
Welcome to the TeamAgenda world of improved coordination.
For Questions and Support call;
MacVONK Support
Phone (403) 232 6545
Internet  macvonk@ccinet.ab.ca
CompuServ  74044,3330
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Table of Contents:
Part 1: Introduction to TeamAgenda
Part 2: Version 1.6 enhancements
Part 3: Installation/SetUp
Part 4: Group capabilities
Part 5: Synchronization with Newton
Part 6: Integration with PowerTalk electronic  mail
Part 7: Importing into TeamAgenda (e.g. Meeting Maker, Now Up-to-Date)
Part 8: TeamRepair
Demo Limitations

1: Introduction
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		Why TeamAgenda?
As you use TeamAgenda, you will quickly appreciate both its sophistication and its ease of use. Whether your aim is to coordinate an entire office or simply to keep track of your personal appointments, you will find that TeamAgenda is not just user friendly, but also a positive help in keeping your day organized and focused.
TeamAgenda is unlike any other day planner, meeting organizer, or appointment calendar for the Macintosh computer. TeamAgenda not only permits to you organize your own commitments, but also the commitments of your entire work group. TeamAgenda keeps each team member in touch with what the other players are doing. The enhanced coordination that results can boost efficiency, reinforce logistics, and improve project monitoring.

		What TeamAgenda Can Do for You
TeamAgenda is both a personal appointment diary and a multi-user agenda planner. First use TeamAgenda to create your own personal agenda. Then, over the network, bring your team together using TeamServer, which is included on your master disks.
With TeamServer you can share your agenda with other team members and, in turn, have access to their agendas. At a glance you can find a time when everyone is free for a meeting, or determine who has the extra time to carry out a commitment that you must delegate. You can quickly see if anyone has added a commitment to your schedule, and accept or decline meeting invitations.

		Supporting People Working Off Site
TeamAgenda maintains a copy of your agenda on both your Macintosh and your TeamServer. You can work off site with your PowerBook or Newton (or carry your personal agenda to another site on a disk). While you are gone, your colleagues are still able to consult your schedule as it stood before you left. They can even set up meetings with you. When you come back and reconnect to the office network, or if you make a remote connection with your PowerBook, changes made by you and by your office colleagues will be merged. You can then resolve any conflicts that have resulted in overlapping commitments between your agenda on the PowerBook/Newton and the one on TeamServer.

Whether you are a manager who must assign tasks to a series of associates, a team member attempting to schedule a meeting, or a secretary managing meeting rooms or other facilities and equipment, TeamAgenda provides the solution.

2: Version 1.6 enhancements
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		New features:
- Newton synchronization: you can now transfer part of your schedule on a Newton device and keep these two schedules synchronized: ie. changes made in one will be reflected in both. After the initial installation on Newton, you do not need to use the Newton Connection Kit to synchronize. See section below.
- Connecting with the PowetTalk E-mail. See section below.

		Enhancements:
- Group Administration : you can do more administrative tasks. One of which is to export everybodies' authorizations and print them with your favorite word processor, or change them, and re-import them back.
- Archiving will also compact your personal agenda. You can also compact your personal agenda by using the new TeamRepair.
- The Out-of-the-office marker is now called an Unavailable marker as it can also apply to resources. 
- On a color screen, a day or a time period marked as unavailable or as a non-working holiday has now a gray background. 

3: Installation/Set-up
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First make a working copy of your TeamAgenda & TeamServer disks, locking the original before copying. Store the original disks in a safe place, and always work from the copy.

	To re-install TeamAgenda
Make sure that the old TeamAgenda application has been deleted. The installation script will replace it, if it finds it in the TeamAgenda at the first level of the hierarchical file structure. But some users may have placed it elsewhere and made alias to it. So it is advisable to do a Find on "TeamAgenda" to delete older versions.  The installation will also replace the TeamAgenda Help extension in the System folder.
Delete also the TeamAlarm and TeamAlarm Data file (by first putting it on the desktop, and deleting it after restart). 
KEEP your personal agenda: it will be converted by the new version of TeamAgenda. Please make a backup just in case.

	To install TeamAgenda, 
1- Insert the TeamAgenda disk.
2 -Double-click the Installer icon.
3- Click the Install button.

If you are using TeamAgenda only for yourself, you do not need to install a TeamServer.
 
	Creating a Personal Agenda
1- Double-click the TeamAgenda icon to start the application. 
When starting TeamAgenda for the first time, you will be prompted to enter your name and your company name. You will not be able to edit this information after you have clicked OK.
After clicking OK a dialog will appear asking you to open your personal agenda file. 
2- Click the New button at the Open dialog 
or 
3- Click Cancel and choose "New Personal Agenda" from the File menu.
4- Enter your name as the document name and save it in a convenient place (on the Desktop).
Specially if you intend to share your Personal Agenda with a Group, choose a name as the document name which other team members will recognize.

	The Personal Agenda
Your personal agenda can track your personal appointments, but it will also take care of any other commitments as well, whether or not they must be accomplished within a definite time frame. Your personal agenda will help you focus on your immediate goals and even remind you when specific commitments are about to fall due.
TeamAgendas customizable views allow you to decide the best way for the program to work for you.
TeamAgendas TeamNotify can alert you when a commitment is about to fall due, reminding you that a meeting is scheduled to begin, that you need to make a phone call, or that you must leave for an appointment. TeamNotify works in the background, even when the TeamAgenda application is not running.
TeamAgenda can provide a comprehensive list of your commitments. Using the domains feature, you can list your commitments by goal, job, project, client, and so on.
TeamAgenda is as portable as your PowerBook or Newton. Even if you are sharing your agenda with your work group, you can still take it with you when you leave the office. When you reconnect to your network, automatic reconciliation will bring your portable agenda and your office copy into line. This reconciliation must be done explicitly for a Newton.

 Setting up a TeamServer
If you want to coordinate a work group, install only one TeamServer on your network. If you do not have a dedicated server, choose a Macintosh that is not very busy or has the power to run TeamServer in the background. The TeamServer Macintosh should not use applications that cause frequent computer crashes which can disrupt the TeamServer. 
You can use TeamAgenda on the same computer that is running the TeamServer.

	To re-install TeamServer
Make sure that the old TeamServer application has been deleted. Before deleting it please note the application memory size and the license numbers you are using. The installation script will replace TeamServer if it finds it in the TeamServer at the first level of the hierarchical file structure. But some users may have placed it elsewhere and made alias to it. So it is advisable to do a Find on "TeamServer" to delete older versions. KEEP your group document: it will be converted by the new version of TeamServer. Please make a backup just in case.

	Installing TeamServer on a Macintosh
To install TeamServer, 
1- Insert the TeamServer disk.
2- Double-click the Installer icon.
3- Click the Install button.

If you are on System 6, you will need to restart your Mac.
4- Select the TeamServer icon,
5- Choose Get Info from the File menu, set the application size according to the number of users in the group;(for System 6 add 150K)
	5 users: 500K
10 users: 560K
15 users: 620K
20 users: 680K
6- Start TeamServer,
7- Enter the license number(s) beginning with a letter on your registration card (or from the previous version).

  Setting up a Group
TeamAgenda stores a copy of shared agendas in a Group document accessed through a TeamServer. One user should take on the task of doing group administration. This person, called the administrator, is in charge of installing, managing the TeamServer and making backups of the group file. 
Setting up a Group document begins by creating a new Group: 
1- Double-click the TeamServer icon to start the application. 
2- Click the New button at the Open dialog 
or 
3- Click Cancel and choose "New Group" from the File menu.
4- Enter the groups name and save it in an appropriate place (in the TeamServer folder).

  Automatic Group Startup
If you installed TeamServer on a Macintosh running System 7 or later, or AppleShare 3 or later,  you can make an alias of the Group document you just created and drag it into the Startup folder of your System 7 folder; this way TeamServer will be open the Group every time you start that computer. 
1- Select in the Finder the Group document icon created above.
2- Choose "Make Alias" from the File menu.
3- Locate and open your System folder.
4- Drag the alias in the Startup folder of your System folder.

On a System 6.0.4 or greater using Multi-Finder, follow the procedure in order to get TeamServer to automatically start up your Group document.
You should also install ADSP in your system folder (this is done by the Installer).
1- Select in the Finder the Group document icon created above.
2- Choosing "Startup" from the Special menu.
3- Select the start up option, with MultiFinder and selected application.
4- Click OK and restart.

(For more help, choose Help from TeamAgenda's Window menu or activate Balloon Help)

4: Group capabilities
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   Configuring your Group
The administrator should now define important Group parameters such as: [default access,] access passwords, resources, public domains, and holidays. In order to do this, he must give himself permission to define these. We are assuming here that he has not already created a personal agenda for himself.
1- Double-click TeamAgenda to start the application.
2- Click the New button at the Open dialog or click Cancel and choose the "New Personal Agenda" command from the File menu.
3- Choose "Complete Menus" from the Context menu.
3- Choose "Sharing" from the File menu.
4- Select the newly created Group.
5- Choose "Group Administration" from the Context menu.

This command is active only when you are connected to your TeamServer. A password should be given to access the group administration dialog box. There is no default password defined, so click the OK button the first time you enter the Group Administration Password dialog box. This will display the Group Administration window.  Just choose an operation and click the Do it button.
The administrator can now define an access password and a joining password to restrict membership to this Group. This can be extremely useful for preventing non company persons from connecting  to your Group Agenda remotely.
By choosing the Change & Delete User operation, the administrator(s) should then select their names in the list of users to give access to Group features.
Access permissions are defined via a series of check boxes: Define Resources, Define Public Agendas, Define Public Domains and the Define Holidays & Public Events. These check boxes can enable users to create group resources (meeting rooms, audio-visual equipment, etc.), public agenda for vacations purposes, public domains and enter holidays and public events that will appear in everybodys schedule. When every team member has shared himself with the Group, the administrator could then redefine access permissions as needed.
The administrator can now define the Resources, Public Agendas, Public Domains, Holidays & Public Events.

   Defining Resources and Public Agendas
Choosing the Resources operation or the Public Agenda operation in the scrolling list allows the administrator to define resources or public agendas. The following description is similar for public agendas. This operation is similar to the Resource menu command which calls up the Resource selection dialog box. New resources can be added by clicking the Add button. 
An unlimited number of resources may be defined, such as meeting rooms, company vehicles, demo computers, large screens or other equipment, etc. You can also define public calendars for your office, for special projects.
By default any user can add to a resources schedule, and modify what he has added. To prevent specific users from adding to a resource or to enable some users to modify anything in a resources schedule, click the Change Default Access button which will allow you as the administrator to define default access to resources.
Defining resource can be done by: 
1- Choose the Resources operation from the scrolling list (Administration window). 
2- Click the Add button in the Resource selection dialog box. 
3- Enter the resource name (up to 27 characters).
4- Click OK to save.
or
4- Click New to save and add another resource.

	Defining Public Domains
Domains are an important concept in TeamAgenda. They define the context in which commitments are undertaken. Team members should agree upon twenty or so domains that encompass all the groups activity. For instance a group could define the following traditional domains: marketing, sales, customer support, administration. Or express these categories in a way that clearly defines their scope. Examples could be: business opportunities, satisfying customer needs, keeping customers happy, team support. It is an opportunity for team members to align themselves to common goals and objectives. If you are billing your time, every customer or major project could be a separate domain.
Defining domains can be done by: 
1- Choose the Domains operation from the scrolling list (Administration window). 
2- Click the Add button in the Domain selection dialog box. 
3- Enter the domain name [and the domain color if you choose to attach colors to domains.]
4- Click OK to save.
or
4- Click New to save and add another domain.
Private domains are in Italic whereas Public domains are plain.
	
  Defining Holidays
The administrator has one further task when setting up a new Group: defining holidays & public events: 
1- Open your personal agenda by double-clicking on it.
2- Drag from 9:00AM to 5:00PM on the appropriate date.
3- Choose Non-Working Holiday, Working Holiday or Public Event in the pop-up menu at the Commitment Input window.
You can also insert working holidays or public events (like someone's birthday) in the to-do area.
Any day with a non-working holiday will not have its date displayed in bold face. 
These holidays & public events will be inserted in all personal agendas as they connect to the Group for the first time. 

  Importing Holidays
The Administrator could import predefined holidays into the Group document. 
1- Locate the Holidays folder on your TeamAgenda diskette.
2- Open it and locate the import document corresponding to your country.
On System 7:
3- Drag this document on to TeamAgenda: the import will be done automatically.
On System 6:
3- Double-click this document: the import will be done automatically.
When using TeamAgenda as stand alone, your holidays will be replaced by group holidays when to share it with a Group.

5) Synchronization with Newton
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You can use Newton devices to carry your personal agenda with you. Download part of your schedule on Newton. Take it along with you, modify and add appointments. Come back to your desktop computer, and synchronize back. 
Both copies of your schedule on Newton and on your Mac will then be identical. If however the same commitment has been modified on Newton and by someone else on your network, the Newton version of this commitment will appear in the Modification by Others window with the prefix NT.

  Loading the TeamAgenda synchronization module on Newton
You need the Newton Connection kit to install the TeamAgenda Newton package. You only need to do this once, or after you have done a cold restart on your Newton. You know that you have the TeamAgenda module installed when it shows up when you tap on Extras.
1- Copy the Newton module from the TeamAgenda disk to your Mac.
2- Follow the Connection Kit Instructions for installing a package.

  Establishing the connection with a serial cable
1- Plug a serial cable between your Newton and in either the modem or printer port of your Macintosh. If you are using a PowerBook with an internal modem, to avoid any conflict you may find it better to use the printer port and turn off AppleTalk in the Chooser if need be.
2- Bring up the connection dialog on your Newton by tapping the puzzle icon in the Extras drawer.
3- Choose Macintosh serial and tap the Connect button to establish the connection.
4- On the Macintosh, select Synchronize with Newton from the File menu.
5- Choose the date range over which you want the synchronization to take place.
6- Click the Serial radio button.
7- Select in the pop-up the port where the serial cable is connected: your Macs modem or printer port.
8- Click the OK button to start the synchronization.

  Establishing the connection through AppleTalk
1- Plug your Newton in your AppleTalk network.
2- On the Macintosh, select Synchronize with Newton from the File menu.
3- Choose the date range over which you want the synchronization to take place.
4- Click the AppleTalk radio button.
5- Click the OK button to start the synchronization on TeamAgenda.
6- On your Newton, bring up the connection dialog by tapping the puzzle icon in the Extras drawer.
7- Choose Macintosh LocalTalk and tap the Connect button to establish the connection.
8- Tap your personal agenda name which appears in the Newton Chooser, and tap Connect. 

  Newton upgrade
Once the package has been installed in the Extras drawer, you have the new features of the Newton upgrade available to you without any further actions on your part. 
Tap the vertical bar on the left of a commitment, the detailed window that show up has been changed to fit with the TeamAgenda paradigm. This new feature is also available when you tap a vertical bar in the To-do list.

-Minimum duration
You are not limited anymore by the Newton minimum of 30 minutes. Just enter an end time which is less than 30 minutes after the start time.

- Linking with a domain
You can add a domain to your commitment. You add a domain by tapping the domain icon (folders) just bellow the begin and end time of the commitment. A window with a list of domains will appear; these domains are automatically downloaded from TeamAgenda every time that you synchronize. Select your domain and tap the OK button to discard the window.

- Completing a commitment
You can also mark a commitment as completed, and enter a completed duration, for billing purposes.

- Synchronized commitment
If your commitment is synchronized in TeamAgenda (meeting), you can view the participants by tapping the user icon (face) below the domain button.

- Linking commitments to Names
If you select a participant and then tap the phone icon button or the business card icon button, Newton will try to find a match in the Names drawer. If successful, the phone slip or the business card of your participant will appear.

  Exceptions to synchronization
Newton and TeamAgenda use different scheduling models, so the two do not always correspond.
TeamAgenda will not transfer cancelled commitments, nor Unavailable markers. Only the first 300 characters from the Comments area of a commitment are transferred to Newton. TeamAgenda events and holidays will appear as crib notes at the upper right of the day.
Newton will not transfer repeating items, nor crib notes or holidays. Newton will let you modify a synchronized commitment but the modifications will be discarded during synchronization with your Macintosh unless you have authorization to modify the commitment.
To prevent unexpected deletions subsequent to missing data saved on a Newton flash card which is not present at synchronization time, commitments in your personal agenda with no more counterpart on Newton will be cancelled instead of deleted.

6) Integration with the PowerTalk electronic mail
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If you are using System 7 Pro and if PowerTalk is active, a Mail menu will appear in the TeamAgenda menu bar. As you launch TeamAgenda, you will of course be asked to enter your PowerTalk Access Code if you have not already done so.

From all the E-mail we receive daily, more than half will require some further action, which you can schedule in TeamAgenda to make sure that you do not forget. Scheduling commitments that you are taking on following an E-mail requests is the more obvious use of the TeamAgenda PowerTalk extension. 
You can also use the PowerTalk capabilities to send request to other users within TeamAgenda. When TeamAgenda is all ready running, it is faster to write up your request using TeamAgenda's Mailer, if you are using only plain text messages. You may not want to insert a commitment directly in someone else's schedule : they may not be using TeamAgenda, or not in the same group as you.

DO NOT use PowerTalk to call meetings. You are much better off to use TeamAgenda's own meeting features to insure that all participant's commitment to attend the meeting are synchronized with meeting room. Sending a meeting proposal via PowerTalk, and accepting it, will insert it in the participants schedule but will NOT create synchronized commitments. This will be possible in future releases.

  Scheduling your mail.
You will notice that a Mail menu has been added to the PowerTalk version of TeamAgenda, to enable you to create and send mail. The Open Old Mail is useful to open mail that you have already saved with the Save command from the Mail menu.
However to receive a letter within TeamAgenda, you can do one of the following:
- Direct Mail insertion
1- Double-click your mail box icon to see your In Tray.
2- Choose the letter(s) you want to insert, or select a letter on your desktop (or any text file including enclosures)
3- Drag them on your schedule, drop them at the appropriate place (most probably in the current day's to-do area).
TeamAgenda will open the mail request in a special window where you will be able to read it. You can choose to accept or decline the request by clicking on the appropriate button. If a time constraint is present in the request, it will be displayed on the left of the buttons.

-Reading mail without inserting it in your schedule
1- Make sure the TeamAgenda icon is visible on your desktop (it can be an alias);
2- (Optional) Launch TeamAgenda by double-clicking on your personal agenda, or by dragging it on to the TeamAgenda icon;
3- Open your PowerTalk In Tray;
4- Drag the letter you want to open on the TeamAgenda icon.

- Accepting a request
1- Click the Accept button.
If you have not already inserted the request, it will be inserted in your schedule in the current day's to-do area, provided the request does not contain a time constraint. You can of course move this commitment any where you please.  If the request does contain a time constraint different from where you inserted it, you will be asked to move it accordingly. You will be asked to confirm sending an acceptance notice to the requester. Simply close the notice window if you do not want to send one.

- Declining a request
1- Click the Decline button.
2- Add a comment if you wish to explain your refusal, and click the Send button to respond.
If you have already inserted the request in your schedule, you will be asked if you want to  remove it from your schedule.

  Sending a request from TeamAgenda
You may want to delegate a commitment to someone else. Do not forget to delete it when the other person has responded positively.
1- Select the commitment you want to delegate;
2- Select the New command from the Mail menu: a window will appear with the selected commitment already enclosed. The date/time constraint will be stated and the commitment's Comments area will constitute the body of the letter.
3- Choose the recipients and send it as a normal letter.
or
1- Select the New command from the Mail menu: an empty letter window will appear;
 2- Drag any commitment on to this letter window to enclose it. The date/time constraint will be stated and the commitment's Comments area will constitute the body of the letter.
3- Choose the recipients and send it as a normal letter.

You can define a time constraint using AppleMail by inserting the following keywords: 
	"Date:" followed by a date (ex: 4/30/93), 
	"Start:" followed by a time (ex: 1:00pm),
	"Duration:" followed by a time in hours (ex: 3:00). 

7) Importing to TeamAgenda
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  From Meeting Maker
If you already are using Meeting Maker and wish to move to a more powerful coordination tool, you can use your existing Meeting Maker data as a start up in TeamAgenda. Unfortunately Meeting Maker does not export any specific information (like TeamAgenda's Unique Synchro ID) concerning meetings which would enable TeamAgenda to reconstruct them. Since Meeting Maker cannot, like TeamAgenda does, export all the users at once, you must do the following procedure for each user:
1- First export (Export Calendar File) a specific user's Meeting Maker data on a text file;
2- Open that user's personal agenda;
3- With System 7, drag the exported text file on the TeamAgenda icon; with System 6, use the Import command from the File menu.
4- When TeamAgenda asks you what kind of data it is, choose Meeting Maker in the pop-up menu in the dialog box.

Unfortunately Meeting Maker does not export your to-do items, responses to a meeting proposal or alarms; and it does not have the notion of completed items, so all your commitments will have the "scheduled" status.
The "Location" field which is used for meetings will be appended to the title and truncated to 49 characters. The "Private" indication will be converted to Confidential. "Labels" will be mapped to Domains. An activity Note or meeting Agenda will end up into a TeamAgenda Comments.

  From Now UptoDate
1- Choose Export from the File menu in Now UptoDate;
2- Check all boxes under Event data to export;
3- Choose a date range, click OK, and type in a name for your exported test file;
4- With System 7, drag the exported text file on the TeamAgenda icon; with System 6, use the Import command from the File menu.
5- When TeamAgenda asks you what kind of data it is, choose Now UptoDate in the pop-up menu in the dialog box.
Remember that Now UptoDate will also export holidays as regular events, and will strip all your Return characters in the event description.

You can also choose to import/export data using CasioLink with the B.O.S.S series from Casio, or using Organizer Link with the Organizer from Sharp.

8) TeamRepair
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This utility is provided on your TeamAgenda diskette for your security. It may happen that an interruption occurs preventing the database from being completely updated. TeamAgenda will then notice this and ask you to use TeamRepair. You do not need to use it otherwise.
This should not prevent you from doing regular backups.
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TeamAgenda is a trademark of Team Coordination Software, Inc.
Meeting Maker is a trademark of ON Technology, Inc.
Now UptoDate is a trademark of Now Software, Inc.
CasioLink is a trademark of Casio.
Organizer Link and Organizer are trademarks of Sharp.

Demo Limitations
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This Demo will allow you to work with every feature TeamAgenda offers. We left your schedule empty, because you are the only person who can decide what has to go in there and where it has to be put. The only restriction for this demo version is that the TeamServer allows a maximum of three users and that the TeamAgenda application allows a maximum of 200 entries (commitments). Thus, you would be able to test TeamAgenda for two weeks, depending how busy you are.
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TeamAgenda is a trademark of Team Coordination Software, Inc. 
5633 Monkland Ave. suite 200
Montreal, Canada  H4A 1E2
Phone (1) 514 481 3141
Fax (1) 514 481 2495
All other product names are trademarks or registered trademarks of their respective owners.
___________________________________________________________________
Please contact your local Macintosh Reseller or your TeamAgenda distributor to order .

In the USA and Canada
MacVONKCanada
Phone (1) 403 232 6545
Fax (1) 403 232 6425
AppleLink CDA0879															