Using the Schedule, Resources, Discussion, Chat and Email Archive Tools

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Schedule
Resources
Discussion
Chat
Email Archive

Schedule

Description
Example of use
Changing schedule views
Viewing a list of activities
Viewing the details of an activity
Adding a new activity
Adding an attachment to an activity
Revising an activity
Deleting an activity
Merging two or more calendars
Adding and removing new calendar fields

The Schedule tool allows users to post items in a calendar format. The calendar has day, week, month, year, and a flat list view.

You can print an Adobe PDF file of any view of a Schedule by clicking the "Print PDF" button while in the desired view.

Example of use

The Schedule tool can be used to list deadlines, meetings and activities.

Changing schedule views

The schedule can be viewed by day, week, month, or year. To change the schedule view, choose View by day, week ,month ,year . You can also view all scheduled activities in a list by pulling down the View menu and choosing List of Events.

Viewing a list of activities

To see a list of all the activities on a calendar, pull down the View menu and choose List of Events.

Viewing the details of an activity

1... Click on the title of the activity that appears on the calendar.

2... Click the Back to Calendar button to the calendar.

To see each of the activities, choose View by Day.

Adding a new activity

1... Click New Event

2... Enter a title for the activity.

Note: A red dot means that that information is required.

3... Type in a description for the new activity.

4... By clicking the arrows, choose the date and start time for the activity.

5... Click the Set frequency... button to select the frequency. Then enter information about how often and when the activity will end.

If you do not choose a frequency, your activity will occur 1 time.

6... Click the arrows to select the duration of the activity.

7... Pull down the Item type menu and choose one which type of activity will occur.

8... You can optionally add a location for the activity.

9... If you would like to add an attachment to your activity, see the next section, "Adding an attachment to an activity," below.

10... Click Save Event.

Adding an attachment to an activity

While you are creating your activity, click the Add Attachment button and continue as follows:

To attach a local file from your computer

Click Local File... , then type the filename in the box provided, or browse for the file, select it, and click Attach . Click Save in the attachments window that appears.

To attach a website URL

Click Website URL... , then type the URL in the box provided. You do not need to include the http:// For example,

www.umich.edu

Then Click Attach . Click Save in the attachments window that opens.

To attach an item from the resources already in this website

Click From Resources.... , then choose the resource you would like to add by clicking the box next to it, and click Done . Click Save in the attachments window that opens. REMINDER: When you have finished adding an attachment, remember to add your activity to the schedule.

Revising an activity

1... Click on the activity's title to see the details.

2... Click Revise.

3... Make the desired changes and click Save Event.

Deleting an activity

1... Click on the activity's title to see the details.

2... Click Delete .

3... A screen will appear with the question, "Are you sure you want to delete this activity?" Click Delete or Cancel.

Merging two or more calendars

With UM.Grad Tools, you can merge calendars from different sites.

1...Click Merge.

2...Check the box(es) next to the calendar(s) you would like to merge with the calendar of the site you currently have open.

3... Click Save. 

Adding and removing calendar fields

You can add new fields to the form for creating new activities. For example, you might want a field for specifying a location for activities.

Please note that every field you add will appear on every schedule event.

To add a field

1... Click Fields...

2... In the form that appears, type in a name for the new field you would like to add.

3... Click Create Field.

4... Click Save Field Changes.

To remove a field that you added

1. Click Fields...

2. Click the box next to the fields you would like to remove. You can click more than one.

(You will see the default fields in the schedule with greyed-out boxes next to them. These cannot be removed.)

3. Click Save Field Changes.

Resources

Includes:

Description
Examples of use
Browsing available resources
Opening resources
Creating a new resource
Creating a new folder for one or more resources
Changing folder permissions
Revising resource information
Replacing a resource with another resource
Deleting a resource

In Resources, you can make many kinds of material available online. There are four types of resources: documents (word processing documents, spreadsheets, slide presentations, plain text, etc.); links to other websites; simple text documents that will display right on the Sakai page, and html documents that will display right on the Sakai page.

Examples of use

The Resources feature can include links to websites as well as other kinds of documents, like Adobe PDF files.

Browsing available resources

Click Resources in the left-hand menubar.

You will see a list of the resources and/or folders containing resources.

Viewing the contents of a folder

- Click on the small folder icon next to the folder name or the name, itself.

Sorting resources

- You can sort the resources by title (click Title ), size (click Size ), the resource creator ( Created by ), and when the resources were last modified ( Last modified). Click any of these links again to reverse the order.

Navigating between resources and folders

You can navigate between resources and folders clicking on the folder-name links after the word "Location:"

Location: 131313 Resources / foldernameB / foldernameC / foldernameD / foldernameE

Note that the first folder after the word "Location:" is your site's top resource folder.

This horizonal row (or path) of navigation links is commonly called "breadcrumbs."

You can also click the small folder-shaped icon with an arrow in it to go up one level.

Getting additional information about a resource

For information about a resource, click the title of the resource. .

Opening resources

- To open a resource, click on the title of the resource.

- To view the contents of a folder, click on the folder-shaped icon next to the folder's name.

Creating a new resource

In this new version of Grad Tools, your site automatically has one top-level folder, which has the same name as your site, e.g., anthro 101. You can put resources directly into this top folder, or you can create additional folders for your resources. When possible, it is best to create a folder for your resources first, and then create the resource to go into it. See "Creating a Folder for One or More Resources," below.

To create a new resource within a folder, you will use one of the commands next to the folder.

1...Click Resources in the menubar.

2...Click Add Item just below the folder you want the resource(s) to go in.

3…Choose the type of resource you would like to create by pulling down the menu next to "Change Item Type."

If you choose "File Upload," you'll have to specifyy the number of files to upload.

Document on your computer

After you complete steps 1 through 3, above, do the following:

A...Choose the number of resources you would like to upload (you can upload up to 10).

Note: Items marked with a red dot are required.

B...Click the Browse button, select a file to upload, and click Open. (Or you can simply type the name of the file in the space provided.)

C...Type a title for the resource. (If you don't add a title, Grad Tools will use the filename for the title.)

D...If you want to, add a description for the resource.

E...Choose whether to use your copyright information or type in other copyright information you would like to have used.

F...Choose whether to have the new resource viewable by only those who are members of the site or by anyone (Public View).

G...Choose whether you would like to have members of the site notified automatically via email when the resource is posted.

H...Click Add.

URL resource

After you complete steps 1 through 3, above, do the following:

A...Choose the number of URL links you would like to add (up to 10).

B...Type the URL in the box.

You do not have to include the http:// For example, simply type umich.edu (You may need to include the www in some URLs.)

C...Add a title for your URL link resource. If you don't add a title, the URL will be used as the title of the resource.

D...Add a description (optional).

E...Specify the copyright information.

F...Choose whether to have the new resource viewable by only those who are members of the site, or two anyone (Public View).

H... Choose whether to have the participants receive an email notification of the new resouce. If you choose "high," all participants will be notified. With "low" notification, only participants who have opted in will receive the notification.

G...Click Add.

HTML Document

You can create html resources using theWYSIWYG (what-you-see-is-what-you-get) editor. The WYSIWYG editor does not work for Internet Explorer on the Macintosh.
After you complete steps 1 through 3, above, do the following:

A...Type a title.

B...Type a description.

C...Type the content.

D...Choose whether to have the new resource viewable by only those who are members of the site, or by anyone (Public View).

E...Specify the copyright information.

F...Choose whether you would like to have members of the site notified automatically via email when the resource is posted.

G...Click Add.

New Plain Text Document

After you complete steps 1 through 4, do the following:

A...Type a title.

B...Type a description

C...Type the content.

D...Choose whether to have the new resource viewable by only those who are members of the site, or by anyone (Public View).

E...Specify the copyright information

F...Choose whether you would like to have members of the site notified automatically via email when the resource is posted.

G...Click Add.

Creating a folder for one or more new resources

In this new version of Grad Tools, your site automatically has one top-level folder, which has the same name as your site, e.g., anthro 101. All new folders and resources that you create will be within this top-level main folder.

To create a new folder, do the following:

A... Click Add Folder.

(If you would like to create a folder inside an existing folder, click the "Add Folder" link that is right below the other folder.)

B...Choose number of folders you would like to create (1 to 10)

C...Type a title for each folder(s) (Required)

D...You can also type a description. (Optional)

E...You can choose to have your new folder(s) visible to everyone, including non-members of the site (this is called publicly viewable).

Making a folder available to non-members will make everything in the folder also available to the non-members. To make your new folder(s) visible to everyne, check the "Display to non-members" box. Note that this only applies of your site has been published. If you leave the box unchecked, the folder and the resources within it will only be viewable by participants of the site.

F...Click Add.

Changing folder permissions

You can change the participant permissions for folders.

Click the Folder Permissions link just below the folder.

The visible boxes you see on the grid indicate where permission can be granted or removed. (Click the box to add a checkmark. Click again to remove the checkmark.) Click Save to apply the changes you have made in Folder Permissions.

See the section, "Permissions and Roles" in this online help for a description of the various participant roles.

Revising resource information

Note: Wit! h the exception of Simple Text and HTML document resources, the revise option only allows you to revise the information about the resource, such as the description or copyright information, and not the contents of the actual resource itself.

1... Check the Edit link under theresource you want to revise.

2... In the window that opens, make the changes you want.

3... Click Update .

1... Click the Delete link directly under the resource you want to delete.

A confirmation screen will appear asking if you are sure you want to delete the item(s).

2... Click Delete or, if you don't want to delete the Resource, click Cancel .

Discussions

Description
Examples of use
Viewing the list of discussion categories and topics
Creating a new discussion category
Creating a new discussion topic
Posting a discussion item that you saved as a draft
Replying to a discussion item
Adding an attachment to a discussion item

The Sakai Discussion feature allows structured conversations that are organized in categories.

Site participants can post replies to a topic (a "flat" discussion) or to other replies (a "threaded" discussion). The site owner can also choose whether or not to allow site participants to post their own discussion topics. New in Sakai is the ability to view Discussion in a row or column layout. This is a personal preference and changes only your view of Discussion.

When posting a topic in the Discussion area, site organizers have the ability to specify whether they wish to allow others to respond only to that ! topic or to any topic posted. If you allow postings only to the topics you specify, then you create a flat discussion. If, on the other hand, you allow replies to any posting, then you create a threaded discussion. Threaded discussions are by nature more interactive because users are able to reply to a reply. Flat discussions, in contrast, tend to be more structured and for this reason are more easily controlled.

Many collaboration sites allow any site participant to start a discussion topic, which facilitates a more collegial discussion environment.

Viewing the list of discussion categories and topics

When you click Discussions in the menubar, you will see a list. Under each category, you'll see any topics and responses that have been added. To view just the cateogories, click Collapse All . To view the categories and all the topics and responses, click Expand All .

The small paper stack icon will expand the view so that an top-level item and all the responses below it are visible.

The Discussion tool uses two frames to display discussion topics and replies. The layout can be changed to a vertical or horizontal layout. In the vertical layout (choose the 2 Column Layout in the View pulldown menu in the Discussion tool), the left frame shows the hierarchy of Categories, Topics, and Replies. Clicking on a topic or reply shows the content of the message in the right frame. To respond to a topic or reply, click the Reply button at the bottom of the content window. The content window is the right frame i! n a 2 Column Layout, and the bottom frame in a 2 Row Layout.

Creating a new discussion category

You can organize discussions into categories.

1... Click Discussion in the menubar.

2... Click Add Category.

3... Type a category in the box provided.

4... Click Create Category.

Creating a new discussion topic

1... Click Discussion in the menubar.

2... Click Add Topic.

3... Create a new category by typing it in the box provided. If there are already categories, you can choose one from the pop-up menu.

4... Type a topic in the box provided.

5... Choose whether you would like to allow replies to! any message (such as a response to your topic) or just to the topic.

6... Type your text for the discussion topic in the message box.

7... To add an attachment to your Discussion topic, see "Adding an Attachment to your Discussion item," below.

8... You can either save a draft of your entry or click Add Topic to post the topic to the discussion.

If you save it as a draft, it will show up in the list with other discussion items, but will be marked as a draft and will be visible only to you, the author.

Posting a discussion item that you saved as a draft

1... Click Discussion in the menubar.

You will see a list of discussion categories and topics.

2... Click the topic or response you would like to post.

3... Click Add Topic or Add Cateogory.

After a discussion topic or response has been posted to the site, it is not possible to revise it. However, if no one has added a response to your topic or response, you can delete your it, create it again, and re-enter it.

Replying to a discussion item

1... Click Discussion in the menubar.

You will see a list of discussion topics.

2... Click the title of the topic or response to which you would like to reply to. You will see a little green arrow next to it.

If you don't see a particular topic, click the little black triangle next to its category so that it points down. This will reveal all the topics in that category. Click the twisty (the tiny black arrow) next to a topic to see its responses.

3... Click Reply to Message. (You may need to scroll down to see the Reply button.)

4... Type in a subject (the subject is required).

5... Type in the text of your response.

6... If you would like to add an attachment, see "Adding an attachment to your discussion item," below.

7... You can save your response as a draft or click Add Reply to send your response to the discussion.

To send your response after you save it as a draft, see the section above, Posting a discussion item that you saved as a draft.

Adding an attachment to a discussion item

You can add an attachment to a topic or response while you are creating it. You can also add an attachment by revising a topic or response that you saved as a draft.

1... Click the Add Attachments button on the window for creating topics or responses.

2... Choose whether you would like to add an attachment that is a local file on your computer, a website URL, or a resource on the site.

To add a local file, click the Local File... button and then either:

- type in a filename in the box provided, or

- click Browse, find the file in the list that appears, select it, and click Open .

- click the Save button to attach the resource(s) to your announcement.

- click Add Reply or Add Topic. -- Remember this step!

To attach a URL, click the Website URL... button and then:

- type the url in the box provided. For example, www.umich.edu

- click the Attach button to attach the URL resource to your announcement.

- click Add Reply or Add Topic. -- Remember this step!

- click the From Resources button...

- check the box(es) next to the resource(s) you want to attach.

- click the Continue button.

- click Add Reply or Add Topic. -- Remember this step!

Chat Room

Includes:

Description
Examples of use
Using chat
Customizing the screen

Chat is a tool for real-time, unstructured conversations with users who are signed on to the site at the same time.

By default, Chat messages are saved and are visible to all users so that all site participants can benefit from clarifying conversations and questions and answers.

Examples of use

Dispersed collaboration groups can use Chat as a space to have conversations across distances ! or catch up with conversations they may have missed.

Using Chat

1.. Click Chat Room on the menubar.

2. To see who is presently online with whom you can chat, check the "Users in Chat" list on the right side of the screen.

3. Type your comment or response in the text box.

4. No one will be able to see your message until you click the Add Message button. Once you click Send , only site owner can delete your message.

If you would like to discard a chat message that you have not yet sent, click the Clear button.

Pull down the View menu to choose:

- only time

- day and time

- only date

- no date or time

Pull down the next menu to choose to see message from:

- the past 3 days

Email Archive

Includes:

Description
Examples of use
Sending messages
Reading messages
Sorting messages by From, Subject or Date
Customizing the email archive

Each Grad Tools site has an automatically generated site email address, which you can view in the Email Archive feature. Email sent to the site email address is copied to all site participants and owners.

All messages sent to your Grad Tools site's email address are stored in the Email Archive. The emails sent to site participants will indicate if there was an attachment and provide a link to get it from the worksite itself.

Members of the group can choose how often they want to receive email sent to the site's email address in the Preferences feature in My Workspace.

Site owners can create an easy-to-remember alias for the site's email address.

Users who participate in more than one Grad Tools site can choose to receive emails as they are sent, or one daily email with all messages digested.

Messages can be sent from any email program to the email address listed at the top of your Email Archive page.

Click the column header (either From, Subject or Sent) to sort the messages.

Clicking the up arrow will sort the items alphabetically (for Subject) or by earliest to latest (for Received). The down arrows reverse the order.

You can choose the number of messages (items) that will be shown on the screen.

1. Click Options.

2. Click the radio button to have messages accepted from anyone, or only from users with site access.

3. You can change the alias email address for addressing email to the participants of this worksite.

4. Click Update Options to save the changes.