NewDeal Hot Tip 1700

[Hot Tips for...] PIMs

NewPlanner Alarm Tips

For NewPlanner's reminder and alarm system to work, NewPlanner must be running, either on screen or iconified.

Here's an Alarm Settings checklist:

  1. An alarm is set for an event when the bell icon to the left of the event's time has been clicked and appears as a solid bell. If the icon remains an outline, there is no alarm set for that event.
  2. If you're working with Repeating Events and want a specific instance of the event to have an alarm, click the "R" icon; it will change to a filled bell icon and the alarm will be set.
  3. Normally, reminders pop up and alarms sound (assuming sound is turned ON in Preferences, Sound) at the event's time. If you set an alarm for a 2:00 pm event, it will activate at 2:00 pm.
  4. There are two ways to change the time for an alarm without changing the event's time.
    • One way is to select the event and choose Edit, Alarm Settings. You can change the time, and even the date, for which the alarm will activate for that specific event. This will not affect any other event, currently alarmed or not.
    • You can change the global settings for alarm activation on all events in Options, Reminder Precedes Events By. For instance, you can have all alarms for all events you enter activate 30 minutes before the actual event time. If you save this configuration, it becomes a global alarm default. This is separate from the Edit, Alarm Settings feature, which will still operate on an event-by-event basis.

Here are some tips for working with Options, Reminder Precedes Event By:

Changing the setting, how it works

If you change the setting in this option, it will be applied to all new events you enter. It will not affect any existing alarmed events.

Example: It is 1:00 pm. You enter an alarmed event for 3:00 pm with the default settings. This means the alarm will activate at 3:00 pm. At 1:30 pm, you decide that you better be reminded about the 3:00 pm at 2:30, so you go into Options, Reminder Precedes Event by... and change the time from 0 to 30 minutes. Result: Alarm fails to go off at 2:30 pm. It will go off at 3:00 pm. Reason: The settings in Options do not affect previously set alarms. In this case, the change in alarm time should be made in Edit, Alarm Settings.

Time progression conflicts

You've set the global default for alarm activation in Options, Reminder Precedes Event By... to 30 minutes and you've saved this configuration for future use. You go into NewPlanner and enter an alarmed event. Result: the alarm does not go off at the you expected it to activate. Reason: The alarm time you set falls outside the parameters of the global alarm time default you set.

Example: You have your global alarm time set for 30 minutes. This means that all alarmed events you now enter will activate 30 minutes before event time. It's 2:00 pm. You enter an event for 2:15 pm and continue working in GEOS. At 2:15 pm, the alarm fails to activate.

What happened? If you select the event and choose Edit, Alarm Settings, you'll see that the alarm was not set to activate at 2:15 pm, but at 1:45 pm, 30 minutes before the event... just as your self-set global default specified. Since you only entered the event at 2:00 pm, you missed your own 30 minute threshold by 15 minutes. The setting for this event in Edit, Alarm Settings reads, as it should, 1:45 pm. As far as NewPlanner is concerned, the alarm already went off.

Remember your global alarm setting in Options, or at least check new events in Edit, Alarm Settings to be sure you don't run into this time progression conflict.

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Last Modified 6 Mar 1999