Beginning Mac: iCal

23 Comments

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Calendars have come a long way from the days of a pocket diary, with software able to manage your schedule and information much more reliable and accessible. iCal for OS X is the bundled calendar application, and works surprisingly well. It appears simple on the surface, but packs a wide range of different features and functionality.

This article will walk you through iCal from first opening the app, to having a diary filled with important events, recurring appointments, alarms, attachments, and attendees.

Getting Started

The first step is to open iCal for the first time from your applications folder. You’ll be presented with a window which looks something like this:

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Before getting started, you might want to change a few preferences to match the way in which you work. Click iCal > Preferences in the menu bar to review the options available. You’re able to change the days per week, starting day of a week, default alarms for events and a whole range of other options. Once you’re happy with the settings chosen, close the preferences window and we’ll get started adding a few calendars and events.

iCal Views

There are three main viewing modes which can be used within iCal; Day, Week and Month. The month view can be seen above, here’s what to expect when viewing by day or week.

Week view shows you a clearer breakdown of each day:

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And viewing by day makes a complicated schedule much easier to make sense of:

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Dealing With Calendars

Within iCal, you are able to run several ‘Calendars’. These would commonly represent different projects or areas of your life. These are a few of the calendars I have running:

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You can have as many or as few as needed, and adding a new calendar is simple. Click the ‘plus’ icon towards the lower left of the iCal window to add a new calendar (or hold Shift whilst pressing it to add a new group/folder). Once added, right click the new calendar and select ‘Get Info’ to bring up an options window:

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Here, you can alter the color of the calendar, or ‘publish’ the calendar through MobileMe — this is a more complicated step, which you probably won’t need to explore at first.

Dealing With Events

Once a few calendars are in place, you’ll need to enter your events/appointments. To do so, right click on the appropriate day, then select ‘New Event’. Type a name, then double click the event. This will bring up a window similar to the following:

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A number of options are available within the new event window:

  • Location: Enter the place where you’ll be meeting
  • All-day: If it’s an all day event, select this option to let iCal know
  • From/To: You can enter the start and end time (or days, for an all-day event)
  • Repeat: This allows you to schedule an event to re-occur at a set interval (every day, week, month, year, or a custom schedule). It works brilliant for birthdays, or regular bill payments etc
  • Calendar: Here, select the appropriate calendar for the event
  • Alarm: I’ve covered these various options below
  • Attendees: Again, these are covered below
  • Attachments: You can add files and documents to a calendar event so you have all the information you need at hand

Alarms

There are several different ways to be notified of an event:

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All the different notification methods can be set to occur either at the time of the event, or a set period before. The first two cause a reminder to pop up on your screen with the details of the event, or you can perform more complex actions such as automatically sending an email, or running a file/script.

Attendees

iCal has fairly robust built-in support for dealing with attendees. Integration with Address Book means that sending invitations to attend is simple. Emails are sent to request the person’s attendance, to which they can reply in the way which best suits them. iCal will show a question mark next to the invitee’s name until they respond:

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To Do Lists

If you have a list of tasks which need completing, but don’t have a set day or time, you can use iCal’s To Do feature. Clicking the ‘Push Pin’ icon in the lower right corner of the window will display the list of current To Do lists. Adding a new one is as simple as right clicking and selecting ‘New To Do’.

In the same way as calendar events, To Dos are assigned to a particular calendar. Priorities of High, Medium and Low can be assigned to automatically rank tasks in their order of importance:

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Time Zones

The final feature to be mentioned is that of automatic time zone support. Clicking ‘Enable Time Zone Support’ in the preference window as outlined at the beginning will add the following text to the upper right of the iCal window (obviously varying depending upon your time zone):

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Now, when scheduling meetings you are able to note the time zone in which it will occur. iCal will factor in the difference between your current location and automatically ensure that you’re notified about the meeting at the right time.

If you’d like to add an event which is independent of any time zone, you can select the ‘Floating’ option when adding a new entry.

Conclusion

When first opening iCal, it doesn’t seem like a particularly powerful or complicated application. However, as you start to enter calendars, events and to dos, it becomes clear that it can offer a comprehensive solution to managing your schedule.

I hope that this article has provided a good overview of the iCal basics. If you have any questions, please feel free to leave a comment!

23 Comments

Melanie

When I make an event with a specified time and location, the location can be seen in the event panel (when in the Week view). However, when I make an ALL-DAY event with a location, the location doesn’t show in the event panel. ie, if I input an all-day event called:

Student-free day – school

All you can see in the Week view is:

Student-free day –

It doesn’t show the location, only the dash that precedes it. Help!

sarah

Mine is two days slow and I can’t for the life of me work out how to change it to today – arrrrghhhh!

megan

how do you change the font size on the ical? i can’t read any of my events, they show up so small.

andrew Le

hi, great article. could you email me regarding this:

instead of having a column of times under the heading “all day”, I have sat – sun – sat – sun – sat – sun. how do i change this to make it the actual time in numbers?

thanks, oplease email back asap

Andrew

In any calendar view (day, week or month), I can’t see the times of the day, that should appear on the left next to the calendar view – ie 7 am, 8am, 9am, 10 am….. etc. . Any ideas please??
Thanks!

Sarah

Please help! My iCal seemed to have randomly deleted my calendar. My calendar is no longer in the navigation window, so it’s not simply a matter of just clicking the box next to it to make it show up. Any ideas? Thank you.

flibida

Why can’t I get a clean calendar when adding a new calendar to my list. All I want is a new calendar with nothing on it when adding a new one to my list.

kidsbook

I agree with noname. I’d love to know how to make the numbers bigger! I was searching for an answer to this problem when I found Noname’s post.

Noname

I love using iCal. My one issue is that when printing a calendar (I want this to replace my calendar on the wall so I only need one calendar) I can’t see the numbers from a distance. I see how to make the text bigger, but is there anyway to make the dates bigger?

Donna

I don’t have an answer but a questions for you, you do you make the text bigger, I’ve tried to search “how to” but can’t find anything.

iPhone app reviews

The iCal app is a simple looking calendar which is very deceiving. It is easy to navigate and there are so many sections and features that you may not expect. I have had no problem with syncing and I recommend this calendar for anyone trying to stay organized or grow better organizational skills.

Nicole

I’m with Vanni. I’d like to receive email notifications. For example, when I need to pay bills I prefer an email reminder instead of just a pop up, which often gets closed by family members and then i don’t see it. But the reminders I have set to email don’t actually email. Any suggestions?

StyleNation

I love iCal but the fact that I can’t bring my ToDo’s to my iPhone in a smart way is a bit annoying. But I just get started with Things on my iPhone and my desktop and that handle my tasks in a good way and it also syncs well with iCal.

Suky

iCal is defiantly great app. but! (there’s always a but:) the main problem that I’ve crossed into lately is that i can’t really sync it with my Google Calendar and share it with others at the same time.

it does sync, but the changes that i make on my iCal doesn’t sync back to my Google Calander.

if anyone know a good way to sync and share the same calender I’ll be more then happy to hear! just tweet me :)

Fayyaz B

I have not been able to find a solution for the default color of the iCal when it shows the current day/date box. It is a DULL BLUE which is not visible sometimes in some angles! Any Solutions, people? :)

Jason

I actually figured out my own problem. It’s the way my dates were formatted in the “Date & Time” preference pane. You click “International”, “Format”, then “Customize…”, then you change the format for “Full”. I had customized some date and time preferences for my menu bar, but at that time didn’t know they affected iCal date presentation.

FYI – for iCal you change the date format “Full”. For Mail.app, it is “Long”.

vanni

@Jason — -try stretching your iCal pane out to fill the screen. Ot hit the GREEN button to make it full screen

Jason

I like iCal, but your screenshot would make me like it more. How did you get iCal to display the name of the day in Week view? Mine only displays the date (ex. ‘Feb 5’ instead of ‘Thursday, Feb 5’. Thanks!

vanni

I can’t get the email notification to work. It says i need to create a vcard in Address Book… but i do have a card therein…

Andy

I love iCal, its very powerful. I combine it with the app ‘Anxiety’ and I can create to-do lists with it sitting on the menu bar.

giovanni

Thanks for this. I have been meaning to get a grip on iCal for some time now. I am very intrigued on two of your calenders as this is something I want to use iCal for; Hosting renewals, Fees, and Domain names: can you provide some examples of what you have in these calendars?

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