omit a return address. If you choose to include
a return address, type an address in the Return Address text box. When
you click the Print button, you will be asked if you want to save the new
address. If you do not want a return address to be printed, select Omit Return
Address.

To set printing and font requirements, click the Options button in the
Envelope dialog box.

The Envelope Options dialog box allows you to customize the print settings
for your envelope. From this dialog box you can:

4-8 AnyTime Organizer User’s Guide


• Set the envelope size and specify if the envelope is being placed in a
tray or is being hand fed.
• The feed method shows how to place the envelope in the printer tray.
The default settings may not match your specific model and options.
Confirm the Envelope settings by referring to your printer’s manuals.
• Set the font and the position of the delivery and return addresses.
• Return to the default settings for your printer by clicking the Default
button in the lower right corner.

To save your modifications, click the OK button in the Envelope Options


dialog box. You will be returned to the Envelope dialog box.

AutoDial
Use AutoDial to place telephone calls via your modem to anyone who has a
phone number listed in your Address Book. Once the call is placed, pick up
the receiver and start talking.

Customize your settings, such as disabling call waiting or dialing a l or 9


before a number. AnyTime Organizer uses generic modem commands that
are compatible with most modems. Refer to your modem’s manual for
specific configuration information.

If this is the first time you are using the AutoDial feature, click the Options
button to specify your dialing requirements.

To set AutoDial calling options:


1. Click the Options button in the AutoDial dialog box.
2. Select the Local Area Code, disable Call Waiting, or disable Caller ID.
3. Select Modem for the Baud Rate and Comm Port.
4. Specify tone or pulse dialing.
5. Click the OK button.

CHAPTER 4 Address Book 4-9



You are now ready to place a call using the AutoDial feature.

To use AutoDial:
1. Click the Address Book button on the Navigation bar.
2. Select a contact from the Address Book.
3. Click the AutoDial button on the Options bar; or right-click the entry, and
then select AutoDial from the shortcut menu.
4. From the AutoDial dialog box, select a phone number.
5. Click the Dial button to place the call. Click the Cancel button to stop.
6. When the call is completed, click the Close button, and then return the
handset to the phone.

The phone is not disconnected until the handset is returned to the phone and
the Close option is selected.

Send E-Mail
The Send E-Mail feature of AnyTime Organizer allows you to e-mail anyone
in your address book who has an e-mail address. To use Send E-Mail, you
must have an e-mail program such as Microsoft Exchange, Eudora, MS
Mail, or other MAPI-compliant program.

AnyTime will open your default e-mail program with the contact’s e-mail
address included. If the contact does not have an e-mail address, no address
will be included in the To text box of your e-mail window.

To e-mail one person:

1. Click the Address Book button on the Navigation bar, and then select a
contact in your Address Book.
2. Click File on the menu bar, highlight Send E-Mail, and then click

4-10 AnyTime Organizer User’s Guide


Selected Recipient; or click the Send E-Mail button on the Options bar.
3. Enter a subject and message, and click the Send button or select Send
from the File menu.

If there is more than one e-mail address for the contact, the E-Mail dialog
box will display the addresses. Select an address, or press and hold the Shift
key to select multiple addresses, and then click the OK button. An e-mail
window will display with the address(es) in the To text box.

To e-mail multiple contacts simultaneously:

1. Click the Address Book button on the Navigation bar, and then select a
contact.
2. Click File on the menu bar, highlight Send E-Mail, and then click
Multiple Recipients.
3. In the E-Mail Addresses dialog box, highlight an e-mail address in the
Select e-mail address from list box.
4. Click the To button to transfer the e-mail address to the Message
Recipients list box.
5. Repeat steps 3 and 4 until you have a list of e-mail addresses.
6. Click the OK button in the E-Mail Addresses dialog box.
7. Type your subject and message in the e-mail message window.
8. Click the Send button, or select Send from the File menu.

Using Copy Special


Copy Special enables you to copy some or all of the information from an
entry and paste it into another location within AnyTime Organizer or another
application such as Microsoft Word. This is useful in copying selected
information from a contact’s listing in the Address Book and pasting that
information into Notes.

CHAPTER 4 Address Book 4-11


To use Copy Special:

l. Select an item.
2. Select Copy Special from the Edit menu, or right-click an item and select
Copy Special from the shortcut menu.
3. From the submenu, select a level of the information to be copied.
4. The Copy Special text can be pasted into another program or in other
sections of AnyTime Organizer.

Copy Special can save you time. For example, when copying an entry from
the address book, the Letter Heading option of Copy Special will place the
current date, the selected name and address, and a greeting, such as “Dear
Mr. Ted Jones:” into a document.

Address Book Options


Click the arrows or any letter button on the letter bar and the Address Book
will open to the selected alphabetic section.

The View buttons on the Options bar at the bottom of the Address Book
window allow you to display as much or as little information about a contact
as you choose.

Click the AutoDial button to call a phone number from your


Address Book.

Click the E-mail button to e-mail someone listed in your


Address Book.

Click the Print Envelope button to print an addressed envelope.

4-12 AnyTime Organizer User’s Guide


Click the Sort by First Name button to sort entries by first name.

Click the Sort by Last Name button to sort entries by last name.

Click the Sort by Company Name button to sort entries by Company


Name.

Address Book Settings


With the Address Book open, select Settings from the Options menu to
display options for listing and sorting your entries.

• Sort By
Click a selection to sort the entire Address Book alphabetically by
first name, last name, or company name.
• Include phone titles when synchronizing with handheld devices.
Select this option to include phone titles from your PDA.
• Set reminders for birthdays and anniversaries one week in
advance.
Select this option to be notified of important dates one week in
advance.
• Change Book Color
Display the color palette, then select a color for the Address Book.
The color of the border and numbers will change.

Printing Labels

AnyTime Organizer makes it easy to print Avery® labels for anyone in your
Address Book and supports the standard Avery label sizes and formats. Print
all of the addresses or print the same name and address on a sheet of labels.


To print a sheet of labels for multiple addresses:

CHAPTER 4 Address Book 4-13


1. Click the Address Book button on the Navigation bar.
2. Click the Layout Preview button on the Tool bar.
3. Click the Layout button in the Layout Preview window, and then select
Address.
4. Scroll through the list to locate the Avery label of your choice. The labels
will be shown in the Layout Preview window.
5. Select the label type and click OK.
6. Click the Print button.

4-14 AnyTime Organizer User’s Guide


C H A P T E R 5

Expenses
Displaying Expense View
Expense View enables you to track and manage the money you spend.
Itemize expenses by date, type, payment method, type of currency, and
location. For business meetings, you can include information about the
vendor and other attendees. Add details to the expense entry with notes and
time stamp the notes.

To display the Expense View, click the Expense View button on the
Navigation bar.

Expense View displays your expenses chronologically. Each expense entry


includes:
• The date of the expense.
• A brief description of the expense.
• The amount of the expense.
• The expense type.

The group to which the expense was assigned.

To add an Expense:
1. Click the New button on the Entry bar; or right-click the Expense View,
and then select New Expense from the shortcut menu.
2. In the Expenses Entry bar, enter a date, description, amount, and expense
type.

CHAPTER 5 EXPENSES 5-1


3. Click the OK button on the Entry bar, or press the Enter key on your
keyboard.

Adding Details to Expenses


The Expense Details dialog box provides you with options to record
additional information regarding your expenses. The Expense Details dialog
box is divided into three tabs. The Expense tab provides you with fields to
record specific data. The Notes tab allows you to record notes, memos, and
information including a date and time stamp. The Groups tab allows you to
assign a specific category to an expense.

Expense
The Expense tab allows you to record information about an expense, such as
a description, date, amount, expense type, payment method, currency used,
location, and attendees.

To add Details to an Expense:


1. Click the Details button on the Entry bar, or double-click the entry in the
Expense View window, or right-click the entry, and then select Details on
the short cut menu.
2. In the Expense Details dialog box, enter details in the appropriate fields.
3. Click the Apply button to save the details, or click the OK button to save
the details and close the Expense Details dialog box.

Notes
The Notes tab allows you to record notes, memos, and information about the
expense and include a date and time stamp.

To Add Notes:
1. Right-click the expense, and then select Notes on the shortcut menu; or
double-click the expense and click the Notes tab; or select the expense,
click the Details button on the Entry bar, and then click the Notes tab.
2. Type the notes in the text box.

5-2 AnyTime Organizer User’s Guide


3. Click the Insert Date/Time button to record the current date and time
with your notes.
4. Spellcheck your Notes using the Spellcheck button. Click the Apply
button to save your notes, or click the OK button to save your notes and
close the Details dialog box.

When you add notes to an expense, a clipboard icon is displayed next to the
entry in the Expense View window.

Groups
The Groups tab allows you to assign specific categories to expenses. You can
assign colors to expense categories for quick reference.

To Add an Expense to a Group:


1. Right-click the expense, select Details on the shortcut menu, and then
click the Groups tab; or double-click the expense, and then click the
Groups tab; or select the expense, click the Details button on the Entry
bar, and then click the Groups tab.
2. Click the check box next to the group to which the expense belongs.
3. To assign a color for easy identification (optional), click the Group
Colors button, select a color, and then click the OK button.
4. Click the Apply button to save your groups, or click the OK button to
save your groups and close the Expense Details dialog box.

If you added a color to a group, the text in the group expense information
will display in that color.

In Expense View you can display all the expense activity related to one
or several groups. This is a good way to summarize information about a
group or print expense information specifically for that group. For detailed
information, refer to the About Groups section of Chapter 8 – Other
AnyTime Organizer Features.

CHAPTER 5 EXPENSES 5-3


The Calculator
Track and manage your expenses with AnyTime Organizer. Itemize by date,
type, payment method, type of currency, and location. With quick access to a
calculator, date and time stamps, and other notations, you’ll never lose track
of your expenses with AnyTime Organizer.

To display the Calculator

1. Click Expense View on the menu bar.


2. Click Calculator on the Expense View menu.

You can also use the keyboard shortcut by simultaneously pressing the
Ctrl+Alt+C keys on your keyboard.

5-4 AnyTime Organizer User’s Guide


C H A P T E R 6

Quick Glances
Displaying the Quick Glances
AnyTime Organizer provides the perfect way to view and change your
schedule with the Week, Month, and Year Glances. Each Quick Glance
displays Day Planner information in a Calendar view and a Graph view.
Select any date or time block to see any day’s list of appointments, events,
and to-do items. You can display information about the activity of one or
several groups and summarize information about a group over a period of
time.

To display a Quick Glance view, click one of the Quick Glance buttons on
the Navigation bar.

The Week Glance in Calendar view displays event start times with partial
descriptions, and to-do items display check boxes with partial descriptions.

The Calendar views for the Week and Month Glances vary in appearance,
but they offer similar functionality and options.

Changing from Calendar to Graph View


To change the view of your Quick Glance, click the Calendar view button or
click the Graph view button on the Options bar.


CHAPTER 6 quick glances 6-1
Calendar view Graph view

The Month Glance Graph view displays the times down the left side and the
dates of the month along the top. The Graph view enables you to identify, at
a glance, times already scheduled and times still available.

In the Month and Week Glance Graph views, your schedule will be
represented with these colors:

• Green represents scheduled appointments or events.


• Yellow means that more than one appointment or event has been
scheduled during the same time period.
In the Year Glances, your schedule will be represented with these colors:

• Green represents scheduled appointments or events.


• Red represents a holiday.
• Yellow represents a busy day.

The default setting for a busy day is five events or to-do items. You can
change the busy day setting by selecting Settings from the Options menu,
then clicking the Glances tab.

The Week and Month Graph views are for appointments and events
scheduled at specific times. If a start and end time for an event is entered, the
duration of the event will be displayed in the Graph view. An all day event,
such as a vacation day, will not be displayed in the Graph view.

Right-click on a date or time block to work with events and to-do items.
For example, from any Quick Glance view, right-click any day, then select
Go To Day Planner to jump to the Day Planner view for that day.

6-2 AnyTime Organizer User’s Guide


Using the Week and Month Glances
The Calendar and Graph views for the Week and Month Glances offer
different features.

Calendar Views
The calendar views for the Week and Month Glances display a list of events
and to-do items for each day. Scheduled events display the start times and
part of the descriptions. To-do items display check boxes and part of the
descriptions.

To edit an event or to-do item:


1. Click the event or item, and then click the Details button on the Entry
bar; or right-click the event or item, and then click Details on the shortcut
menu; or double-click the event or item.
2. In the Details dialog box, make the necessary changes, and then click the
OK button or press the Enter key on your keyboard.

To add a new event:


1. Click the date square, and then click the New button on the Entry bar; or
right-click a date square, and then select New Appt/Event; or click the
number heading in the date square, and then click the New Event button
in the Quick Planner dialog box.
2. Type the new information in the Entry bar or in the Details dialog box,
and then click the OK button or press the Enter key on your keyboard.

To add a new to-do item:


1. Right-click a date square, and then select New To Do; or click the
number heading in a date square, and then click the New To Do button in
the Quick Planner dialog box.
2. Type the new to-do information in the Entry bar, and then click the OK
button or press the Enter key on your keyboard.

You can check off to-do items as done directly from any Quick Glance by
selecting the to-do item and pressing the spacebar.

CHAPTER 6 quick glances 6-3


In the Week and Month Glance calendar views, you can isolate and dis-
play all the entries for one or several groups to view group entries over
a specific range of time. For details, refer to the About Groups section in
Chapter 8 – Other AnyTime Organizer Features.

Graph Views
The graph views for the Week and Month Glances display shaded time
blocks indicating scheduled appointments and events.

To view a scheduled event or To Do item in the Graph View, double-click


the time block to open the Quick Planner dialog box.

The Quick Planner dialog box displays events and To Do items for a selected
day. From the Quick Planner dialog box you can:
• Edit an event or item by double-clicking it, or highlighting it and then
clicking the Details button on the Entry bar.
• Add an event by clicking the New Event button.
• Add a To Do item by clicking the New To Do button.
• Go to the Day Planner for the selected item by clicking the Go To
button.

To add a new event to an empty time block:


• Click the time block, and then click the New button on the Entry bar.
OR
• Double-click the time block, and then click the New Event button in
the Quick Planner dialog box.
OR
• Right-click the time block, and then click New Appt/Event on the
shortcut menu.
To add a new To Do item:
• Double-click the time block, and then click the New To Do button in
the Quick Planner dialog box.
OR

6-4 AnyTime Organizer User’s Guide


• Right-click the time block, and then click New To Do on the shortcut
menu.

Using the Year Glance


The Year Glance Calendar and Graph views display the yearly schedule. In
both Year Glance views, the schedule will be represented with these colors:

• Green represents scheduled appointments or events.


• Red represents a holiday.
• Yellow represents a busy day.

The default setting for a busy day is five events or to-do items. You can
change the busy day setting by selecting Settings from the Options menu,
then clicking the Glances tab.

To view a day’s events and to-do items:


• Double-click a date or time block.
OR
• Press the F2 key on your keyboard.

The Quick Planner dialog box displays events and to-do items for a selected
day. From the Quick Planner dialog box you can:
• Edit an event or item by double-clicking it, or highlighting it and then
clicking the Details button on the Entry bar.
• Add an event by clicking the New Event button.
• Add a to-do item by clicking the New To Do button.
• Go to the Day Planner for the selected item by clicking the Go To
button.

Drag and Drop Features


You can use the drag and drop shortcuts with Quick Glances to reschedule

CHAPTER 6 quick glances 6-5


events and to-do items in the Graph views for the Week, Month, and Year
Glances, or the Calendar view for the Year Glance.

To drag and drop:


1. Double-click a date or time block to display the Quick Planner.
2. Click and drag an item from the Quick Planner to the new date or time
block, and then release the mouse button.
The item will appear dropped in the new location.

To make a copy of the item, press and hold the Shift key as you drag and
drop the item and a copy of the item will be dropped in the new location.

Rescheduling Events and To-do Items in the Glances


AnyTime Organizer allows you to drag and drop events and to-do items
from one day to another within any Quick Glance.

To reschedule an item:
• Click and drag an item to a new day and release the mouse button.
OR
• Click and drag the item from within the Quick Planner to the new
date or time block and then release the mouse button.

To reschedule an item to a day not visible on screen, drag the item into the
Drag Net, change the view to display a new date, and drag the item from the
Drag Net to the new date.

To reschedule an event or to-do item, right-click the event or item, and then
select one of the reschedule options from the shortcut menu.

Using AutoSchedule
Use AutoSchedule to schedule appointments, events, and to-do items with
people listed in your Address Book. To display AutoSchedule, select the
AutoSchedule option from the Day Planner or Address Book options on the
menu bar, or from the Week Glance, Month Glance, or Year Glance menus,
or right-click the event and select AutoSchedule from the shortcut menu.

6-6 AnyTime Organizer User’s Guide


All the Address Book Contacts are listed in the lower portion of the dialog
box. You can use AutoSchedule to schedule meetings, appointments, or to-
do items with any of your contacts.

For specific information on how to use AutoSchedule, refer to the Using


AutoSchedule section in Chapter 8 – Other AnyTime Organizer Features.

Quick Glance Options


These Quick Glance options are located on the Options bar located at the
bottom of any Quick Glance window.

Go To Today: Opens the Quick Glance to a view including the current day.

Date Selection bar: Opens the Quick Glance to a new date.

Fast Date: Displays the Fast Date dialog box.

Graph view: Displays the graph view of the current Quick Glance.

Calendar view: Displays the calendar view of the current Quick Glance.

There are more Quick Glance options available for the Graph view. Select
Settings from the Options menu, and then click the Glances tab to specify
Graph view options, such as start times, stop times, and time increments.

AnyTime Organizer alerts you to a busy day when five or more events are
scheduled for one day. You can change this default setting by entering a
new event number in this option. When that number of events is reached,
AnyTime Organizer will display that day in yellow denoting it as a busy day.

To set notification of overlapping appointments and events, select Settings


from the Options menu and click the Notifications tab.

CHAPTER 6 quick glances 6-7


Quick Glance Settings
Open a Week or Month Glance, select Settings from the Options menu,
and then click the Glances tab. The Glance Settings provides options for
modifying the Week or Month Glance graphs.

• Set the Graph starting time.


• Set the Graph ending time.
• Set the Graph spacing, in minutes, from 10 to 120 minutes.
• Show days with a certain number of events as busy days.

6-8 AnyTime Organizer User’s Guide


C H A P T E R 7

Managing Your Files


Creating a New File
If you are using AnyTime Organizer for the first time, the Create/Open
AnyTime Document dialog box will display. From here, you can select to
create a new file or open an existing file.

If you open a file created with an older version of AnyTime Organizer, it is


necessary to save that file first before making any changes.

You may want to create a new file for each person who will be using
AnyTime Organizer. This makes it easy to keep track of individual schedules
and Address Books.

To create a new file:


1. Click File on the menu bar.
2. Click New on the File menu.

The file that is created will be AnyTime1.atw. Be sure to save your file as
soon possible with a name of your choice.

You can also press and hold the Ctrl key, and then press the N key on your
keyboard to open a new file.

A new file opens, ready to enter schedule and Address Book information.

CHAPTER 7 managing your files 7-1


Opening an AnyTime Organizer File
When AnyTime Organizer starts, it will open the last file that was in use by
default. To change the default start page, select Settings from the Options
menu, click the General tab in the Settings dialog box, and then make a
selection in the Window to open when starting option.

To open a file:
1. Click File on the menu bar.
2. From the File menu, select Open.
3. In the Open dialog box, select an AnyTime Organizer file.

If the file is not displayed in the current directory, locate and select the file.
The window’s title bar will display the name of the file.

AnyTime Organizer files can be identified by their file extension, .atw and
can be opened using the keyboard shortcut of Ctrl+O.

Opening a File from a Previous Version of AnyTime


If you have upgraded to a new version of AnyTime Organizer, you can
continue working with files created from a previous version. The first time
an older file is opened with a newer version of AnyTime Organizer, a dialog
box displays stating that the file must be converted. After converting the file,
save it immediately using the same or a new file name.

To open an AnyTime file:

l. Click File on the menu bar, and then click Open.


2. In the Open dialog box, double-click an AnyTime file or select the file
and click the Open button.
3. Click the OK button in the information box.
4. Click File on the menu bar, and then click Save or Save As to rename the
file.

7-2 AnyTime Organizer User’s Guide


The file will be updated. All appointments, memos, and address book
information will be unaffected by the update.

AnyTime files created with earlier versions can be updated to the current
version. Once an older file is converted, you cannot open the new file
with an old version of AnyTime.

Occasionally, when an older AnyTime Organizer file – created with


AnyTime version 6 or below – is opened with a newer version of AnyTime
Organizer, Address Book entries will cluster into the Address text box.

Click the Address Sort button to the right of the Address text box to convert
and sort the information into the appropriate address text boxes.

Saving a File
Every time information is modified in the AnyTime Organizer schedule and
Address Book, you must select Save or Save As from the File menu to save
the changes before exiting the program.

AnyTime Organizer’s AutoSave feature can be set to save a file upon exiting
or every few minutes. Select Settings from the Options menu, click the
General tab, and select a save option. AnyTime Organizer adds an .atw file
extension to the file name.

To save an untitled file:


1. Click File on the menu bar, and then click Save or Save As on the File
menu.
2. In the File Name text box, type a name for the new file.
3. Click the Save button.

To save an existing file:


• Click File on the menu bar, and then click Save on the File menu.
OR

CHAPTER 7 managing your files 7-3


• Click the Save button on the Tool bar.

Optimizing Files
Optimizing helps reclaim space in the AnyTime file by compacting
information and removing unused space. For example, if you delete an item,
document, or graphic in the Note Book section, remnants of previous entries
can linger on your drive and the file size may remain large. The Optimize
feature will remove any remnants and compact the file as much as possible.
If the file size does not change after optimizing, the file is fully optimized.

To optimize a file:
1. Click File on the menu bar, and then click Optimize.
2. Resolve any overdue items in the Overdue To Do Items dialog box, and
then click the Close button.

The AnyTime Organizer file will then be optimized.

About Holidays
When AnyTime Organizer first starts, the Day Planner may already include
holidays. You can add, delete, or modify any of the holidays.

All holidays are contained in an AnyTime Organizer file titled holidays.atw,


which AnyTime Organizer has attached to your personal file. Although you
can see the holidays in the Day Planner, they can’t be added to or changed
unless you open the holidays.atw file.

To open the holidays.atw file and add a holiday:


1. Click File on the menu bar, and then click Open on the File menu.
2. Click holidays.atw (located in the My Documents/Individual Software/
AnyTime Deluxe/Special Calendars folder), and then click the Open
button.
3. Open the Day Planner, and then select the date to be modified.

7-4 AnyTime Organizer User’s Guide


4. Click the left page, and then click the New button on the Entry bar.
5. Delete the time displayed in the Time text box on the Entry bar.
6. Press the tab key or click the Event text box, type a description of the
event, and then press the Details button on the Entry bar.
7. In the Appt/Event Details dialog box, click the Repeat button, set the
yearly repetition of the holiday, and then click the OK button.
8. Click the OK button in the Appt/Event Details dialog box, click File on
the menu bar, and then click Save.
9. Re-open your personal AnyTime file.

When you re-open your personal file, any changes you made to the holidays
will be displayed. If your holiday changes do not appear in your Day
Planner, the holidays.atw file needs to be attached. The Attached Files dialog
box displays all the files that are attached to your personal file and allows
you to attach additional files. To open the Attached Files dialog box, select
Attached from the File menu.

To attach the holidays.atw file:


1. Click File on the menu bar, and then click Attach on the File menu.
2. Click the Attach button in the Attached Files dialog box.
3. Click the Holidays file in the Attach dialog box, and then click the Open
button.
4. Click the Close button in the Attached Files dialog box.

Attaching and Detaching Files


Attaching files is a powerful feature. You can view an attached file while
working with your own. The Attached Files dialog box displays all the files
that are attached to your personal file and allows you to attach additional
files. To open the Attached Files dialog box, select Attach from the File
menu. The following examples demonstrate the convenience of attaching a
file:

CHAPTER 7 managing your files 7-5


• If there is a list of company holidays and events – such as picnics
and parties – you can attach that company file to your personal file.
Then, when working with your personal schedule, view all company
holidays and events.
• If a co-worker is going on vacation, access that co-worker’s list of
business contacts and phone numbers by attaching his or her Address
Book file to yours.

To attach a file:
1. Click File on the menu bar, and then click Attach on the File menu.
2. Click the Attach button in the Attached Files dialog box.
3. Click the file to be attached, and then click the Open button, or double-
click the file to be attached.
4. Click the Close button in the Attach Files dialog box.

You can detach a file the same way you attach a file, except in the Attached
Files dialog box select the Detach button.

Attached files are for viewing only. You cannot edit or change the infor-
mation in the attached file. To change that information, close the current
file and open the attached file. Once the attached file is edited and
saved, reopen your personal file to view the updated information.

When you create a new file in AnyTime Organizer, you can attach files by
default using the Automatically Attached Files option. From the Options
menu, select Settings, and then click the General tab in the Settings dialog
box. The Automatically Attached Files button is located on the General tab
of the Settings dialog box. For more information, refer to The Options Menu
section of Chapter 8 – Other AnyTime Organizer Features.

Merging Files
AnyTime Organizer can merge information from two AnyTime Organizer
files into one.

To merge files:
1. Click File on the menu bar, and then select Merge.

7-6 AnyTime Organizer User’s Guide


2. Enter the name of the AnyTime Organizer file to be merged, or click the
Browse button to locate the file.
3. Click the Next button.
4. Specify the date range and the items to merge.
5. Click the Finish button or press the Enter key on your keyboard.

Home, Work, Primary, Alternate, and Other address information will


merge into the Address Book.
Occasionally, when an older AnyTime Organizer file – created with Any-
Time version 6 or below – is merged with a newer version of AnyTime
Organizer, Address Book entries will cluster into the Address text box and
same Addresses may be duplicated.
After the merge is finished, click the Address Sort button to convert and
sort the information into the appropriate address text boxes: address to
the Address text box, city to the City text box, and so on.
Sometimes AnyTime Organizer files merge slowly due to their size. You
can reduce the file size by deleting old or unused data and optimizing the
file. See the Deleting Data section and the Optimizing Files sections in
this chapter.

Deleting Data
You can delete highlighted data by pressing the Delete key on your
keyboard.

To remove scheduled information for a specific period of time, use the


Delete Data option on the File menu. You should keep your files current by
deleting old data that is no longer in use. Doing this regularly may provide
an improvement in speed when loading and saving files, and an overall
improvement in performance. After deleting large amounts of data, optimize
your files to reclaim lost space and to improve your computer’s efficiency.
See Optimizing Files in this chapter.

To delete data:
1. Click File on the menu bar, and then select Delete Data on the File menu.
2. Specify Events, or to-do items, or both in the Delete Data dialog box.

CHAPTER 7 managing your files 7-7


3. Specify the starting date and ending date.
4. Click the OK button.

When completed, the current file will no longer contain the deleted data.

Importing a File Created by Another Program


AnyTime Organizer can import information that was not created or stored in
the program originally.

In order to import a file, it must have been saved as either:


• a comma-delimited file with the file extension of .csv
• a tab-delimited file with the file extension of .txt

Before importing, make sure the file you are trying to import is in the proper
format. You may need to select the Save As menu option, then select the
appropriate file type – such as Text Only – for saving a .txt file.
Comma delimited and tab delimited refer to the way the pieces of infor-
mation – also called fields – in a file are separated and stored, either by
commas or tabs.

Use Import to open a file created in another organizer program, or import


a database of names and addresses created in a program such as Microsoft
Word, Microsoft Excel, Lotus l-2-3, and other word processing, spreadsheet,
and database programs.

7-8 AnyTime Organizer User’s Guide


Importing Events, To-do Items, and Addresses
To import events, to-do items, and addresses:

1. Click File on the menu bar, and then click Import on the File menu.
2. Enter the name of the file to import, or click the Browse button to locate
the file. The file name must have a .csv or .txt file extension.
3. Select Calendar Events, To Do List, or Address Book Contents, and then
click the Next button.
4. Preview the data file in the text box located within the Import dialog box.
Click the check box if you choose to use the first row of the data file as
headers for the fields, such as First Name for Addresses.
5. Click the Next button.
6. Select a pre-defined map option. A pre-defined map helps you import
your data file by selecting a title for each field, such as First Name.
7. If you do not use a predefined map, click and drag a field from the Import
list box to the AnyTime list box to create your custom import map.
8. To unlink a field, click the field in the Import list box, and then drag the
file to the empty space between the columns.
9. Confirm your mapping selections, using the Back button to make any
changes. Click the Finish button to complete the import process.
10. AnyTime will provide you with an information dialog box reporting a
successful import operation. Click the OK button.

Exporting Files Overview


An AnyTime Organizer file can be exported as a standard text file and
opened in another program. For example, you can export the Address Book
as a .txt file and open it in a word processing program.

AnyTime Organizer exports information to the following file formats:


• a comma-delimited file with a .csv file extension.
• a tab-delimited file with a .txt file extension.

CHAPTER 7 managing your files 7-9


Exporting Events, To-do Items, and Addresses
AnyTime Organizer exports each event, to-do item, and address as a record
within a file. Each record contains a specific number of fields.

Event records contain seven fields:

“Date” , “Time” , “Duration” , “Description” , “Alarm Status” , “Group


Name” , “Event Notes”

To-do item records contain eight fields:

“Date” , “Description” , “To Do Status” , “Priority” ,”Due Date” , “Alarm


Status” , “Group Name” , “To Do Notes”

Address records contain 25 fields:

“Last Name” , “First Name” , “Address” , “City”, “State”, “Zip”, “Country”,


“Company” , “Title” , “Phone #1” , “Phone Title #1” , “Phone #2” , “Phone
Title #2” , “Phone #3” , “Phone Title #3” , “Phone #4” , “Phone Title #4” ,
“Phone #5” , “Phone Title #5” , “Phone #6” , “Phone Title #6” , “Birthdate”
, “Anniversary” , “Group Name” , “Address Notes”

Quotation marks enclose the field information. If a field has a quotation


mark contained within the text, the quotation mark will be replaced with
double quotation marks when exported, indicating that a single quotation
mark is contained within the field text.

Certain fields will always have an entry, while others could be empty.
Empty fields appear as two quotation marks within comma separators (,””,).

To export Events, To-do items, and Addresses:

1. Click File on the menu bar, and then click Export on the File menu.
2. Select Events, to-do items, or Addresses, and then click the Next button.
3. Specify the starting and ending Date or Letter Range and other Export
Options, and then click the Next button.
4. Enter the name of the file to export to, or click the browse button to
locate the file.

7-10 AnyTime Organizer User’s Guide


5. Click the Finish button.

The Address Book exports Home, Work, Primary, Alternate, or Other ad-
dress information.

Printing
Click the Print button, or select Print from the File menu, to print the
currently selected layout. For complete information on printing, refer to
Chapter 12 – Printing.

Page Setup
Select Page Setup from the File menu to select a layout size. For complete
information on the Page Setup option, refer to Page Setup in
Chapter 12 – Printing.

Print Setup
AnyTime Organizer prints to the default printer on your computer. Select
Print Setup from the File menu. Refer to Print Setup in Chapter 12 –
Printing.

Layout Preview
AnyTime Organizer offers over 250 layout designs. Select Layout Preview
from the File menu to view or change the current layout and to access
the many printing options. Refer to Chapter 12 – Printing for detailed
information on the Layout Preview window. This chapter also contains
layout samples.

AnyTime Online
AnyTime Online enables you to download files from Individual Software’s
Web site. Individual Software will provide various files for you to download
as they become available. They may include files such as NFL, NBA, and
NHL season schedules, Word of the Day, and many more. This feature
requires that you have access to the World Wide Web.

CHAPTER 7 managing your files 7-11


AnyTime Online will try to identify your time zone by checking your
system’s settings. Confirm that the time zone selected is correct. AnyTime
Online will connect your computer to the Individual Software Web site
and you will see a list of the latest files available for downloading. A plus
sign (+) to the left of an item indicates that it is a folder with multiple items
within it. Click the plus sign to expand the folder and see the individual
items. The plus sign changes to a minus sign (-) when the folder is expanded.
A check mark will appear to the left of each selected item. Clicking on the
main group, indicated with a plus (+) sign next to the selection will select all
the files in that category.

To download files with AnyTime Online:
1. Connect to the Internet.
2. Click File on the menu bar, and then click AnyTime Online on the File
menu.
3. Select a Time Zone.
4. Click the Update List button, and then each item that you would like to
download.
5. Click Attach, Open, or Save To Disk in the Download dialog box to
select how you would like to download the file(s). All three options will
save a copy of the downloaded file to the local hard disk.
6. Click the Download button to download the selected file(s).

Attach - Select Attach to attach the downloaded file(s) to the currently


open AnyTime file. The information will appear in the file but can not be
changed or edited.

Note: Attached files will remain attached every time a file is opened.
To detach an attached file, see Attaching and Detaching Files in this
chapter.

Open - Select Open to close the currently open AnyTime file and open
the downloaded file.

Save To Disk - Select Save To Disk to download the selected file(s) to

7-12 AnyTime Organizer User’s Guide


the hard disk.

Attached files are for viewing only. You cannot edit or change the
information in the attached file. To change that information, close the current
AnyTime file and open the attached file. Once the attached file is edited and
saved, close it and reopen your personal AnyTime file.

Backup/Archive
AnyTime Organizer has a built-in file backup system in order to protect
you from file corruption. For added security, AnyTime Organizer backs up
standard .ATW files and saves your password separately.

The file types are:

.ATW and .ATB: Standard AnyTime files. An .ATB file is the backup of
an .ATW file.

.ATQ and .ATY: Encrypted password files. An .ATQ file is the backup of
an .ATY file.

The .ATQ and .ATY files are encrypted for your security. For more
information, see Chapter 8 - Password Organizer Security.

Every time that AnyTime Organizer is opened, a backup file is created. If


you wish to do this manually, follow these steps:

1. Click File and then Backup/Archive.


2. Specify a file name. This backup will be saved as an .ATB file and .ATQ
for password organization.
3. Click Save.
AnyTime Organizer will keep track of the previous four backups. If you
wish to go back to a previously saved backup file, follow these steps:
1. Click File and then Restore.
2. Select a previous version that you wish to restore.

CHAPTER 7 managing your files 7-13


3. Click Open.

AutoSave
AnyTime Organizer will automatically save your work every five minutes.
If you wish to change this, follow these steps:

1. Click Options and then Settings.

2. Under the Settings window, adjust the amount of time you want AnyTime
Organizer to wait before AutoSaving.

3. If you want to deactivate the AutoSave feature, uncheck the box.

Send E-Mail
Send E-Mail enables you to e-mail anyone found in the Address Book with
an e-mail address. See Send E-Mail in Chapter 4 - Address Book for more
information.

Exiting AnyTime Organizer


There are two ways to exit AnyTime Organizer:
• Click File on the menu bar, and then click Exit.
OR
• Press the Alt+F4 keys on your keyboard.

If a dialog box, such as the Details dialog box, is open, close it before
exiting.

If the AutoSave option is selected, you will not be prompted to save your
file; AnyTime Organizer will save your file upon exiting.

Exiting AnyTime Organizer without saving your work or without the


AutoSave feature activated will result in a loss of the most recent changes.

7-14 AnyTime Organizer User’s Guide


C H A P T E R 8

Other AnyTime Organizer


Features
Using AutoSchedule

AutoSchedule is a shortcut to scheduling appointments, events, or to-do


items with people listed in the Address Book. You can Display AutoSchedule
from within the Day Planner, Address Book, and Quick Glances. Simply
click Day Planner, Week Glance, Month Glance, Year Glance, or Address
Book on the menu bar, and then select AutoSchedule.

Address Book entries are listed in the Address Book Contacts area in the
lower portion of the dialog box.

To schedule an event or to-do item using AutoSchedule:


1. Click Day Planner, Week Glance, Month Glance, Year Glance, or
Address Book on the menu bar, and then select AutoSchedule.
2. Select a name from the Address Book Contacts list. Your selection will
be displayed in the Description box.
3. Click an Appointment or to-do item in the AutoSchedule dialog box.
4. Click the Description drop-down arrow, and then choose a description.
5. If this contact is being scheduled as an appointment, set the date, start

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-1


time, and end time. If it is being scheduled as a to-do item, set the date
and priority.
6. Click the OK button in the AutoSchedule dialog box.

If another appointment has been scheduled during the same time, a conflict
message will display.

To AutoSchedule using drag and drop:


1. Open the Address Book and a Day Planner or a Quick Glance.
2. Click Window on the menu bar, and then select Tile Horizontally, Tile
Vertically, or Cascade from the Window menu.
3. Click and Drag a contact from the Address Book, and then drop the
contact in the Day Planner window.
4. The AutoSchedule dialog box will display. Follow the steps listed above
to schedule the appointment or to-do item.

Using Cut, Copy, and Paste


AnyTime Organizer allows you to copy and move events, to-do items, and
contacts from your Address Book.

To copy or move entries within AnyTime Organizer:


1. Highlight an entry.
2. To copy the entry, click the Copy button on the Tool bar, or to move the
entry, click the Cut button on the Tool bar.
3. Position the insertion point in the destination location.
4. Click the Paste button on the Tool bar.

Press and hold the Shift key as you drag and drop the item, and a copy
of the item will be dropped in the new location.

8-2 AnyTime Organizer User’s Guide


Using Copy Special
The Copy Special option is available in the Day Planner, Address Book, all
Quick Glances, and the Note Book views. This powerful feature enables you
to copy some or all information from an entry and paste it into AnyTime
Organizer or another application such as Microsoft Word. This is useful in
copying selected information from a contact’s listing in the Address Book
and pasting that information in Notes.

To use Copy Special:

l. Select an entry.
2. Select Copy Special from the Edit menu, or right-click an item and select
Copy Special from the shortcut menu.
3. From the submenu, select a level of the information to be copied.
4. The Copy Special text can be pasted into another program or in other
sections of AnyTime Organizer.

An example of how Copy Special can save time is the Letter Heading
option, available when copying an entry from the address book. Copy
Special will place the current date, the selected name and address, and a
greeting, such as “Dear Mr. Ted Jones:” in a document. Try using Letter
Heading in combination with AnyTime Organizer’s Note Book.

The Options Menu

Settings
The General tab
• Select the window to display on start up. Have the Day Planner,
Address Book, or any other window open when AnyTime Organizer
starts.
• Choose to launch AnyTime on Windows startup.
• Choose to launch Schedule Ticker on Windows startup
• Choose to launch Sticky Notes on Windows startup.
• Specify to open the last file that was used.
CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-3
• Save changes to the current file upon exiting.
• Save window positions and redisplay them upon opening. This is
useful if your desktop is customized to display several windows, such
as having the Day Planner and Address Book side-by-side.
• Turn off all alarms so you do not hear the sound or see the message.
However, the alarms will still be saved with the events and to-do
items.
• Create a backup file of your previous work.
• Hide the password in Password Organizer.
• Indicate how frequently to save your work.
• Select AnyTime Organizer files to be attached when new files are
created.

The Notifications tab


• Events that are scheduled with conflicting or overlapping times.
• Confirm upon exiting AnyTime Organizer.
• Confirm a deletion. When an event, to-do item, or Address Book entry
is deleted you will be asked to confirm the deletion.
• Calculate age and anniversary. Set a date of birth or an event and Day
Planner calculates the age for each passing year.

The Events tab


• Set the default length of appointments.
• Specify how uncompleted to-do items should be handled upon
starting AnyTime Organizer.
• Display the ending time field on the entry bar.
• Set alarms to go off at the starting time of an event.
• Modify the default alarm sound including MP3, WMA & WAV files,
and duration in minutes.
• Adjust E-mail Settings for Alarms:
• From Address (required): determines the e-mail address
from which the notification will be sent.
• Default To Addresses (optional): automatically adds the
e-mail address of your choice to each new event by default.
The following options may be optional:

8-4 AnyTime Organizer User’s Guide


• Host (SMTP Server, can be name or IP address)
• Port (default is 25)
• User ID (required by some servers)
• User Password (accompanies User ID)

Sending Text Message Alarm to Your Phone:

You can also send an alarm as a cell phone text messages to telephones.
Under the “Default To Addresses” text box, enter in the e-mail address
associated with the telephone number. Type the ten-digit number@
hostname.com/net. Depending on the phone service provider, the host
name will vary. Use this table for reference:

These e-mail host names are subject to change. Contact your phone carrier
directly for the most recent versions.

The Day Planner tab


• Set the starting and ending times, and time spacing increments for the
timescale display.
• Show overdue to-do items in red.
• Keep original due date when rescheduling to-do items.
• Change the color of the Day Planner book’s outer edge and date.

The Address Book tab


• Specify how names are displayed and sorted in the Address Book.
• Include phone titles when synchronizing with handheld devices.
• Change the book color of the outer edge and alphabet letters.
• Set reminders for birthdays and anniversaries one week in advance.

The Glances tab

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-5


• Set starting and ending times, and time increments for Graph views.
• Specify the number of items that indicate a busy day, from l to 99.
• Show days with a specific number of items as busy.

The Dates and Times tab


• Specify the format to be used in displaying dates which includes
international date formats.
• Specify the format to be used in displaying times which includes
military time formats.

The Network tab


• Enable Network use.
• Display the maximum number of Network users and identify the
current Network count.
• Establish the refresh interval in seconds.
• Displays which workstations on the network are accessing the file.
• Find the License File associated with AnyTime Organizer.

To buy more licenses for additional users, contact Individual Software at


(800) 822-3522 ext.136 or e-mail orders@individualsoftware.com.

The Sticky Notes tab


• Set Background color for new sticky notes.
• Set Header font for new sticky notes.
• Set Description font for new sticky notes.

The Schedule Ticker tab


• Set Background color.

8-6 AnyTime Organizer User’s Guide


• Set Window color.
• Set Window font.
• Establish horizontal or vertical display.

AutoDial

AutoDial displays options for making outgoing calls using a modem. See
the AutoDial section in Chapter 4 – Address Book for more information.

Envelope

From the Envelope Options dialog box, make any changes for printing
envelopes:
• Envelope Size – Select an envelope size.
• Feed From – Specify how the envelope is to be received by the printer.
• Feed Method – Select how the envelope is placed in the printer tray.
• Delivery and Return Address – Specify the fonts and the text position.
• Default – Click this button to return to the default printing settings.

Password
You can protect valuable or sensitive information in your personal data file
by assigning a password. You can also add a question to prompt the use of
the password each time you open your file.

To create a password for a file:

1. Select Password from the Options menu.


2. Type a question in the question text box or select a question from the
drop-down list.
3. Type the password and click OK.

The password only applies to the currently open file within the AnyTime

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-7


program. If you have more than one AnyTime file, create a password for
each file.

If you forget your password, call the Technical Support department at


Individual Software for assistance. See the Getting Help From Customer
Service section in the Introduction at the beginning of this User’s Guide.

Removing Your Password


To remove your password:

1. Click Options on the menu bar, and then click Password from the
Options menu.
2. Click the Remove button.

Changing Your Password


In order to change the password, you must remove the current password and
enter a new password. Follow the steps to remove the current password, and
then create a password for the file following the steps on the previous page.

Using Find
Use Find to search for appointments, events, to-do items, addresses, or an
entry in the Note Book.

To search for an item using Find:

1. Click the Find button on the Tool bar.


2. Enter the text you want to search for in the Find Text text box.
3. Click the Find button in the Find dialog box.

Search the Appointments/Events or to-do List pages of the Day Planner, the

8-8 AnyTime Organizer User’s Guide


Address Book, or the Note Book. Once the search is completed, a list of
matching items will display. The Find feature will remember your previous
search results for convenience. Select an item and click the Go To button to
display it. Or, if the item is a contact from your Address Book, select Dial
for AnyTime Organizer to dial the contact’s number. This call will be placed
through your modem connection. Refer to Using AutoDial in Chapter 4 –
Address Book.

About Groups
Use Groups to organize appointments, events, to-do items, expenses,
and contact information into different categories. Groups can be sorted
exclusively or color-coded so they stand out from other AnyTime listings.
You can also assign defaults to add any new information to a selected group
automatically.

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-9


Adding an Address Book Entry to a Group
To Create a New Group
1. Click the Groups button on the tool bar, or click Options on the menu bar
and then click Groups.
2. In the Groups dialog box click the New button.
3. In the Group properties dialog box, enter a title for the new group. When
you are finished, click the OK button.
4. The new group appears in the list box of the Groups dialog box. You can
edit group settings using the buttons in this dialog box.

To add an Address Book entry to a group:


Let’s create an example group called Medical for medical expenses and
begin by adding an Address Book entry to the Medical group.

8-10 AnyTime Organizer User’s Guide


1. Select an entry.
2. Click the Details button on the Entry bar, or double-click the Address
Book entry to display the details.
3. Click the Details tab.
4. Select a group for this entry, or click the New Group button, type
Medical for the new group, and then click the OK button.
5. Click the check box to the left of the group name to select it.
6. Click the Group Colors button to associate a color with the group for
quick and easy identification. For purposes of this example, we will use
red.
7. Click the OK button.

The text for the entry in the Address Book will be colored red and the group
name will be listed in parentheses below the address. Even if you don’t
color-code the group, the group name will display in parenthesis below the
entry.

Groups can be set from within the Day Planner, Week Glance, Month
Glance, Address Book, to-do list, and Expenses. You can filter the groups to
display as many or as few at a time as you want.

In this example, all Medical group entries will display in red text.

Viewing and Printing Groups Using Filtering


AnyTime Organizer’s default setting is to display and print all groups.

To select a group:

l. Click the Groups button on the tool bar, or select Groups from the
Options menu.
2. In the Groups dialog box, click Filtering On.
3. Select the groups to be viewed or printed.
4. Click the OK button.

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-11


The Day Planner, Week Glance, Month Glance, Address Book, and
Expenses windows will display only the selected groups. To see all entries in
AnyTime Organizer, grouped or not grouped, turn the Filtering Off.

Select the <items not in a group> option in the list box to display all
information not assigned to a group.

If the <items not in a group> option is not selected, and one or more groups
are selected, only information from those groups will display.

When the filtering is on, there will be a Filter On indicator on the lower right
side of the status bar.

If the Group Filter is set to display only the Medical group entries, the Week
Glance and Month Glance will display only the Medical group entries.

If the Group Filter is set to display only the Medical group entries, the
Address Book will display only the Medical group contact information.

If the Group Filter is set to display only the Medical group entries, the to-do
View will display only the Medical group To Do items.

If the Group Filter is set to display only the Medical group entries, the
Expense View will display only the Medical group Expense items.

Adding a New Group Name


To add a new group name:

l. Click the Groups button on the Tool bar, or select Groups from the
Options menu.
2. Click the New button in the Groups dialog box.
3. Type the new group name, and then click the OK button.
The group name will be added to all group lists.

8-12 AnyTime Organizer User’s Guide


Deleting a Group Name
To delete a group name:

l. Click the Groups button on the Tool bar, or select Groups from the
Options menu.
2. Select a group name.
3. Click the Delete button in the Groups dialog box.

Once a group name is deleted, all items that were given that group name will
be displayed as an <items not in a group>.

Adding Default Group Features


To add a new default group feature:

l. Click the Groups button on the Tool bar, or select Groups from the
Options menu.
2. Select various options from the five drop-down menus listed. You
can specify default settings for Appointments/Events, Address Book
Contacts, To Do Items, Expenses, and Passwords.
3. Any new entries will automatically be added to these new groups by
default.

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-13


Password Organizer
It is important to note that before you may use the Password Organizer,
you must save your file. Also, the Password Organizer is not available in
network mode where more than one person may have access to this private
information. To enable the Password Organizer, you must disable the
network mode.

To disable the network mode:

1. Click Options on the main menu and click Settings.


2. Click the Network tab.
3. Uncheck the Network Enable box.
4. Click the OK button, acknowledging that network mode will only be
disabled after the program has been restarted.
5. Click the OK button.
6. Close AnyTime.
7. The next time you open the AnyTime file, the network mode will be
disabled.

For security reasons, all of the information stored in AnyTime Organizer’s


Password Organizer section, including Web site links and password
information, is stored in a separate, encrypted file on your local hard drive.
This file will be named with the same name as your .ATW file, but carry a
file extension of .ATY.

To Enter a New Record


1. Click the New button on the tool bar, or click Password View on the
menu bar and then select the New Password option.
2. Enter the Title, Location, User Name, and Password in the designated
text boxes. You can enter as much or as little information as you wish.
3. Click the OK button.

8-14 AnyTime Organizer User’s Guide


To Edit Record Details
1. Highlight the record you want to edit.
2. Click the Details button on the tool bar, or click Password View on the
menu bar and then select the Details option, or double-click the entry in
the display area of the Groups tab.
3. Make any changes in the Title, Location, Type, User Name or Password
or Account text boxes. Click OK to save your changes.

To Print a Password List

1. Click the Layout button on the tool bar, or click File on the menu bar
and select Layout Preview.
2. The Password Organizer will display the following information for
each entry: Title, Location, Type, User Name, Password, Account,
Description, Notes, and Groups.
3. Click the Print button.
4. The page size and orientation are 8 ½” x 11” and Portrait.
5. Click the OK button to print.

Password Organizer Security



It is important to note that before you may use the Password Organizer,
you must save your file. Also, the Password Organizer is not available in
Network mode where more than one person may have access to this private
information.

If you are moving files from one computer to another, be sure to move all
.ATW and .ATY files to the new computer and place both files into the same
directory. Otherwise, Password Organizer may not work properly. It is also
strongly recommended that you password protect your .ATW file, so that no
one but you can access your information.

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-15


Earth Clock

Get the local time anywhere in the world. The AnyTime Earth Clock allows
you to select a location anywhere in the world and then place a clock of
its local time on your desktop. Place as many clocks on your desktop as
you need to keep the correct time in multiple locations for quick and easy
reference.

The Control Center provides you with a map of the world divided by time
zones. Within these time zones you can select a city or a general location, or
you can type the name of the city in the text box on the All Places tab. Once
you have selected a time zone, you can select a specific location name from
the list available on the This Zone tab. You can view the current time in the
location you have selected or you can scroll the world to find places in a
specific time.

8-16 AnyTime Organizer User’s Guide


In addition to your local time clock, the time clock of your new location will be
displayed. To add this clock to your desktop, right-click the clock and then select
Add to Desktop from the Shortcut menu. You can also add your clock to your
Favorites list, or customize the look of your clocks.

To customize the look of your clocks


• Right-click the clock and select Options from the shortcut menu,
or click Clock on the menu bar and then click the Clock Designer
button.

The Clock Designer window provides you with tabs to set the Style, Colors,
Size and Text, as well as designate preferences.

A preview of your clock will display on the left side of the window allowing
you to view your settings and adjust the size of your clock before adding it
to your desktop or favorites list.

When you have finished designating your clocks, click the Close button
on the Control Center window. You can reopen the control center by right
clicking a clock on your desktop or by clicking the Earth Clock button on
the right side tool bar of the AnyTime Organizer window.

CHAPTER 8 OTHER ANYTIME Organizer FEATURES 8-17


Screen Saver
AnyTime Organizer comes with an adjustable screen saver that displays
your Events and to-do items whenever your monitor is idle.

To enable the Screen Saver:

1. Click Start button on the Windows Taskbar.

2. Click Control Panel, and then double-click Display.

3. On the Screen Saver tab, under Screen saver, click AnyTime


ScreenSaver in the list.

To change the setting options for the AnyTime screensaver:

1. Click Settings on the Screen Saver tab.

2. In the AnyTime Screensaver Settings window, you can:

a. Designate which folder should provide the images.


b. Choose whether to show events, to-dos, or both.
c. Set the display time for each image.
d. Specify the text position.
e. Turn on/off the transition fade between images.
f. Set the fonts for both Events and to-dos.

3. Click Preview to see how the selected screen saver will appear on your
monitor. Move your mouse or press any key to end the preview.

8-18 AnyTime Organizer User’s Guide


C H A P T E R 9

Note Book
Getting Started Using the Note Book
The Note Book helps you keep track of information that will supplement the
Day Planner, Address Book, and Quick Glances. Use the Note Book to write
letters, faxes, and memos; keep a daily journal; record personal information,
including bank account numbers and credit card information; track expenses,
travel information, notes, lists, and so on.

To display the Note Book, click the Note Book button on the Navigation bar.

Double-click the title bar to maximize the Note Book window. To restore
the Note Book window to its original size, click the AnyTime title bar icon
in the upper left corner of the window and click Restore.

Adding a New Note Book Entry


The left side of the Note Book displays the titles of your entries and the
right side displays the text associated with these titles. Click a title to see
its corresponding text. Right-click the Note Book page to display a shortcut
menu of frequently used commands.

To add a new title and entry to the Note Book:


1. Click the left page of the Note Book, and then click the New button on

CHAPTER 9 note book 9-1


the Entry bar.
2. Type a title in the Title text box, and then click the OK button on the
Entry bar, or press the Enter key on your keyboard.
3. To cancel the entry click the Cancel button on the Entry bar, or press the
Esc key on your keyboard.
4. Insert the current date and time by clicking the Date/Time Stamp button,
or right-click the page and select Insert Date/Time Stamp on the shortcut
menu. Spell check your writing material by clicking the Spellcheck
button on the shortcut menu.

AnyTime Organizer saves entries as you type them. To add more


information or to edit an existing entry, click a title to display the associated
note, and then click within the Notes to make changes.

Changing Fonts and Styles


The Note Book is a word processor in which you can bold, italicize,
or underline your text; change the font style and size; and change the
justifications. These options are available from the Note Book tool bar:

To change the look and appearance of note text, highlight it and select an
option.

Copying Information into the Note Book


You can import information from other areas of AnyTime Organizer into
the Note Book. For example, using the names and addresses in the Address
Book, you can create letter headings for correspondence, faxes, and memos.
Day Planner events and to-do items can also be copied directly into the Note
Book.

To copy information from the Address Book or Day Planner:
1. Open the Note Book and either the Address Book or Day Planner.

9-2 AnyTime Organizer User’s Guide


2. Click Windows on the menu bar, and then select Tile Vertically or Tile
Horizontally from the Windows menu.
3. Highlight an item, and then click the Copy button to copy the item or
click Copy Special from the Edit menu to select specific information.
4. Place your mouse pointer in the Note Book text area and click the Paste
button.

Another method for copying the entire item is to press and hold the Shift key
on your keyboard, drag the entry to the Drag Net, open the Note Book, and
then drag and drop the item from the Drag Net into the Note Book.

Writing a Letter
The Note Book works in combination with the names and addresses in your
Address Book by adding the letter heading for you.

To write a letter in the Note Book:

l. Open the Address Book to the person’s name who is receiving the letter.
2. Highlight the entry.
3. Select Copy Special from the Edit menu, or right-click the item and
select Copy Special from the shortcut menu.
4. From the submenu, select Letter Heading.
5. Position your mouse pointer in the Note Book page, then select Paste
from the Edit menu, or right-click in the Notes page and select Paste
from the shortcut menu.

Copy Special will place the current date, the selected name and address, and
a greeting – such as “Dear Mr. Ted Jones” – into the Note Book.

You can also drag and drop an Address Book entry into the right Note Book
page and the letter heading will be created.

CHAPTER 9 note book 9-3


Printing a Note Book Layout
Print Note Book information using AnyTime Organizer’s Note Book layouts.

To select and print a Note Book layout:


1. Select a Note Book entry.
2. Click the Layout Preview button on the Tool bar.
3. In the Layout Preview window, click the Layout button, and then select
Note Book Entry.
4. Highlight a layout name and orientation, and then click the OK button.
5. To print the selected layout, click the Print button.

Daily Journal Entry


You can add a journal entry from the Day Planner to record ideas, notes,
meeting minutes, or record the events of the day for future reference. At the
bottom of the left page, click the Daily Journal Entry link to open the Note
Book.

Your Journal notes will also carry a date stamp for ease of future reference.

9-4 AnyTime Organizer User’s Guide


C H A P T E R 10

Networking
Using AnyTime Across a Network
Business Version
In the Business Version, more than one user can access the same AnyTime
Organizer file at the same time. This is ideal in a small office where it is
necessary to share a database file between many users.

The Personal Version allows you to share AnyTime Organizer files between
two computers. However, more than two computers will require a business
license to share AnyTime Organizer files.

It is necessary to enter a valid Business License Key to add additional users


to your AnyTime file. You must have the Business Version installed on all
computers in your network prior to using AnyTime Organizer in a network
environment, and all of the computers must be mapped to the shared
AnyTime database file across the local area network.

To purchase a Business License Key, contact Individual Software:

Telephone: (800) 822-3522 x 136


E-mail: orders@individualsoftware.com
Hours: Monday - Friday, 8:00AM-5:30PM
Pacific Standard Time

CHAPTER 10 networking 10-1


System Requirements for the Networking Options
AnyTime Organizer runs on most File Share Networks.

• 140 MB of available disk space on a File Server.


• Each user needs read access to the Shared Folder on the File
Server.
• Each user needs read/write access to the Data folder on the File
Server.

File Server Setup

To run a network version of AnyTime Organizer, you need to set up a File


Server. A File Server is a computer connected to a network that has the
primary purpose of storing computer files. These files are available to other
computers that are connected to the network.

A File Server can be set up on any capable PC. If you are setting up the File
Server yourself, you need to designate the name of the File Server by right-
clicking My Computer, clicking Properties, and then clicking the Computer
Name tab (or Network Identification in Windows 2000).

10-2 AnyTime Organizer User’s Guide


This will allow you to identify the File Server on the network.

The next step is to create a shared directory or folder to store AnyTime and
provide access to workstations. You will designate this location during the
installation of AnyTime.

To create a shared folder, first create and name a new folder on the File
Server in a convenient location.

• Right-click the new folder and click Sharing and Security on the
Shortcut menu.
• Click Share this folder.

• You can designate the sharing parameters and add a comment as


needed.

The File Server Setup is a full install (140 MB) to the hard drive of
your server. All AnyTime Organizer Network content, media, and user
information will be stored on this server.

CHAPTER 10 networking 10-3


Installation

To install a Business Version:


1. Install AnyTime Organizer on all computers. During Setup, select
the Business Version when prompted.

2. On the Business License Key Code page, enter your Business


License Key Code, verify your Destination Folder, and click the
Next button.

If do not have a Business License Key Code and want to set up a two-
workstation network version, leave the Business Key Code field blank.
This will install a two-workstation Business Version of AnyTime.

10-4 AnyTime Organizer User’s Guide


3. When the installation is complete, open a new AnyTime Organizer
file.
4. Enter your data in the AnyTime Organizer file.
5. Save the file to a shared folder on your hard drive, which should
be a mapped drive, accessible to other workstations across the
network.
6. Close AnyTime to save the changes, and then restart AnyTime.

Other AnyTime users can now map to the shared file to access the
information. See page 10-6 for instructions on mapping a network drive.

In order to switch from a Personal to a Business Version, you must


reinstall the software as a Business Version.

To switch from the Business to the Personal Version:


1. Click Options on the main menu and click Settings.
2. Click the Network tab.
3. Uncheck the Network Enable box.
4. Click the OK button, acknowledging that changes to the network
mode will only take place after the program has been restarted.
5. Click the OK button.
6. Close AnyTime.
7. The next time you open the AnyTime file, the network mode will
be disabled.
8. To switch back to the Business version, follow the same
instructions, but this time you will check the Network Enable box
and restart AnyTime.

CHAPTER 10 networking 10-5


Updating Your License

The number of workstations that can function within an AnyTime Organizer


network is determined by your license. If you would like to include more
workstations or reduce the number of AnyTime Organizer workstations
within your network, you will need to obtain a new License Key Code from
Individual Software.

Once you have obtained the new License Key Code, you will need to run the
Key Code Manager, a quick utility program to update the license associated
with AnyTime Organizer. This will ensure that the current data stored within
the central AnyTime Organizer file will remain intact, while allowing you to
alter the way in which this file is accessed. The Key Code Manager utility is
located in the same directory as the License File (“cfl.lcn”).

To update your license with the Key Code Manager:

1. Run the Key Code Manager by double-clicking the icon in the AnyTime
Organizer directory on the File Server:

2. Key Code Manager will automatically retrieve your license file and
display this file in the License File field.

10-6 AnyTime Organizer User’s Guide


3. Key Code Manager displays all of the information contained within your
License File:

• The Location of the file


• The Key Code associated with the file
• A unique customer identification number
• The maximum number of workstations
• And the expiration date of the license

4. To change the parameters associated with your AnyTime Organizer


license, you must enter your new License Key Code and press the
Submit button.
5. The file parameters determined by this new key code will be displayed.
Verify that they are correct, and then click the Exit button.

After you run this utility and update your license file, the workstations that
constitute your new network configuration will be able to access and modify
the AnyTime Organizer file.

CHAPTER 10 networking 10-7


Networking Information

To Connect a PC Workstation to a File Server on the Network:

1. Open My Computer.
2. On the Tools menu, click Map Network Drive.
3. For Drive, select a drive letter to map to the shared resource.

4. In Folder, type the server and folder name that you designated when you
set up the File Server, in the form of \\AnyTimeServer\AnyTime. Or
click the Browse button to locate the resource.
5. Check Reconnect at Login, and click Finish.

This network location will now be accessible from the My Computer window,
in the Network Drives section.

To Open the Network AnyTime File:


1. Click File on the AnyTime main menu and click Open.
2. Browse to the network location of the file.
3. Select the file and click the Open button.

10-8 AnyTime Organizer User’s Guide


To Update File Records:
Any user logged into the file can update a file record. Records are individual
Appointment entries, To Do items, Address Book entries. When a user is
creating or editing record information in AnyTime, other users will be locked
out of this record, meaning that they cannot make any changes, until the first
user has finished entering the information. A locked out user will be notified
with a dialog box reporting the locked status of the record and the name of the
user who has locked the record.

When the first user is done, the record will be unlocked for other users to
update. The file on the network refreshes every 15 seconds. This means that
every 15 seconds, all changes made by all users in the last 15 seconds will be
seen by all other users. The 15-second network interval is the program’s default,
and can be changed in the Network Dialog box. (See page 10-8 for a screen
shot.)

To Set Up Alarms:
Alarms in network mode are not established for all effected users when the
event is created, but are designated by each individual user. In other words,
when you create an event in network mode, the alarm settings are specific to
you, not to other users. Each user has the option to open the event record, once
it has been created, and to set up an alarm notification.
Alarms can be changed by your network administrator to work globally. See
Adminstrator Settings on page 13 of this guide for instructions.
Also, alarm settings and designations do not carry over when you upgrade from
the Personal version of AnyTime Organizer to the Business version. If you
switch versions or upgrade AnyTime Organizer, each user will need to reset the
alarms for all pre-existing records.

In Network mode, the Password Organizer is disabled. For more infor-


mation about enabling the password organizer, see page 8-15 in the
Manual.

CHAPTER 10 networking 10-9


Network Settings

• Network Enabled — This option must be checked to use any


networking functionality.
• Max Network Workstations — This limits the number of workstations
that can access the file. If you have not installed the Business Version of
the software, the maximum will be two.
• Current Network Workstation Count — The number of workstations
connected to the file. This number reflects the number of workstations
that are accessing the specified file, not the number of workstations
currently running AnyTime.
• Refresh Interval — This controls how often the file is updated with
changes from other users.
• Network Workstations — This shows which workstations on the
network are accessing the file. To remove one of the workstations,
double-click the name.
• Find License File — This file contains the keys that allow workstations
to access the AnyTime Organizer file.

10-10 AnyTime Organizer User’s Guide


Administrator Settings

In network mode, the network administrator can change three specific controls:

• Rollover for To Do Items


• Global Alarms
• Alarms Refresh Rate

There will be a file located in the File Share directory called CFL.INI. This file is the
control file for the network. This file can be opened and edited in notepad to enable
the above controls.

To Do Rollovers
To Do Rollovers by default are set to automatically rollover each day if they are not
completed.

To set the To Do’s to remain as entered:

• Open the CFL.INI file and change ToDoRollover=1 to ToDoRollover=0.


• Save changes once this is completed.
• Changing the setting to zero will disable the To Do’s from rolling over from
day to day.

Global Alarms
Alarms by default are set to work on individual workstations.

To set Alarms to work globally in the network environment:

• Open the CFL.INI file change IndividualAlarms=1 to IndividualAlarms=0.


• Save changes once this is completed.
• Changing the setting to zero will disable the Individual Alarms and enable
alarms to work for all workstations attached to the ATW file.

CHAPTER 10 networking 10-11


Alarm Refresh
Change the refresh rate of alarms when group alarms are enabled. By default the
refresh rate of group alarms is set at 5 minutes. This setting can be changed from 1
to 10 minutes.

To change the refresh on the :

• Open the CFL.INI file and change RefreshAlarmsMin=5 to a more convenient


refresh rate.
• Save changes once this is completed.

These settings affect all workstations. If you were running with individ-
ual alarms and switch to global alarms those individual alarms settings
will no longer apply. Changing these settings constantly is not recom-
mended.

10-12 AnyTime Organizer User’s Guide


C H A P T E R 11

Synchronizing with AnySync


AnyTime Organizer, when combined with AnySync, helps you keep all of your
Calendar, Contacts, and Tasks records in sync between your handheld device
and your desktop computer. AnySync is only available with AnyTime Organizer
Deluxe. If you need to upgrade to the Deluxe version, please contact Customer
Care at (800) 822-3522 or visit our web site: www.individualsoftware.com.

AnySync makes it easy to synchronize the information from your AnyTime file,
located on your PC, with your handheld, mobile device, or Personal Digital As-
sistant (PDA). Additionally, you may want to sync your data between AnyTime
Organizer and other Personal Information Managers (PIM), such as Microsoft
Outlook or ACT!

With AnySync, the Calendar, Contact, and Task data stored in your AnyTime
file and the data in your PDA/PIM are automatically compared with one another
and the software modifies each list to make them identical and current. After a
successful sync, both your AnyTime file and your PDA/PIM should contain the
same, updated list of records. The benefit to synchronization is that you can up-
date your schedule, to-do list or contacts in either (a) AnyTime or your (b) PDA/
PIM at any time and be assured that your information will be updated in each
program or device automatically.

In order for AnySync to work properly, you must first ensure that your PIM/
PDA is already synching with the manufacturers’ desktop applications.
Some examples include Palm® Desktop, Windows ActiveSync ®, and
Mobile Device Center. You should consult your PIM/PDA instruction manual
and help system for guidance.

CHAPTER 11 synchronizing with your PDA 11-1


About AnySync
AnySync is designed to work on a Windows PC to synchronize data between AnyTime
Organizer and another data source: Palm handheld, Nokia phone, Microsoft Outlook,
etc. AnySync is comprised of a synchronization engine and translators, which are used to
integrate seamlessly with the data source’s features and data.

Data Types
AnySync makes every attempt to support the data types in each PIM and mobile
device:

Contacts—Contacts are used to keep track of people and their details. Also called
an Address Book, Contacts contain many pieces of key information about
people: their names, addresses, phone numbers, e-mail addresses, etc.

Calendar—A Calendar is used to keep track of appointments. Any meeting,


phone conference, or reminder can be entered into the Calendar so that it is
instantly viewed for any given date or time.

Tasks—Tasks are items that need to be done. These to-do lists are handy to keep
track of items that need to be completed.

Translators
A translator is the component the synchronization software uses to integrate AnyTime
or mobile device to the sync engine. The translator interprets the data, converts it into a
common readable form, and sends it to the sync engine. Two translators are necessary
to synchronize. When the translators both communicate to the sync engine, the engine
determines which items have changed on either side, determines what updates need to be
made, and then communicates those changes to each of the translators.

Profiles
A profile is the relationship between two translators. Synchronization is typically
performed between two data sources at a time. Multiple Profiles can be defined to
synchronize between more than two PIMs or devices.

11-2 AnyTime Organizer User’s Guide


Supported Applications and Mobile Devices
The applications and mobile devices supported by the synchronization software are:

Desktop Applications
• Microsoft Outlook 2000 / 2002 / 2003 / 2007
• Lotus Notes R5 / 6.0 / 6.5 / 7.0 / 8.0
• Lotus Organizer 5.0 / 6.0 / 6.1
• ACT! 2000 / 5.0 / 6.0
• Novell GroupWise 6.5.3x / 7.x
• Microsoft Outlook Express 5.x / 6.x

Mobile Devices
• Palm OS devices
• Microsoft Pocket PC 2000 / 2002 / 2003 / Mobile 5.0 / 6.0 devices
• Microsoft Smartphone 2003 devices
• Windows Mobile 5.0 / 6.0 for Smartphone devices
• Nokia phones
• Sony Ericsson Smartphones
• Sony Ericsson IrMC phones
• NEC 232E / a232 phones

During installation select the appropriate translators for your devices.

How to Synchronize
First, make sure that your PIM/PDA is synching prior to using AnySync.

To launch AnySync:

1. Click the Sync button on the tool bar.


2. Click the Synchronize button in the AnySync dialog box. Sync

The status window will show the synching progress and report any problems. For tips
and suggestions on each compatible PIM/PDA, consult the AnyTime Organizer Help
system.

CHAPTER 11 synchronizing with your PDA 11-3


AnySync Dialog Box
When the AnySync dialog box ap-
pears, select a Profile from the drop-
down list and click the Synchronize
button.

Create New Profile


If you need to create a profile, select
from the list of compatible devices
and designate a Profile Name.

Device Settings
Each Profile allows you to adjust
the synchronization settings for each
device. Make sure the check box for
each data field you want to synchro-
nized is selected and click OK.

11-4 AnyTime Organizer User’s Guide


Palm OS devices are not capable of supporting automatic synchronization.
This is because the HotSync button must be manually pressed on the de-
vice in order for the device to communicate with the PC. There is no means
for AnySync to virtually bypass this manual requirement.

Full Synchronization
When synchronization is executed for the first time, the software executes a Full
Synchronization. With Full Synchronization, the software tries to match each entry on
the mobile device to each entry in AnyTime Organizer. When an exact match is found,
those two entries are identified as the same. To make an exact match, the two entries
must be identical down to the punctuation in the description fields.

When you synchronize for the first time, you are given three options for each data source
you select to synchronize:

• Replace PDA/PIM records with AnyTime application records.


• Replace AnyTime application records with PDA/PIM records.
• Combine both PDA/PIM and AnyTime application records (may result in duplicate
records).

If AnyTime or your PDA/PIM already contains all of the information you need, we
recommend that you reset (or clear) all of the data on the other side so that all records
are sent to the other device.

However, if you have incomplete data on both devices, you should choose to copy data
in both directions. Full Synchronization looks for exact matches. If the PDA/PIM and
AnyTime both have similar, yet not exact data, you might receive two entries for the
same record. For example, if you have John Smith as a contact in AnyTime and John S.
Smith as a contact in your PDA/PIM, you will have two entries when synchronization
completes: one for John Smith and another for John S. Smith.

You can prevent duplicate entries if you choose to replace records from one side or the
other. For example, if you want AnyTime to take precedence over your mobile device
data because AnyTime contains your most up-to-date records, simply select to replace
the mobile device records. Selecting this option will delete all records from your PDA/
PIM and send all your AnyTime records to your PDA/PIM, making both AnyTime and
your PDA/PIM “in sync.”

CHAPTER 11 synchronizing with your PDA 11-5


If you choose to do a full synchronization that replaces the records in AnyTime with the
records in your PDA/PIM, all of the records in AnyTime will be erased and replaced
with the contact, calendar, and task items on your mobile device. Keep in mind that
filters, field-truncation lengths, recurrence exceptions, field mappings, etc., can all cause
less information to be on the PDA/PIM than is in AnyTime.

Profiles

Profiles are created when using multiple PIMs and multiple mobile devices. A unique
profile is created for an association between translators. For example, AnyTime and your
mobile device would be one profile. Multiple mobile devices can be synchronized with a
AnyTime using a unique Profile for each Device-PIM combination.

Each profile can be configured to meet your needs. Synchronization settings, such as
Translators, Filters and Mapping, are saved on a per-profile basis.

More information about available profile settings are described in Profile Settings.

Any profile settings information unique to your mobile device or PIM can be found
under the Supported Applications and Mobile Devices topic in the AnySync Help
system.

Profile Menu
Profiles can be created, renamed or removed. You can manipulate profiles using the
Profile menu in the software.

To establish a unique relationship between data sources, a new profile must be created.
The first profile is automatically made for you when you start the software. If you
require more than one profile, you can create others.

11-6 AnyTime Organizer User’s Guide


New
Select New from the Profile menu to create a new profile. You can provide a unique
name as well as select the device and AnyTime to sync.

When creating a new profile, you can choose to link it to the current profile by selecting
the “Link this profile to the active profile” option. Linked profiles allow you to sync
some data types from one PIM and other data types from another simultaneously. For
instance, you may wish to sync Contacts from Outlook Express and Calendar and Tasks
from Lotus Organizer to your device at the same time. In this case you would have a
profile for Outlook and your device and only select Contacts in the sync settings. Then
you would create a second profile for Organizer and your device and choose the link
option.

By default, when you link a new profile to an existing profile, the secondary profile
automatically sets its sync settings to sync only those items that are not selected in the
original profile to which it is linked. For instance, if your first profile has only Contacts
selected to sync, the secondary linked profile would automatically be set to sync all
remaining data types except Contacts. This is because you cannot sync the same data
type with both profiles.

By selecting each profile in the profile selector list, you can modify the settings of each
side independently of the other profile, with the exception of the data types you intend to
sync. The software will not allow you to sync the same data type in both profiles.

Note: Make sure if you are linking a new profile that the profile you want to link
with is currently selected in the Profile selector on the main screen.

Rename
Select any existing profile and select Rename from the Profile menu to rename
that profile. Renaming a profile is helpful if several profiles exist. For example,
one profile could be named “David’s Device” to differentiate from a profile named
“Susan’s Device”.

Delete
Select any existing profile and select Delete from the Profile menu to remove the
profile and its settings permanently.

Note: This option is not available if you only have one existing profile.

CHAPTER 11 synchronizing with your PDA 11-7


Profile Selector
When more than one profile exists, you have to select the profile that you want to
synchronize. The selected profile becomes the Current Profile and the indicated PIM
and device will synchronize the next session.

To change the Current Profile, select a different profile from the drop list.

New Device Screen


When a new mobile device is connected or you connect your mobile device to a
different computer, you will get a New Device Detected screen. In order to maintain
consistent synchronization logs, the device identifier is compared to that which was
saved with the previous synchronization profile. If the device identifier matches,
the Current Profile is used. Otherwise, the device is considered new and you are
prompted to resolve the potential conflict.

Replace
Select Replace to continue with the current profile. The old device profile will be
removed and a new profile will be established with the new mobile device.

New
Select New to create an entirely new profile. The old device profile will be
preserved, or you can select Cancel and choose another available profile.

Device Specific Information


For more detailed information about PIMs and PDAs, consult the AnySync Help
system. There you will find specific instructions for all compatible devices and
systems, as well as information about every aspect of AnySync: profile settings,
translators, mapping, filters, data sources, and logging.

11-8 AnyTime Organizer User’s Guide


General Troubleshooting

AnySync will work with a wide variety of devices. Depending on the environment,
problems can occur as a result of installation errors, data errors, or system errors. Review
the Errors and Warnings topic in the AnySync Help system to determine what problem
you are encountering. See below for general troubleshooting issues that can occur:
Unable to run AnySync
If you are unable to run AnySync, most likely the installation did not complete
normally. Please install AnySync again.

Unable to synchronize
If you are able to run AnySync, but unable to synchronize:
• Verify that the icons displayed on the main AnySync screen are the two
data sources you wish to synchronize.
• Check the settings for your synchronization profile to confirm the
translators are configured properly.
• If you are synchronizing with a mobile device, verify the device is
connected to the PC properly via the serial cable or infrared connection.

Synchronization completed (with one or more errors)


Something happened during synchronization and there were one or more errors
encountered. This message generally follows a different or additional message.
Select Settings from the Synchronization Settings screen, and select the full
synchronization in General Settings. If you continue to get the error message,
contact Technical Support.

Unknown error received during synchronization


If you receive an “Unknown error” during synchronization, please document
how you received this error and send this to Technical Support for resolution.

CHAPTER 11 synchronizing with your PDA 11-9


C H A P T E R 12

Printing
Introduction to Printing
Once you have entered scheduled information into the Day Planner, and
names and addresses into the Address Book, you may want to print that
information. AnyTime Organizer provides:
• Over 250 layout designs.

• 15 themes.
• Landscape and portrait printing on various paper sizes, including
8.5” x ll”, 5.5” x 8.5” organizer-size, and 3.75” x 6.75” pocket-size
paper.
• Customizable layouts.
• An on-screen preview of how the printed page will appear.
• Print your layout as a PDF file.
• And many more options.

You must select a layout prior to printing one.

Selecting a Layout
AnyTime provides layouts for each main feature window: Day Planner,
Address Book, Week Glance, Month Glance, Year Glance, and Note Book.
There are nine layout types, each with several layouts to choose from:

• Daily comes with 20 different layouts to print Day Planner informa-


tion.
CHAPTER 12 PRINTING 12-1
• Weekly comes with 13 different layouts, from the 5-Day Scheduler to
the Week Travel Planner.
• Monthly layouts print the Month Glance information up to six months
at a time, either in a portrait (vertical) or landscape (horizontal) view.
• Yearly layouts print the Year Glance calendar information, complete
with events and holidays.
• Address, To Do, Note Book, Expense, and Password layouts offer ad-
ditional print options.

Some layouts may include only appointments and events, while others will
also include the to-do list and small calendars. You can preview the display
in the Layout Preview window. Depending on the layout, the combination of
information will vary.

To select a layout:

1. Click the Layout Preview button on the Tool bar to display a layout. If
you have not yet selected a layout, a default layout will be selected.
2. From the Layout Preview window, click the Layout button.
3. Select a layout type: Daily, Weekly, Monthly, Yearly, Address, To Do,
Note Book, Expense, or Password.
4. Select the layout style name from the type list to view a grayscale pre-
view and description of its features.
5. Click the OK button.

12-2 AnyTime Organizer User’s Guide


Occasionally a layout may appear to be incorrect when the full layout fits
in the window, but correct when you magnify, inspect, and print it. Click
the Fit Width or Actual Size buttons at the bottom of the page to enlarge
and verify the layout.

Customizing Layouts
You can customize your layout selection and modify colors, fonts, headers,
footers, and more.

To change layout options:

1. From the Layout Preview window, click the Customize button on the
Tool bar.
2. Select a layout option, and then click the OK button.

In addition to layout options, you can choose from 15 different themes. They
are:

• Modern
• Calming
• Spirit
• Warm
• Tranquil
• Inviting
• Energy
• Solid
• Grey
• Ambition
• Earth Tones
• Pacific
• Vibrant
• Franklin

Details about each Customize Layout option are presented later in this chap-
ter.

CHAPTER 12 PRINTING 12-3


You can only choose a theme before you Customize your layout with
any of the following options.

Name
You can label your special layout with a unique name.

To save a layout name and description:

l. From the Customize Layout dialog box, click the Name tab.
2. In the Name field, type the new name.
3. To change the description of the layout, click the Description field and
edit the text.
4. Click the OK button to save your changes and return to the Layout Pre-
view window, or click Apply to see the changes in the Layout Preview
window without closing the Customize Layout dialog box.

Titles
The header is the text that displays at the top of the printed page. Depending
on the layout, there can be up to two lines of header text.

The footer is the text that displays at the bottom of the printed page. There
can be up to two lines of footer text.

There may be information in the header and footer fields, such as <span-
date> in the header area, and <layoutname> in the footer area. These are
codes, which tell AnyTime Organizer what to display. For example, <span-
date> tells AnyTime Organizer to display the date range being printed, such
as January l, 2006 - March l, 2006.

Enter the following codes into the header and footer areas to tell AnyTime
Organizer what to print on your layouts.

12-4 AnyTime Organizer User’s Guide


Header and Footer Codes

Code Inserts Example


<filename> Name of current file MYFILE.ATW
<layoutname> Current layout name Sprinter
<printdate> Current date August 2, 2006
<printdateshort> Current date–short format Aug 2, 2006

<printtime> Current time 8:00p

<date> Selected print date November 11, 2006


<dateshort> Selected date–short format Nov 11, 2006
<weekday> Week day being printed Tuesday
<weekdayshort> Week day–short format Tue
<month> Month being printed November
<monthshort> Month–short format Nov
<monthday> Month and day being printed November 11
<monthdayshort> Month and day–short format Nov 11

<year> Year being printed 2006


<yearshort> Year–short format ‘ 06

<spandate> Date range being printed May 1, 2003 - June 1, 2006


<spandateshort> Date range–short format May 1, 2003 - Jun 1, 2006
<spanmonth> Month range being printed May 2003 - June 2006
<spanmonthshort> Month range–short format May 2003 - Jun 2006
<spanyear> Year range being printed 2005 - 2006
<spanyearshort> Year range–short format ‘ 05 - ‘ 06

<pagenumber> Page number of printed page 1, 2, 3, etc...

To change the header and footer:

l. From the Customize Layout dialog box, click the Titles tab.
2. In the Header fields, type the new text or code(s).
3. In the Footer fields, type the new text or code(s).
4. Click OK to save the changes and return to the Layout Preview window
or click Apply to see the changes in the Layout Preview window without
closing the Customize Layout dialog box.

CHAPTER 12 PRINTING 12-5


Options
AnyTime Organizer presents a wide variety of layout options, such as
displaying small calendars and check marks in red, and printing with event
ending times or group colors.

To select layout options:

l. From the Customize Layout dialog box, click the Options tab.
2. Turn the options on or off. If the box next to an option is checked, the
option is on. Each layout presents different options. To see a description
of each option, press Fl to display online help.
3. Click OK to save the changes and return to the Layout Preview window
or click Apply to see the changes in the Layout Preview window without
closing the Customize Layout dialog box.

Fonts
Change the font type, size, style (such as bold), and color of your layout text.

To change the fonts:

l. From the Customize Layout dialog box, click the Fonts tab.
2. Select an item and click the Change button.
3. From the Fonts dialog box, select a font and click OK. To see a descrip-
tion of each Font option, press Fl to display online help.
4. From the Customize Layout dialog box, click OK to save your changes
and return to the Layout Preview window or click Apply to see the
changes in the Layout Preview window without closing the Customize
Layout dialog box.

If you increase font sizes, you may need to decrease the amount of
text to be printed on the page. For example, if the header “My Business
and Personal Schedule” fits on the page as 12 point, but doesn’t when
you increase it to 24 point, try changing the wording to “My Schedule.”
Otherwise, when you return to the Layout Preview window, the header
text may appear to print off the page. Or, if text is overlapping a border,
try removing the border.

12-6 AnyTime Organizer User’s Guide


Borders
Add or remove borders for different areas of your layout.

To add a border:

l. From the Customize Layout dialog box, click the Borders tab.
2. Select an item.
3. Select a border type. If a button is darkened, it is selected.
4. Click OK to save your changes and return to the Layout Preview window
or click Apply to see the changes in the Layout Preview window without
closing the Customize Layout dialog box.

Shading
Shade or color specific areas of the layout.

To change shading or add a color:

l. From the Customize Layout dialog box, click the Shading tab.
2. Select an item and click the Change button.
3. From the Color dialog box, select a shading or color and click OK. You
can choose Define Custom Color to specify a unique color. For more
information, press Fl to display the online help.
4. From the Customize Layout dialog box, click OK to save your changes
and return to the Layout Preview window or click Apply to see the
changes in the Layout Preview window without closing the Customize
Layout dialog box.

If you are using a printer that does not print color, when printing certain
layouts, the shaded areas may appear too dark. This occurs because
some layouts have been specified to print in color and are not being
translated to a proper shade of gray for your printer. Printers vary greatly
on how they interpret colors into shades of gray. Change some of the de-
fault shading and color specifications to a lighter shade of gray or remove
the colors completely.

CHAPTER 12 PRINTING 12-7


Times
Set the start time and the time increments for the day displayed.

To set the Start Time and time increments:

l. From the Customize Layout dialog box, click the Times tab.
2. Click the Start Time drop-down arrow and select the chart’s starting time.

3. Click the Increment drop-down arrow and select a time increment, either 30
minutes, 1 hour, or 2 hours.
4. Click OK to save your changes or click Apply to see the changes without
closing the dialog box.

Layout Preview Options


The controls at the bottom of the Layout Preview enable you to change the
way the window displays on your screen. Next Page/Previous Page
Next Time Period/Previous Time Period Fit Whole Page

Fit Width Actual Size Page Setup

12-8 AnyTime Organizer User’s Guide


Page Setup
Select Page Setup from the File menu to choose layout sizes. There are three
categories of sizes: 8.5” x 11”, 5.5” x 8.5”, and 3.75” x 6.75”. Select a
layout size from each category.

To specify page settings:

l. Select Page Setup from the File menu or click the Page Setup button in
Layout Preview.

2. Select a paper size from one or all of the categories.


3. Press the Enter key on your keyboard or click the OK button to save the
changes.
To specify the printer paper size, select Print Setup from the File menu.

Print Position
Use the Print Position option to select where the layout will print on the
page. You must specify this if printing 5.5” x 8.5” and 3.75” x 6.75” size
layouts on both sides of 8.5” x ll” paper.

For example, if the printer prints an 5.5” x 8.5” layout on the top-left corner
of the page, then when the paper is turned over to print on the reverse side,
select the bottom-left position. The two layouts should print in the same area
of the page.

CHAPTER 12 PRINTING 12-9


Page Options

• Cut Lines – Select to print 5.5” x 8.5” layouts on 8.5” x ll” paper.
• Hole Guides – Select to print guide marks when hole punching the
page.

Print Adjustment
This is for printing to preprinted forms, such as Avery forms, when the
printed data is not correctly lined up within the forms. Press Fl, the Help key,
from the Page Setup dialog box for more specific information.

Print Adjustment controls how the printer places the text on the page, not
how the layout displays in the Layout Preview window, so your changes will
not be displayed on-screen.

Type the following numbers to adjust how the layouts are positioned on the
page. Each number is an increment of 1/32 of an inch, and you can move the
layout in either direction up to 2”.
• To move the layout up or down, select a number in the Top section.
• To move the layout right or left, select a number in the Left section.

12-10 AnyTime Organizer User’s Guide


These are examples of layouts not printing in the correct position on the
page. The gray rectangle should be flush against the left and top edges.

Too high and far left. Too low and far right. Correctly aligned.

CHAPTER 12 PRINTING 12-11


Print Setup
AnyTime Organizer prints to the default printer. To select another printer,
click Print Setup from the File menu. The Print Setup dialog box also pres-
ents other print options, such as choosing the paper size and orientation.

To change your print setup:

l. Select Print Setup from the File menu.


2. Select a new printer from the list and change any other setup settings,
such as portrait or landscape orientation.

You can also click the Properties button to display other printer-specific
options, such as paper size, orientation, intensity control, dithering, printer
memory tracking, and handling of TrueType fonts.

Printing Overflow
Printing Overflow means there is too much information to fit on a single
page.

Depending on the layout, AnyTime Organizer will either print the overflow
items in a listing on a second page or print multiple pages of the layout.

To prevent printing overflow, try one of the following:


• Reduce the font size.
• Re-enter the text using fewer words.
• Select a different layout.

12-12 AnyTime Organizer User’s Guide


In the Address Book, use fewer formatting items such a commas and paren-
theses.

Overflow Symbols

* An asterisk prints to show that there are more items than will fit in a
particular section or time block. The items that did not fit in the sec-
tion or time block will be printed on the overflow page(s).
+ A plus sign prints on Address Book layouts, when a phone number
and title – such as “home phone” – will not fit. This may occur if you
are using international phone numbers and long phone titles.

Printing Repeating Event Bars


If the Monthly Planner layout is selected, you may see an event printed
within a horizontal bar – called a repeating event bar – that spans several
days.

A repeating event bar displays on the Monthly Planner if you have already
set an event to repeat over consecutive days, such as Monday through Fri-
day.

Print to a PDF File


AnyTime Organizer includes a Print to PDF Driver. This allows you to cre-
ate an electronic version of your calendars, schedule, to-do list, and address
book contacts to send via e-mail to friends, family, and business associates.

TO use AnyTime’s Print to PDF feature, you first need to install the Print to
PDF feature using the AnyTime Organizer installation program.

To specify page settings:

l. Select your desired layout


2. Choose Print from the File menu
3. Select AnyTime PDF Creator from the printer drop-down menu
4. Click the OK button
5. The printed PDF file will appear on screen once printing is completed. The
PDF is saved by default and is located in the Individual Software\AnyTime
Deluxe folder under My Documents.
CHAPTER 12 PRINTING 12-13
To see the repeating event bar, set the event as repeating by selecting
the Repeat button from the Details dialog box. If you have entered the
event for each day, then the repeating event bar is not displayed.

For specific information on setting a repeating event, refer to Setting a Re-


peating Event or To-do Item in Chapter 3 – Day Planner.

Printing Envelopes
AnyTime Organizer makes it easy to print envelopes with the address of
anyone in the Address Book. A person’s address is placed on the envelope
as the delivery address. To do this, select Print Envelope from the Address
Book menu, or click the Print Envelope button in the lower portion of the
window.

Customize the way the envelope looks by setting the font, style, and place-
ment of the delivery and return addresses. Specify how the printer feeds the
envelopes. To set these printing options, select Envelope from the Options
menu.

For detailed information on printing Address Book envelopes, see Printing


Envelopes in Chapter 4 – Address Book.

Print Options
Click the Print button to print the current layout. The Print dialog box dis-
plays these options:
• Layout – Specify the name and style of the layout and the date and
periods to print.
• Printer – Specify the printer to use.
• Print Range – Specify pages to print on a multiple page printout.
• Copies – Specify the number of copies to be printed. If you are print-
ing a number of time periods, the copies will be printed for each time
period.

12-14 AnyTime Organizer User’s Guide


Click the Properties button to display another dialog box for changing
other printer specific options, such as paper size, orientation, intensity
control, dithering, printer memory tracking, and handling of TrueType
fonts.

Double-Sided Printing
Printing layouts on both sides of a sheet of paper is useful when printing
Organizer-size and Pocket-size layouts. To do this, feed the paper through
a printer twice: print a layout on one side and then turn the paper over and
print another layout on the other side. After the layouts are printed, you can
combine them to create a book of calendars.

Here are the basic guidelines for printing double-sided layouts:


• Become familiar with the Page Setup dialog. Select Page Setup
from the File menu to specify paper sizes and where the layout should
be printed on the page.

You may need to experiment a few times to discover how the printer
prints a 5.5” x 8.5” or 3.75” x 6.75” layout on the page. First try
printing to blank sheets of paper before printing to special preprinted
forms, letterhead, or perforated pages.

• Evaluate the direction of the printer’s paper feed. The best way to
solve this is to take a piece of paper with “Top” written across the top,
insert the paper into the printer’s input tray – noting if it is face up
and top heading in, or otherwise – and print something to this page.

The resulting printout should help you select Page Setup options for printing
5.5” x 8.5” and 3.75” x 6.75” layouts.

An example of printing a double-sided layout:

Please note: This example prints the Month Planner 5.5” x 8.5” layout to
both sides of a sheet of paper. It will print to an ordinary 8 l/2” by ll” page,
preprinted or special pre-perforated forms, and it assumes you are printing to
an HP LaserJet Series II printer.

CHAPTER 12 PRINTING 12-15


l. Click the Layout Preview button on the tool bar.
2. From the Layout Preview window, click the Layout button.
3. Select a Layout type. For this exercise, select a Monthly layout.
4. From the list of available layouts in the first list box, select a layout.
5. In the second list box are the available layout sizes. Select 5.5” x 8.5”
and click then OK button.
6. To set the Page Setup options, click the Page Setup button at the bottom
of the Layout Preview window. Set the following:
• Print position: Top and Left.
• Hole Guides: Off (unchecked).
• Cut Lines: Optional.

7. Click the OK button.

Printing

1. Click the Print button at the top of the Layout Preview window. From the
Print dialog box, click the OK button. The Month Planner layout will be
printed in the Top Left portion of the sheet of paper.
2. Turn the printed sheet of paper over, and feed it into the printer in the
same direction as before.
3. Repeat steps 1-6 from the previous page. However, in step 6, select Top
and Right for the print position.
4. Click the OK button.
5. Click the Print button at the top of the Layout Preview window. From the
Print dialog box, click the OK button.

On the resulting printed page, both Month Planners should be located back
to back. Cut the layouts out of the page, or perforate the edges.

12-16 AnyTime Organizer User’s Guide


Daily Layouts
To select daily layouts, click the Layout Preview button on the Tool bar. Click
the Layout button and select Daily, then highlight a layout name and orientation.
Here are some examples of daily layouts.



Daily Planner Daily Tracker


Daily Sprinter Daily Tri-Fold

CHAPTER 12 PRINTING 12-17



Daily Tri-fold (landscape) Daily Scheduler

Daily To-do List To-do Planner (landscape)

12-18 AnyTime Organizer User’s Guide


Daily Two Day Scheduler Daily Two Day Scheduler (landscape)

Daily Three Day Scheduler Daily Weekender (landscape)

CHAPTER 12 PRINTING 12-19


Daily Event Multi-Day Planner Daily To-do Multi-Day Planner (landscape)

Daily Event Text List Daily To-do Text List (landscape)

12-20 AnyTime Organizer User’s Guide



3-Day Travel Planner (landscape) Agenda

Daily Busy 2-Day Planner

CHAPTER 12 PRINTING 12-21


Tracker

Tri-Fold

12-22 AnyTime Organizer User’s Guide


Weekly Layouts
To select weekly layouts, click the Layout Preview button on the Tool bar. Click
the Layout button and select Weekly, then highlight a layout name and orienta-
tion. The following are examples of weekly layouts.

5-Day Scheduler (landscape) Event 5-Day Planner (landscape)

To-do 5-Day Planner (landscape) Event 7-Day Planner (landscape)

CHAPTER 12 PRINTING 12-23


To-do 7-Day Planner (landscape) Week Planner (landscape)

Event Week Organizer (landscape) To-do Week Organizer (landscape)

12-24 AnyTime Organizer User’s Guide


Event Week Glance (landscape) To-do Week Glance (landscape)


Week Tracker (landscape) Week Planner Lite

CHAPTER 12 PRINTING 12-25


Event 2-Week Planner 6-Week Planner (landscape)

To-do 2-Week Planner Week Travel Planner

12-26 AnyTime Organizer User’s Guide



Event Text List (landscape) To-do Text List (portrait)

CHAPTER 12 PRINTING 12-27


Monthly Layouts
To select monthly layouts, click the Layout Preview button on the Tool bar.
Click the Layout button and select Monthly, then highlight a layout name and
orientation. Following are some examples of monthly layouts.

The Month Planner layout displays a repeating event bar – spanning


several days – if you have set an event to repeat consecutively over a
number of days. For more information, refer to Setting a Repeating Event
or To-do Item in Chapter 3– Day Planner.

Month Planner 2-Month Planner (landscape)

Event 6-Month Planner To-do 6-Month Planner

12-28 AnyTime Organizer User’s Guide



Event Text List To-do Text List

Month Planner (landscape)

CHAPTER 12 PRINTING 12-29


Yearly Layouts
To select yearly layouts, click the Layout Preview button on the Tool bar. Click
the Layout button and select Yearly, then highlight a layout name and orienta-
tion.

12-Month Calendar (landscape) Year Event Calendar (landscape)



Yearly Planner

12-30 AnyTime Organizer User’s Guide


Address Layouts
To select Address Book layouts, click the Layout Preview button on the Tool bar.
By default, the first, second, and third addresses of each contact is displayed. To
change the display, click the Layout button and select Address, then highlight a
layout name and orientation. The following are some examples of Address Book
layouts:

Address & Phone Book Tri-Fold Address Book


Contact List (landscape)

Tri-Fold Phone Book

CHAPTER 12 PRINTING 12-31




Phone List (landscape)

Address Text Only

You can also print Avery address labels, rotary cards, and name badges.

Note Book Layouts


To select Note Book layouts, click the Layout Preview button on the Tool bar.
Click the Layout button and select Note Book, then highlight a layout name and
orientation. Following are some examples of Note Book layouts.

12-32 AnyTime Organizer User’s Guide


Ruled Notepad Example Letter

Note Book Entry

CHAPTER 12 PRINTING 12-33


To Do Layouts
To select to-do layouts, click the Layout Preview button on the Tool bar. Click
the Layout button; select either Daily, Weekly, or Monthly; select a to-do layout,
such as To-do View, To-do Text, To-do Multi-Day Planner, and so on; and select
an orientation. Following are some examples of to-do layouts.

To-do List Planner

12-34 AnyTime Organizer User’s Guide


Expense Layouts
To select Expense layouts, click the Layout Preview button on the Tool bar.
Click the Layout button, select Expenses, and choose an orientation. Following
are some examples of Expense layouts.

Expense Report (Portrait) Expense Report (Landscape)

CHAPTER 12 PRINTING 12-35


Password Layout
To select Password layouts, click the Layout Preview button on the Tool bar.
Click the Layout button, select Password, and choose an orientation. Following
is an example of the Password layout.

Password List

12-36 AnyTime Organizer User’s Guide


A P P E N D I X A

Keyboard Shortcuts
Day Planner

Appendix a keyboard shortcuts A -1


Address Book

Note Book

A-2 AnyTime Organizer User’s Guide


Quick Glances

Layout Preview

File Menu Commands

Appendix a keyboard shortcuts A -3


Edit Menu Commands

Misc.

Expense

Password

A-4 AnyTime Organizer User’s Guide


View Menu

Appendix a keyboard shortcuts A -5


A P P E N D I X B

Troubleshooting
This Appendix covers system requirements, printing problems, specific
error messages, and general problems you may encounter when using the
AnyTime Organizer product.

Printing Problems
If you do not have a printer installed you will be unable to print.
Until a default printer driver is set up in Windows, you will be unable to
print or view the layout window. Select the correct printer by selecting
Printer Setup from the File menu.

If your laser printer doesn’t have enough memory it may not print
properly.
A full page 300 DPI layout generally requires a printer to have at least l MB
of memory installed. If a printer has only 5l2K, or has l MB or more but you
have downloaded soft fonts, then layouts may not print properly.

To fix this:
• Reduce the shading in AnyTime Organizer’s layouts.
• Reduce the DPI (dots per inch) resolution through the printer driver.

If you are still encountering problems when printing, please refer to the
Windows User’s Guide for information. You may also need to refer to the
printer’s documentation.

APPENDIX B TROUBLESHOOTING B-1


Common Solutions for Common Problems
The Help text is not visible.
If you are using custom colors in Windows, the Help text may not be visible.
Try using the Windows default color scheme to overcome this.

How do I save an existing file?


Click Save As on the File menu. Enter a file name and click the Save
button. For further details, refer to the section Saving a File in Chapter 7 –
Managing Your Files.

Why do my events appear twice? I try to delete one and they both
disappear!
This may be because of an attached file. To correct this, click Attach on the
File menu. Then click the Detach button. For more information, refer to
Attaching and Detaching Files in Chapter 7 – Managing Your Files.

Why is the date and/or time which appears in my AnyTime Organizer


window incorrect?
The date and time displayed in AnyTime Organizer are controlled by a
computer’s clock, which runs on a battery. To change a computer’s date and
time, click Start, select Settings, click Control Panel, then double-click Date/
Time.

All my events and to-do items are not displayed (in the Day Planner, the
Quick Glances, or the Layout window).
This may occur if you are set up to display certain Groups. To correct this,
click the Groups button on the tool bar and click the Filtering: Off option.
Refer to the section About Groups in Chapter 8 – Other AnyTime Organizer
Features.

Can I add to the list of holidays included with AnyTime Organizer?


All U.S. holidays have been entered in the AnyTime Organizer file titled
holidays.atw. To change or add holidays, click Open in the File menu, and
select holidays.atw.

B-2 Anytime Organizer User’s Guide


You will need to save and reopen your personal AnyTime Organizer file to
display the new holiday information. Please note that the holidays.atw file
is attached to your personal file, which means you can view the holidays but
not change them while you are working on your personal file.

For more details on holidays refer to the section About Holidays in Chapter
7 – Managing Your Files. For more details on attaching files refer to the
section Attaching and Detaching Files in Chapter 7 – Managing Your Files.

Why doesn’t my AnyTime Organizer file name appear in any of the File
menu dialog boxes?
You may need to change the drive and/or directory options displayed. If you
still cannot find your file, you can use Windows’ File Manager by clicking
Search on the File menu. AnyTime Organizer’s files have the file extension
of .ATW.

Where can I find the serial number?


To find the serial number, select About AnyTime Organizer from the Help
menu.

Why does my layout appear distorted in the Fit Whole Page view and fine
in the magnified views?

Occasionally a layout may appear to be incorrect when the full layout fits in
the window, but correct when you magnify, inspect, and print it. Click the Fit
Width or Actual Size buttons at the bottom of the page to enlarge and verify
the layout.

My Address Book is very large and sometimes it opens slowly. How can I
get it to open more quickly?

Sometimes AnyTime Organizer files open or merge slowly due to their


cumbersome size. You can reduce the file size significantly by deleting old
or unused data (see the Deleting Data section in Chapter 7) and optimizing
the file (see the Optimizing Files section in Chapter 7).

APPENDIX B TROUBLESHOOTING B-3


General Error Messages
Not enough memory...
This error may occur if you have other software application programs
running when you are trying to use AnyTime Organizer. To correct the
problem, close some of the other applications.

There is not enough hard drive space to complete the Installation.


This message may occur when the AnyTime Organizer program files are
being installed to your hard disk. To correct the problem, you must have 15
MBs of available disk space before trying to reinstall AnyTime Organizer.
See Chapter 1 - Installing and Starting AnyTime Organizer.

If you still need help, contact the Technical Support department


at Individual Software: 8:00 AM - 5:30 PM, Pacific Standard Time,
Monday-Friday.

Individual Software Inc.


4255 Hopyard Road #2
Pleasanton, California 94588-9900
Customer Service: (800) 822-3522
Technical Support: (800) 331-3313
Fax: (925) 734-8337
www.individualsoftware.com
E-mail: techsupport@individualsoftware.com

Please include your first and last name, the product name and version,
and your daytime phone number.

B-4 Anytime Organizer User’s Guide


A P P E N D I X C

Drag Net
Dragging Items Between Features with Drag Net
The Drag Net is a holding place for items dragged from one place to another.
Depending on the area of AnyTime Organizer you are in, an item will
behave differently when dragged into the Drag Net and then dropped into its
destination.

Item source Destination With destination Destination results.


open, can item Double-click item to modify it.
drag to Drag Net?

Appt/Events
Timescale on: Drag to specific time.
Timescale off: Defaults to earliest
To Do View Day Planner Yes
scheduled hour.

To Do List
Item entered as unchecked.

To Do View Week Glance Yes Best response in Calendar view.

To Do View Month Glance Yes Best response in Calendar view.

To Do View Year Glance Yes Drag to Calendar view or Graph view.


New date updates in To Do View.

To Do View Address Book No None

To Do View Expense View No None

Item transfers into the body of the


To Do View Note Book Yes
Note Book.

Appendix C DRAG NET C -5


Item source Destination With destination Destination results.
open, can item Double-click item to modify it.
drag to Drag Net?

Appt/Events
Timescale on: Drag to specific time.
Timescale off: Retains time set in
Week Glance/
Day Planner Yes Week Glance
Calendar View
To Do List
Item entered as unchecked.

Calendar view
Item defaults to the time set in Week
Week Glance/ Glance.
Month Glance Yes
Calendar View
Graph view
Drag item to specific date and time.

Week Glance/ Drag to specific date in Calendar view


Year Glance Yes
Calendar View or Graph view.

Week Glance/
Address Book No None
Calendar View

Week Glance/ Item date and due date default to


To Do View Yes
Calendar View today's date.

Week Glance/ Item drags into the main Notes


Note Book Yes
Calendar View section.

Week Glance/
Expense No None
Calendar View

Address Book To Do View Yes Displays an AutoSchedule dialog box.

Item transfers into the body of the


Note Book and generates a letter
Address Book Note Book Yes
heading addressed to the contact
person.

Address Book Day Planner Yes Displays an AutoSchedule dialog box.

Displays an AutoSchedule window in


Address Book Week Glance Yes
Graph and Calendar views.

Displays an AutoSchedule window in


Address Book Month Glance Yes
Graph and Calendar views.

Displays an AutoSchedule window in


Address Book Year Glance Yes
Graph and Calendar views.

Address Book Expense No No

C-6 AnyTime Organizer User’s Guide


Item source Destination With destination Destination results.
open, can item Double-click item to modify it.
drag to Drag Net?

Day Planner To Do View Yes Item date and due date default to
today's date.

Day Planner Note Book Yes Item drags into the main Notes
section.

Day Planner Address Book No None

Day Planner Expense View No None

Calendar view:
Item defaults to the time set in day
Day Planner Week Glance Yes planner.

Graph view:
Drag item to specific time of day.

Calendar view:
Item defaults to the time set in day
planner.
Day Planner Month Glance Yes
Graph view:
Item defaults to the time set in day
planner.

Calendar view:
Item defaults to the time set in day
Day Planner Year Glance Yes planner.

Graph view:
Drag item to specific date and time.-

Item transfers into the body of the


Day Planner Note Book Yes
Note Book.

Appendix C DRAG NET C -7


C-8 AnyTime Organizer User’s Guide
INDEX
NUMBERS holidays 7-5
Autodial
100% Customer Satisfaction (See Customer Satisfac- options 4-9
tion) AutoSave 7-14
Autoschedule 3-13,  6-6,  8-1
A schedule an event 8-2
Add Photo 4-5 Avery labels 4-13
Address Book 2-6,  4-1
add an address 4-1
B
add details 4-2 Backup/Archive 7,13
add notes 4-3 Birthday and Anniversary 3-10
add photo 4-5 setting alarms 3-10
autodial 4-9 Business License 10-1
autoschedule 4-6 Business Version 10-1
drag and drop features 4-7 Buttons
importing address information 4-2 calendar view 6-2
options 4-12 day planner 2-4
print envelopes 4-8 entry bar 2-4
schedule event or to-do 4-7 fast date 2-6
settings 4-13 go to today 3-14
Address layouts 12-31 graph view 6-1
Address Sort 4-13 note book 2-8
Alarm options bar buttons 2-4
snooze 3-6 tool bar 2-3
using MP3 3-7
Alarm E-mail Notification 3-2 C
Alarm Phone Notification 8-5
Anniversary (see Birthday and Anniversary) Calculator 5-4
AnySync Technology 11-1 Calendar view 6-1
AnyTime Window.  See Window, AnyTime button 6-2
AnyTime Online 7-12 Calendars
Appointment Quick Calendars 3-5
add 3-2 Contact Individual Software xii
Attach Copy
file 7-6 using 8-3
Copy special 3-14,  4-11,  8-3

INDEX I-1
letter heading 9-3 Drag and Drop 3-11,  4-7,  6-6
Current Network User Count 10-4 change event to to-do item 3-13
Customer Support xii change to-do item to event 3-13
Customer Satisfaction xi reschedule event 3-12
Customize Layouts (see Layouts) schedule appointment with person in Address
Cut Book 4-6
using 8-2 Week Glance
Cut lines 12-10 reschedule an item 6-6
using Drag Net 9-3
D Drag Net 3-11,  4-7,  6-6,  9-3
Duplicate an item 3-11
Daily Journal Entry 9-4
Daily Layouts 12-17 E
Day Planner 2-1,  2-5,  3-1
add Earth Clock 2-12
appointment 3-2 E-mail
event 3-2 one person 4-10
to-do item 3-3 multiple persons 4-11
untimed event 3-3 E-mail Alarm 3-2
add notes Entry bar 2-2
event or to-do item 3-9 buttons 2-4
Adding an Appointment or Event 3-2 Envelopes
autoschedule 3-13 option dialog 4-8
button 2-4 options 8-7
details dialog 3-6 print 4-8
display 3-1 envelope options dialog 4-8
drag and drop printing 12-14
change event into to-do item 3-12 Event
change to-do item into event 3-12 add 3-2
features 3-11 add notes 3-8
reschedule an event 3-12 autoschedule 3-13
getting started 3-1 duplicate 3-11
groups 3-9 export 7-10
open 3-1 groups 3-9
options 3-14 import 3-4,  4-2,  7-9
repeating event or to-do item repeating 3-8
set 3-8 reschedule 3-11
reschedule Untimed 3-3
event or to-do item 3-10 Exit 1-3,  7-14
Schedule Ticker 3-16 Expenses 5-1
Sticky Notes 3-15 adding an Expense 5-1
Untimed Event 3-3 expense details 5-2
Default Groups 8-13 Export
Deleting addresses 7-10
data 7-8 events 7-10
group name 8-12 file 7-10
Detach file 7-5 to-do items 7-10
Double-sided printing 12-15
Drag and Drop 3-11

I-2 Anytime Organizer User’s Guide


F Holidays 3-3,  7-4

Fast date button 6-7


Feedback, Comments, and Suggestions xiii
File I
attach 7-5
autosave 7-3 Import
delete data 7-7 a file from a previous AnyTime version 7-2
detach 7-5 addresses 4-2,  7-9
exit 7-14 events 3-4,  7-9
export 7-10 from other programs 7-8
merge 7-6 to-do items 3-3,  7-9
new 7-1 Installing AnyTime 1-1
open 7-2 International Date Format 8-6
open from previous version 7-2
page setup 7-11 L
print 7-11 Layouts
save 7-3 address 12-31
Filter Groups 8-11 change options 12-3
Find 8-8 customize 12-3
Fonts daily 12-17
changing in layouts 12-6 monthly 12-28
Footer (see Header and Footer) note book 12-32
preview window 2-8,  7-11
G customizing 12-3
Glances options 12-8
displaying calendar and graph 6-1 print
week, month, and year 6-3 double-sided 12-15
Go To Today button 6-7 select 12-1,  12-2
Graph view 6-4 themes 12-3
Groups 8-19 weekly 12-23
adding a Day Planner event 3-10 yearly 12-30
Adding a to-do item 3-10 Letter heading 9-3
adding an Address Book Entry 8-10 Locked User 10-4
color association 8-11 Locking 10-4
default groups 8-13
display 8-11 M
display items not in a group 8-13 Map Network Drive 10-2
filter 8-11 Max Network Users 10-4
printing 8-11 Menu bar 2-1,  2-2
viewing 8-11 Merge
file 7-6
H Military Time 8-6
Header and footer MP3 Alarms 3-7, 8-4
layout 12-4 Monthly layouts 12-28
Help Mouse shortcuts.  (See Drag and Drop)
menu x
Hole punch guides 12-10

INDEX I-3
Password Organizer 2-11, 8-13
Paste
N using 8-2
PDA 11-1
Network 10-1
PDF Driver 12-13
business version 10-1
Personal Digital Assistants 11-1
installation 10-1
Phone Text Message Alarm 8-5
standard version 10-1
Printing 7-1, 12-1
using AnyTime across a 10-1
double-sided 12-15
Network Dialog Box 10-4
envelopes 4-8,  12-14
Network Enabled 10-4
envelope options dialog 4-12
Network Users 10-5
introduction to 12-1
Networking 10-1
layout preview window 12-1
Networking Information 10-2
options 12-14
New file 7-1
overflow 12-12
Note Book 2-8, 9-1
overflow symbols 12-13
add entry 9-1
print setup dialog 12-12
date/time stamp button 9-2
repeating event bars 12-13
fonts and styles 9-2
select a layout 12-1
layouts 9-4, 12-32
setup 7-12, 12-9
letter heading 9-3
Printing Envelopes 4-8, 12-14
open 9-1
Priority level
printing 9-4
to-do item 3-3
writing a letter 9-3
Product Registration xi
O Q
Open File 10-3
Quick Calendars 3-5
Open the Network File 10-3
Quick Glances 2-7,  6-1
Optimizing Files 7-4
autoschedule 6-6
Options bar buttons 2-4
calendar view 6-3
Options menu 8-3
drag and drop features 6-5
autodial 8-7
reschedule an item 6-6
envelope 8-7
graph view 6-4
groups 8-9
options 6-7
settings 8-3
using 6-1
Overflow
printing 12-12 R
P Refresh Interval 10-4
Register Software (see Product Registration)
Page flip 2-1, 2-6
Repeating event bars 12-13
Page setup 7-11,  12-9
Month Planner 12-27
page options 12-10
Repeating event or to-do item 3-8
cut lines 12-10
hole punch guides 12-10 S
print adjustment 12-10
print position 12-9 Saving
Password 8-7 layout 12-4
remove 8-8 Saving a file 7-3

I-4 Anytime Organizer User’s Guide


Schedule Ticker 2-14, 3-16
Screen Saver 2-15, 8-15 W
Search (see Find) Warranty Replacement xiv
Send E-mail 4-10
Server Installation 10-3
Settings 8-4
Address Book 4-13,  8-5
events 8-4
glances 8-6
notifications 8-4
Snooze (see Alarms)
Sort Address 7-3,  7-7
Spell Checker 3-7
Starting AnyTime 1-2
Status bar 2-2
Sticky Notes 2-13
advanced settings 3-15
Synchronizing Data 11-3
System Requirements
network options 10-1

T
Technical Support xii
Text Message Notification 8-5
Theme (see Layouts)
To-do
Adding a to-do item 3-3
To-do item
add notes 3-8
alarm 3-6
autoschedule 3-13
duplicate 3-11
groups 3-9
priority level 3-3
repeat 3-8
reschedule 3-10
To optimize a file 7-4
Tool bar 2-1,  2-2
buttons 2-3

U
Unlock Network File 10-4
Untimed Event 3-2
Untimed event, adding 3-2
Updating the Network File 10-3

INDEX I-5

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