CruzTime Archive Instructions

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In an effort to optimize the performance of the CruzTime calendar system and conform to data disposition standards, the CruzTime calendar data older than 4 years will be automatically removed from the servers. This will improve CruzTime performance for all users. If you have a need to retain calendar data for more than 4 years, you can archive it to an external file on your personal computer. The following step-by-step instructions will provide the options for archiving your calendar information on your own computer.

Need Help? If you have questions, please contact the ITS Support Center by calling 459-HELP (4357).

Archiving CruzTime Calendar Entries

Follow these steps to export CruzTime calendar data to a file on your computer for archive purposes.

Note: Exporting of data CANNOT be accomplished via the Cruztime Calendar web client. You must use the desktop client (Oracle Calendar).

Steps to Export your Calendar:

1. Log into your Cruztime Calendar desktop client.
2. Select File > Export Data....The Export Utility dialog box appears.
3. In the Type field, select your output file type based on the chart below.
   
   Note: These instructions are for calendar data only. Please only export the file types listed below.
   
   

   Comma delimited text file for Agendas (*recommended option) Delimited export files can be used to import the calendar data into applications that understand the delimited format. This would include spreadsheet applications such as Microsoft Excel, QuattroPro, OpenOfficeCalc, or database applications like Microsoft Access and Paradox. Use of such a file in a spreadsheet like Excel allows you to sort by the various columns.

   vCalendar (.vcs) or iCalendar (.ics) The vCalendar or iCalendar format can be used if you intend to import the data back into your calendar, or if you wish to import calendar data into other applications that understand the vCalendar/iCalendar format (ex. Microsoft Outlook, Mozilla Calendar, and MacOSX iCal).

   
   
4. Once you have selected the file type, click Continue (Windows) or OK (Mac). The Export dialog box appears. Complete the fields as follows:
   
   
   • In the Export section, select the check box for Meetings, Day Events, Daily Notes to export all events. Select the check box for Tasks to export tasks (this is only for the vCal/iCal export).
   • In the Period section, select the All, Range or Custom radio button. For Range or Custom, you will need to enter a specific date range that you wish to export.
   • In the People/Resources section, your name should be automatically listed in this window. Click Continue (Windows) or OK (Mac).
     The Save File dialog box appears.

   For Windows: In the File Name field, enter a name for your file. Click Browse to the directory/folder where you want to save the file. If applicable, you must specify a file name for each user whose information you want to export. Click OK.

   For Mac: In the Save As field, enter a name for your file. Choose where to save it and click Save. The export function runs and your exported information is stored in the file name you specified. A progress bar will indicate the export completion status.

   Note: It is important to always backup your files. If it’s critical to have a backup, more than one copy on different storage media is always a good idea!

Steps to Export: as a Designate of a Calendar

To export another person's calendar for which you are a designate, follow these steps:

Note: Exporting CANNOT be accomplished via the Cruztime Calendar web client. You must use the desktop client (Oracle Calendar).

1. Log into your Cruztime Calendar desktop client.
2. Do one of the following: Windows: Select File > Open as Designate > Agenda. Mac: Select File > Agenda > Open as Designate.
3. Select File > Export Data....The Export Utility dialog box appears. The Export option will automatically use your designate rights to access and export the specified calendar Events and Tasks.
4. Repeat these steps for each resource or agenda data you want to export.

Importing Calendar Data

Importing Data into Cruztime

Note: Importing of data CANNOT be accomplished via the Cruztime Calendar web client. You must use the desktop client (Oracle Calendar).

1. Log into your Cruztime Calendar desktop client.
2. Select File > Import Data....The Import Utility dialog box appears (Windows). The Import dialog box appears (Mac).
3. In the Type field, select the type of file you are importing. (vCalendar or iCalendar only) and click continue (Windows) or click OK (Mac). Then find the exported data file on your computer and click CHOOSE or OPEN.

   NOTE: vCalendar files end with ".vcs" and iCalendar files end with ".ics".
   These instructions are for calendar data only. Please only import vCalendar and iCalendar files into CruzTime.

   Import field:

   • Select the check box for Meetings, Day Events, Daily Notes to import all events.
   • Select the check box for Tasks to import tasks. (For .vcs files only)
   • In the Period field, the All (Import All) radio button should be selected.
   • If using a Mac, click OK at this time.
   • If using Windows, in the People/Resources section: The name of your calendar should be automatically listed in this window. (Windows only)
   • If using Windows, in the File Name field, click Browse to point to the directory/folder where your exported file resides. (Windows only)
     
     
4. Click OK. The import function runs and your imported data is stored in your CruzTime calendar.

Importing Data into Outlook

1.  In Outlook, choose File > Import and Export.
2.  In the Import and Export Wizard, choose Import an iCalendar or vCalendar file (.vcs). Click Next.
3.  In the Browse to file dialog, first switch the file type from iCalendar (.ics) to vCalendar (.vcs), then browse to the location of your exported Oracle Calendar data file on your computer and select it.
4. Click OK.

Importing Data into Excel

Note: Only the following data is imported into Excel: export item, date, start time, end time, duration, title, location, importance level, access level, attendee count, owner, creator, last writer, and description. These instructions are for calendar data which has been exported as a tab-delimited text file ( .txt)

1. In a blank Excel document, choose Data > Import External Data > Import Data. (for Mac: choose Data > Get External Data > Import Text File…)
2. In the Select Data Source dialog, browse to the location of your exported Oracle Calendar data file on your computer and select it. Click Open (Windows) or Get Data (Mac).
3. In the Text Import Wizard, change the file type from Fixed width to Delimited. Click Next.
4. On the next wizard screen, check the boxes for both Tab and Comma delimiters. Click Next.
5. On the third screen, simply click Finish. Additional formatting may be done later, if you wish.
6. When prompted to choose where you want to import the data, use the default setting of "Existing worksheet" and click OK.
7. Save the file and give it a filename.