tdepim/doc/korganizer/outlook-to-vcalendar.docbook

<chapter id="outlook-to-vcalendar-ws">

<chapterinfo>
<authorgroup>

<author>
<firstname>Randy</firstname> <surname>Pearson</surname>
<affiliation><address><email>blueboy@bamafolks.com</email></address></affiliation>
<contrib>Original author</contrib>
</author>

<author>
<firstname>Klaus</firstname> <surname>St&auml;rk</surname>
<affiliation><address><email>staerk@kde.org</email></address></affiliation>
<contrib>Additionals texts</contrib>
</author>

<othercredit role="reviewer">
<firstname>Eric</firstname> <surname>Bischoff</surname>
<affiliation><address><email>e.bischoff@noos.fr</email></address></affiliation>
<contrib>Editor</contrib>
</othercredit>


</authorgroup>

<abstract>
<para>This version of the &korganizer; workshop <quote>Outlook
to vCalendar</quote> was released on October 17, 2002. See the
<filename>ChangeLog</filename> for details.</para>
<para>Please note that the descriptions and screenshots refer to version 3.1 of &korganizer;.</para>
</abstract>

<keywordset>
<keyword>kdepim</keyword>
<keyword>KOrganizer</keyword>
<keyword>KOrganizer workshop</keyword>
<keyword>Outlook</keyword>
<keyword>vCalendar</keyword>
<keyword>Outlook2VCal</keyword>
</keywordset>

<date>2002-10-17</date>
<releaseinfo>3.1</releaseinfo>
</chapterinfo>

<title>KOrganizer workshop: Outlook to vCalendar</title>

<sect1 id="outlook-to-vcalendar-overview">
<title>Overview</title>

<para>
When moving from &Microsoft; Outlook&reg; to using &kde;'s &korganizer;
to manage schedules and appointments, you will probably wish to
export your scheduling data from Outlook&reg; and import it into
&korganizer;. &Microsoft;'s Outlook&reg; program does provide an export
option that can save an appointment to the industry standard vCalendar
format.
</para>

<para>
Unfortunately, Outlook&reg; will only export the appointment you have
selected, one at a time. This is fine if you only wish to transfer a
few appointments, but transferring the 200-300 appointments you may
have in your Outlook&reg; folder would not be much fun. Therefore,
<ulink url="mailto:blueboy@bamafolks.com">Randy Pearson</ulink> created
a small application named <application>Outlook2VCal</application> that
can scan and export all the appointments to a vCalendar file at one time.
</para>

</sect1>

<sect1 id="outlook-to-vcalendar-installation">
<title>Installation</title>

<para>
The <application>Outlook2VCal 2.0</application> program is <ulink
url="http://korganizer.kde.org/learning/importdata.html">delivered as a compress
ZIP file</ulink>, which contains a <application>SETUP.EXE</application>
application. Merely extract the files using your favorite utility,
such as <ulink url="http://www.winzip.com">WinZip</ulink> and run the
<application>SETUP.EXE</application> program to install the program
on your Windows computer. This should be the same computer where you
normally run &Microsoft; Outlook 97&reg;, 2000&reg; or 2002&reg;.
</para>

<para>
Depending on how up to date your system is, you may or may not be prompted
to reboot during the installation.
</para>

</sect1>

<sect1 id="outlook-to-vcalendar-export">
<title>Export Usage</title>

<para>
After the program is installed, you can run it
by accessing <menuchoice><guimenu>Start</guimenu>
<guisubmenu>Programs</guisubmenu> <guisubmenu>Outlook2vCal</guisubmenu>
<guimenuitem>Outlook2vCal</guimenuitem></menuchoice>. You should see
this screen appear:
</para>

<screenshot id="screenshot-outlook2vcal-main">
<screeninfo>Outlook2VCal main window</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="o2v_main.png" format="PNG"/></imageobject>
<textobject><phrase>Outlook2VCal main window</phrase></textobject>
<caption><para>Outlook2VCal main window</para></caption>
</mediaobject>
</screenshot>


<para>
The program automatically attempts to communicate with Outlook&reg;
using OLE Automation. If an error is reported, this probably means you
do not have Outlook&reg; installed.
</para>

<para>
You should first decide if you want to include information about holidays
in the exported file or not. Normally you will probably not wish to
do this, so the <guilabel>Skip Holidays</guilabel> box is checked by
default. Next, click the <guibutton>Export</guibutton> button, which will
display a standard <guilabel>File Save</guilabel> dialog box. Browse to
the desired folder and enter the filename where you wish to create
the new vCalendar data file.
</para>

<screenshot id="screenshot-outlook2vcal-save">
<screeninfo>Outlook2VCal Save File dialog</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="o2v_save.png" format="PNG"/></imageobject>
<textobject><phrase>Outlook2VCal Save File dialog</phrase></textobject>
<caption><para>Outlook2VCal Save File dialog</para></caption>
</mediaobject>
</screenshot>

<para>
Depending on the security settings in Outlook&reg;, you may see this
screen next. If so, be sure to allow access for a minute or two.
</para>

<screenshot id="screenshot-outlook2vcal-warning">
<screeninfo>Outlook2VCal Warning message</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="o2v_warning.png" format="PNG"/></imageobject>
<textobject><phrase>Outlook2VCal Warning message</phrase></textobject>
<caption><para>Outlook2VCal Warning message</para></caption>
</mediaobject>
</screenshot>

<para>
The program will display progress messages in its main window as it
loads, converts and saves your appointments. Here is a final shot of
what a successful run looks like:
</para>

<screenshot id="screenshot-outlook2vcal-progress">
<screeninfo>Outlook2VCal Progress message</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="o2v_progress.png" format="PNG"/></imageobject>
<textobject><phrase>Outlook2VCal Progress message</phrase></textobject>
<caption><para>Outlook2VCal Progress message</para></caption>
</mediaobject>
</screenshot>

</sect1>

<sect1 id="outlook-to-vcalendar-import">
<title>Import Usage</title>

<para>
Now that you have exported Outlook's&reg; appointments, the final step is
to load the appointments into &korganizer;. Transfer the file over to the
computer running &korganizer; (via network, floppy disk, whatever). Now,
run &korganizer;. If desired, you can create a new calendar, or open an
existing one.
</para>

<screenshot id="screenshot-outlook2vcal-importing1">
<screeninfo>Outlook2VCal Importing Data #1</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="o2v_importing1.png" format="PNG"/></imageobject>
<textobject><phrase>Outlook2VCal Importing Data #1</phrase></textobject>
<caption><para>Outlook2VCal Importing Data #1</para></caption>
</mediaobject>
</screenshot>


<para>
Now, choose the <menuchoice><guimenu>File</guimenu><guisubmenu>Import</guisubmenu>
<guimenuitem>Import Calendar</guimenuitem></menuchoice> menu item. Browse and/or enter
the name of the vCalendar file you just transferred to this computer.
</para>

<screenshot id="screenshot-outlook2vcal-importing2">
<screeninfo>Outlook2VCal Importing Data #2</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="o2v_importing2.png" format="PNG"/></imageobject>
<textobject><phrase>Outlook2VCal Importing Data #2</phrase></textobject>
<caption><para>Outlook2VCal Importing Data #2</para></caption>
</mediaobject>
</screenshot>

<para>&korganizer; will ask you if you want to <guilabel>Add as new
calendar</guilabel>, which adds the calendar file as a new local file resource,
<guilabel>Merge into existing calendar</guilabel>, which merges the calendar
items into an existing resource or <guilabel>Open in separate window</guilabel>,
which will allow you to view and edit the calendar, but will not add to
its default view. To add the calendar items, select one of the two first
options, and press <guibutton>OK</guibutton>.</para>

<para>
After you select the <guibutton>OK</guibutton> button, &korganizer;
will load the appointments from the file and update its calendar.
</para>

<screenshot id="screenshot-outlook2vcal-importing3">
<screeninfo>Outlook2VCal Importing Data #3</screeninfo>
<mediaobject>
<imageobject><imagedata fileref="o2v_importing3.png" format="PNG"/></imageobject>
<textobject><phrase>Outlook2VCal Importing Data #3</phrase></textobject>
<caption><para>Outlook2VCal Importing Data #3</para></caption>
</mediaobject>
</screenshot>
<para>
Save your modified calendar and enjoy using &korganizer;!
</para>

</sect1>

<sect1 id="outlook-to-vcalendar-limitations">
<title>Limitations</title>

<para>
The first version of this program (1.0) was tested on &Microsoft; Windows
2000 Server&reg; and Professional&reg; running &Microsoft; Outlook 2000&reg;.
When attempting to use &Microsoft; Outlook 97&reg;, the program failed miserably.
</para>

<para>
The second (2.0) version, is reported to work (at least) with &Microsoft;
Outlook 97&reg;, 2000&reg;, and 2002&reg;.
</para>

<para>
If anyone has a work around for this problem, feel free to send a note to
Randy Pearson (<email>blueboy@bamafolks.com</email>).
</para>

</sect1>

<sect1 id="outlook-to-vcalendar-credits">
<title>Credits and license</title>

<para>Contributors:</para>

<variablelist>
<varlistentry>
<term>Original author</term>
<listitem><para>Randy Pearson
  <email>blueboy@bamafolks.com</email></para></listitem>
</varlistentry>

<varlistentry>
<term>Additionals texts</term>
<listitem><para>Klaus St&auml;rk
  <email>staerk@kde.org</email></para></listitem>
</varlistentry>

<varlistentry>
<term>Conversion to DocBook</term>
<listitem><para>Eric Bischoff
  <email>e.bischoff@noos.fr</email></para></listitem>
</varlistentry>
</variablelist>


</sect1>

</chapter>