Importing, Exporting and Maintaining Calendars

While local files are just one among many other resources that can be used by KOrganizer, they are the most convenient way to share calendars, save copies, or import items from your old calendar program.

Importing Calendars

If you have an iCalendar or vCalendar file, and you would like to import it, choose the FileImportImport Calendar... menu item. KOrganizer will ask you if you want to Add as new calendar, which adds the calendar file as a new local file resource, Merge into existing calendar, which merges the calendar items into an existing resource or Open in separate window, which will allow you to view and edit the calendar, but will not add it to its default view.

A good time to do this would be if you received a vCalendar with a few entries via email, for instance, or if you are planning to import your calendar from another application. In the latter case, the first thing to do is to use that application to export the calendar data in one of the formats above, or use a tool to convert from the application's native format.

If you have used ical, a popular but older calendar program for UNIX®, you may wish to import your events, journal entries, and to-dos directly to KOrganizer. To do so, choose the FileImportImport From UNIX® Ical Tool menu item. This action will read the .calendar file from your home folder and merge any entries it contains into your current calendar. If any errors or suspicious things occur during the process, you will be notified via a message box.

Exporting Calendars

You can export your data as a web page, or as an iCalendar or vCalendar file, which are supported by most scheduling applications. The web page can be used to publish your calendar and to-do list on the web or on the local network. Either way, KOrganizer will export all calendar items from the enabled (checked) resources which are not filtered out (let's call these items active items). In other words, if you cannot see a calendar item, it won't be in the exported file. To filter out the undesired items before exporting them, you can create filters. Filters are even more effective if you classify your events and to-dos in categories. To enable and disable resources, check or uncheck the resource box in the Calendar Manager sidebar.

To export all your active events, to-dos and journal entries (independent of to what resource they belong) as a new iCalendar file, choose the FileExportExport as iCalendar... menu item. To export the same data as a new vCalendar file choose the FileExportExport as vCalendar... menu item. The Save As dialog will pop up. Enter the file name and location for the new file to complete the export action.

You can export your calendar or a part of it as an HTML file, suitable for publishing on the web. Anyone with access to this file, using a web browser, will be able to view it. This is an easy way to share calendar information with your colleagues and friends.

  1. Disable all the resources you do not want to export, and filter out the items you do not want to export.

  2. Choose the FileExportExport Web Page... menu item. You will get a window with three tabs: General, Events, and To-dos.

  3. General tab:

    1. Specify the date range that you want published. Enter dates manually or use the Calendar Widget.

    2. If you want to export to-dos, check the Export to-do list box.

    3. If you want to export the items displayed in the Month view, check the Export in month view box.

    4. If you want to export events formatted as a list of events, check the Export events as list box.

    5. Specify the web output file in the Output filename field. If you want to set another location, press the Open file dialog button to find it.

  4. Events tab: specify if you want to include categories and attendees in the exported web page.

  5. To-dos tab: specify if you want to list Due Dates, Categories, and Attendees.

Maintaining Your Calendars

Contemporary computers have ample storage space. However, if you synchronize your KOrganizer calendar with a limited-memory machine like the Palm device, you will find archiving useful. The performance of KOrganizer can also become worse when there are many events. To archive old items, follow the procedure below:

  1. Choose the FileArchive Old Entries... menu item.

  2. Fill in the date in Archive now items older than field or use the Calendar Widget to choose the date. Alternatively, you can automatically archive all items older than a certain period of time.

  3. If you have chosen archiving, you must also provide a filename for the archive in the Archive File field. If you want to re-use an older archive file, press the Open file dialog button and find an existing archive. The entries will be added to the file, so any item already in the file will not be modified.

Archiving will keep all old items in a file, including completed to-dos. But if you do not want to keep completed to-dos at all, choose the FilePurge Completed To-dos menu item to remove all the completed to-dos from your active resources. If you want to keep your completed to-dos, but do not wish to view them in the to-do lists, consider filtering them out instead of purging them.