Print or publish
Optimise student selections
Optimise room usage
Import/export with Clipboard
Import/export with text files
Schedule in bulk mode
Schedule by blocks
Create cycling timetables
Vary room usage
Define resource roles
Add timetable comments
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Use the File menu to open, save, import, export, combine, split and print new or existing files. To work with files, you must first read the Mimosa file from the disk, file or import data from the text files created by other users or from other applications, paste data from the Clipboard or create a new one.
When all the views are closed and you click the screen, you are prompted to select one of the next actions:
File|New creates a new file using the texts in the selected file as defaults. They contain text fields for days of week, time periods, category and booking texts and report titles. All these texts can be changed in Options tabs.
Mimosa prompts to select from a set of various configuration or default files the one that you are going to use. For this example, [Double-click] english.cfw from the list of files to open it.
When you create your first file, Mimosa then suggests to you default values for the time frame: the number of the time periods in a day, the number of days in a week and the number of weeks. All these default values can be changed in the Options|Limits menu selection.
You can use the selection File|Language to store a new setting file or use an existing one. Normally, this file is selected only at the start of the process. All the texts and other parameters are saved along with the Mimosa binary file (filename.mfw). When you next time select File|Open to read the file you saved, all parameters are restored.
Reads an existing Mimosa file (with the extension .mfw) into this application, initially from the location My documents\Mimosa\Data. If you like to automatically open the file at start-up which was last accessed, check the selection Open last accessed file at start-up in Options|Other|File selections.
Closes the active file. If you have not previously saved changes to the file, Mimosa asks if you want to save the file before you close it. If you close a file without saving, you lose all changes which have not previously saved.
This selection invokes a wizard which creates a small Mimosa sample file, including resources, events and also schedules the periods. You can interact with the process and change any data Mimosa creates automatically. The file type you create is either a group-based or personalised, according to your selection. After the wizard is completed, you can select to publish the results as web pages. Note that the results of this simplified wizard do not represent real world timetables, but this option is provided to just to demonstrate typical stages but save you from typing.
Click Continue to go the next stage and view the results on the screen.
Reads an existing Mimosa sample file (starting with the word sample) into this application, initially from the location [Install folder]\Data (by default, the [Install folder] of Mimosa is Program Files (x86)\Mimosa). The sample files are automatically copied to this folder during install. Their purpose is to demonstrate the use of Mimosa in different situations.
Saves the current file with its current name. If you would like to have a backup copy (.bak) of the file that was previously saved, save it to .mxt format and/or keep today's and yesterday's copies of the file on disk, check the appropriate selections in Create backup copy in Options|Other|File selections.
Saves the current file with a different file name. If you would like to have a backup copy (.bak) of the file that was previously saved, check the selection Create backup copy in Options|Other|Automated file operations.
When the Weeks view is active and your Mimosa file contains more than one week, this selection extracts the currently selected week and saves it into a separate Mimosa file. All allocated and scheduled periods on the selected week (or term) plus all resources, events and event resources of the original Mimosa file are saved in this file. The files are by default named according to the week date or week name, such as "week-2017-09-04.mfw", but you can change the name while storing the file on disk.
This feature is useful in cases when the scheduling of certain events requires more independency in modifying the collections, since now the necessary changes (of rooms, for instance) affect only the data of this particular week. It is on the responsibility of the user to keep the main file (where all weeks are stored) intact with the original teaching plan, and to use this extracting feature only for scheduling purposes.
You can similarly store the deleted weeks separately by using the selection File|Clear|10. Delete selected week range.
File Import reads data stored in other file formats into the application. The default file format is the Mimosa text file format (.mxt) which is used in File|File Import and File|File Add selections, see Import and export with text files.
File Export converts all or part of your Mimosa file to a text format which can then be imported to other applications or back to Mimosa.
By default, this selection writes the contents of the current Mimosa file to disk in text file format (.mxt) so you can use it in other applications or combine it with other Mimosa files. You can use this file in selections File|File Add and File|File import to add some, or all of the content of the text file to your Mimosa file. It is easy to integrate Mimosa with other applications using this text file format as explained in Import and export with text files. The selection File|File split also creates a file of this format but it includes only data relevant to the events you select, not the whole file as in file export.
Select first the target folder and file name and click [OK] to start converting the file to .mxt format. You can then import this file into Mimosa with File Import or merge it to another Mimosa file with File Add.
If you select this option, the sections [Coursedata] and [Componentdata] include the colour codes of the events and resources (plus the lock status of events and the number of periods of resources). These fields are added to the end of the converted text file lines as numbers separated by semicolons (;).
Since the colour codes at the end of each line are, in most cases, not relevant for other applications unchecking this option improves their readability.
|.mxt file sample with colour codes:||.mxt file sample without colour codes:|
These selections provide export to .csv (Comma Separated Values), .vcs (vCalendar) and .ics (iCalendar) file formats. It is only enabled if you have checked [X] Align Mimosa weeks with calendar in tab Options|Time so that other applications understand how Mimosa weeks are mapped with real calendar weeks. Check in the same options tab that the selected time periods can be interpreted correctly by the receiving application. Preferably use the format "hh:mm-hh:mm" for the start and end time stamps (for example 08:15-09:00). Note that the receiving application may approximate your original time period definitions.
Before you start conversion, your original time periods and their interpretations are displayed. Make the necessary corrections if they do not correspond to the start and end times you intended.
Mimosa uses Windows Short date format for dates and Short time format for time. These can be changed in Windows Regional settings. Note that you may need to select the same formats on your computer and the receiving application.
These file formats are supported by several calendar applications, including web-based and mobile device applications. If you want to copy the schedules to Microsoft Outlook Calendar, select the Calendar application and Import the file in your selected format (.csv, .vcs or .ics). The command sequences for importing the exported text file into the Calendar of the receiving application vary by the application and its version.
iCalendar is a computer file format which allows Internet users to send meeting requests and tasks to other Internet users via email or by sharing files with an extension of .ics. Recipients of the iCalendar data file (with supporting software, such as an email client or calendar application) can respond to the sender easily or counter-propose another meeting date/time.
iCalendar is used and supported by a large number of products, including Google Calendar, Apple Calendar (formerly iCal), IBM Lotus Notes, Yahoo! Calendar, Evolution (software), eM Client, Lightning extension for Mozilla Thunderbird and SeaMonkey, by Microsoft Office Outlook, Microsoft Entourage, Microsoft Exchange Server, Microsoft Works Calendar, Moodle, Novell Groupwise, Windows Calendar and Windows Live Calendar. Most mobile devices and many Internet applications, such as Facebook, can read/write files using at least one of these formats.
iCalendar is designed to be independent of the transport protocol. For example, certain events can be sent by traditional email or whole calendar files can be shared and edited by using a WebDav server, or SyncML. Simple web servers (using just the HTTP protocol) are often used to distribute iCalendar data about an event and to publish busy times of an individual. Publishers can embed iCalendar data in web pages using hCalendar, a 1:1 microformat representation of iCalendar in semantic (X)HTML.
iCalendar's design was based on the previous file format vCalendar (.vcs) created by the Internet Mail Consortium (IMC).
Note that .vcs and .ics formats use Coordinated Universal Time, abbreviated as UTC, is the primary time standard by which the world regulates clocks and time. It is, within about 1 second, mean solar time at 0 longitude; it does not observe Daylight saving time. It is one of several closely related successors to Greenwich Mean Time (GMT). For most purposes, UTC is considered interchangeable with GMT, but GMT is no longer precisely defined by the scientific community.
The time parameters of the resulting schedules are not correct (one hour error), if your device is in a different daylight saving zone than than its schedules are. This is normal.
Follow the steps below:
Step 1 Select the target folder you are going to convert Mimosa timetables to.
Step 2 Select the first and last week of the timetables you are about to include in the conversion.
Step 3 Select the resource(s) you are going to convert. For instance, you may like to select only one, several or all teachers.
Step 4 Select if you want the resulting files to be combined into one file or to create a separate file for each resource or event.
Step 5 Select the format of the resources in the resulting file(s)
The fourth option (Step 4) is available for the .vcs (vCalendar) and .ics (iCalendar) formats, since some applications (or some specific versions) require that each event must be a separate file. Check whether or not files with events combined into a single file are accepted for importing in your calendar application.
If you selected in Step 4:
a) The first option, all schedules are converted to the file and folder specified in Step 1.
b) The second option, a separate file for each resource is created and stored to the folder specified in Step 1. The file names are automatically created from each resource you selected in Step 3 (for example "smith.csv" or "smith.vcs").
c) The third option, a separate file for each resource and each event is created and stored to the folder specified in Step 1. The file names are automatically created from each resource you selected in Step 3 and appended by the date of each event (for example "smith_2013_05_06_2.vcs", "smith_2014_10_07_1.ics").
In Step 5 you can select the format of the Resources in the files (default=Name):
In Step 6 you can select the format of the Events in the files (default=Name):
Sample format (five activities selected):
Subject,Start Date,Start Time,End Date,End Time,Description,Location,, [ALVARADO] Psychology,20/08/2012,09:00,20/08/2012,09:45,Form-B ALVARADO, [ALVARADO] Basic Asian Studies,20/08/2012,10:00,20/08/2012,10:45,O112 ALVARADO,R331, [ALVARADO] Rescue Technology,20/08/2012,11:00,20/08/2012,11:45,LineA ALVARADO,R302, [ALVARADO] Clinical Pharmacology,20/08/2012,12:00,20/08/2012,13:45,LineG ALVARADO,R306, [ALVARADO] Psychology,21/08/2012,08:00,21/08/2012,09:45,Form-B ALVARADO,[R205],
Sample format (one event selected):
BEGIN:VCALENDAR PRODID:- VERSION:1.0 BEGIN:VEVENT DTSTART:20110815T090000Z DTEND:20110815T094500Z LOCATION;ENCODING=QUOTED-PRINTABLE:R206 R307 DESCRIPTION;ENCODING=QUOTED-PRINTABLE:O113 JOHNS BOWERS R206 R307=0D=0A SUMMARY;ENCODING=QUOTED-PRINTABLE:[BOWERS] Commercial Spanish PRIORITY:3 END:VEVENT END:VCALENDAR
Sample format (one event selected):
BEGIN:VCALENDAR PRODID:- VERSION:2.0 METHOD:PUBLISH BEGIN:VEVENT ORGANIZER:MAILTO:email@example.com DTSTART:20110815T090000Z DTEND:20110815T094500Z LOCATION:R206 R307 TRANSP:OPAQUE SEQUENCE:0 UID:BOWERS-88252968 DTSTAMP:20120429T131200Z DESCRIPTION:O113 JOHNS BOWERS R206 R307\n SUMMARY:[BOWERS] Commercial Spanish X-MICROSOFT-CDO-IMPORTANCE:1 CLASS:PUBLIC PRIORITY:5 END:VEVENT END:VCALENDAR
For the .ics format you may also need to add the email address - use the selection File|File Export|Default email below.
If you check [X] Add links to .ics files in File|Print|Timetables, Mimosa automatically creates up-to-date .ics files which users can download from the published timetables.
The examples below are based on the same .ics file, containing all events of a single timetable, merged into one file.
The resulting .ics file contains all events of the original timetable below:
To import events from from iCalendar (.ics) or CSV (.csv) files, just follow these steps:
Resulting timetable in Goolge Calendar:
To import from from iCalendar (.ics) or vCalendar (.vcs) files, just follow these steps:
Resulting timetable in MS Outlook:
When using .ics or .vcs formats for other calendar applications and mobile devices you may note that they do not show the correct time if they are created in the same Daylight Saving Time zone, although Mimosa timetables are correct. For instance, when you export the schedules into .ics files in the summer and the daylight saving time is at the end of October, their time fields contain a +1 hour error. The solution is to export the schedules again to this format after the clock of your computer has changed to its current daylight saving time.
With the help of these file formats you can export your timetables to other desktop and web-based calendar applications and to your mobile device and use their tools to view the timetables.
When Timetables view is active, you can export the contents of the current timetable of the current week either to iCalendar (.ics) or vCalendar (.vcs) format as in the previous selections and import the files to other appointment applications or mobile device.
All events of the current timetable are exported and you can select the name of the target file and format of the resources in the target file.
After uploading the .ics file containing the events to MS Outlook 2000, they are shown there as follows:
Enter here the email address which is used in ORGANIZER:MAILTO: field when converting the Mimosa file into the .ics file format.
This selection combines (or merges) files from other users by adding them as a text file format into the current file. Scheduled lectures and bookings set in timetables can also be added from another file. Since combining of files can cause conflicts in timetables (since the users do not know the actions of others), the resulting file is automatically checked and the possible conflicts removed after the addition. The minimum number of conflicts from timetables are removed. You can then repeat the process to combine the contents of more than two files.
If you are about to merge three files into one Mimosa file, File|File Add... must be repeated three times for each merged file, using the resulting file of the previous merge:
See the File|Network selection if you have several users and all like to combine their files on a regular basis.
The Mimosa file that you are about to add to the current file, must first be saved as a text file (.mxt) with the command File|File Export. This converts the binary Mimosa file (such as mimosa.mfw) to text format (such as mimosa.mxt). It is easy to connect Mimosa with other applications by using its text file format, as explained in Import and export with text files.
With File|File Add it is possible to add files one by one and merge unlimited number of Mimosa files into one file in any order.
All categories, names of weeks, days, time periods etc. remain unchanged in addition, whereas in the selection File|File Import the whole content of the current file is replaced by the imported data.
You then have four options specifying how the files are added to the current file. In some schools you might like to add only the events and resources that other users have given, whereas in some cases a complete addition of two files is the most appropriate way to combine data.
The selection Add everything literally adds and combines everything from source file to destination file, adding all resources, events and periods. This is the recommended and default mode.
In most cases, the first default selection Only relevant events is recommended. It does not add any new resources from the other files, and adds only those events that use the same resources in their collections which already exist in the current file. This eliminates the risk that files of single users unnecessarily become enlarged, but the greater part of their information will be irrelevant and useless.
If you want to perform this type of file addition (selection Only relevant events) at start-up, check the selection Add file at start-up (File Add|Only relevant events) in Options|Other|File selections and select the file you want to add with the Browse button. The addition is performed if the main file is opened automatically beforehand (by also checking the selection Open last accessed file at start-up in Options|Other|File selections).
After a file has been added, you can check and remove possible conflicts from them. If you are about to add several files, this is necessary only after the last file has been added. Conflicts are possible at this stage, since Mimosa does not know the content of the incoming file(s) beforehand. It is recommended to check and remove the conflicts now or later in selection Tools|Check for conflicts.
File Split extracts selected events from the current Mimosa file and stores them into a separate Mimosa text file (.mxt). All other contents, such as all resources of the current Mimosa file are automatically stored to this file as well.
This feature can be used in several ways, for instance:
You can split the Mimosa file into serveral disjoint sets by selecting disjoint events for each file. When you are about to merge files with the File|File Add or File|Network selections, you can split the merged files back to subsets with this selection.
|Merge of three files into one file:||Split one file into three files:|
If you have used differnt categories for different types of events, you can easily split the file by just selecting one category in each round. For instance, if you often like to split events according to the departments or locations, it is convenient to redefine the event categories accordingly.
Use the File Remove selection when you want to remove resources and/or events from your Mimosa file with the help of the .mxt text file. For instance, you may need to frequently add the contents of another file to your current Mimosa file, containing "global" bookings of other parties, but occastionally you want to be sure that you have a "fresh start" from the current version of the file.
When you have selected the Mimosa text file containing the entries you want to remove, Mimosa first counts the number of possible matching resources and events. If both files have at least one common resource or event, their numbers are displayed and you are prompted to select to remove them.
You are first asked to remove all matching resources if they exist and then all matching events.
File pre-check compares the source file against the current file and locates and lists all potential conflicts in the resource timetables that will occur when files are combined with the File|File Add command.
You can now click Copy to copy the contents of this list to the Clipboard to study it with other applications. All conflicts are also automatically stored in the text file Conflict.txt, located in Mimosa installation folder.
This selection simplifies and generalises the functions in File|File Export and File|File Add and enables several users to access the same files and share information about codes, events, bookings and periods allocated to weeks and scheduled. See also Network.
It is recommended that you install and upgrade the software in each workstation separately, since each user may like to keep her/his own preferences in file settings.ini. For security reasons, each user should also keep her/his own data files (*.mfw) in their personal folders.
Normally, the users start from an identical set of resources and time-frame, and they typically create and maintain the events of their own departments, but sometimes users share resources (such as teachers and rooms) and want to merge the files together. Network selection permits you to work simultaneously from several workstations, but you should not access Mimosa data files (.mfw) of other users directly. This can easily be prevented if the users keep their files in their own folders as stressed above.
If the users like to combine their files and share information with other users, use then the selection File|Network|Select network folder to define and/or create a folder that all users can access. Each user has to define this same folder in their workstations. When they want to share their data, they simply select File|Network|Write to network and when they like to combine data files of other users they select File|Network|Read from network.
The timing, order and the method how the incoming files are mixed with the current file can be selected by all users, and they can also exercise with a test folder to see what is the best policy to do it in their organisation. After files have been combined, all conflicting lessons (if any) are automatically removed and copied to the Clipboard. In this stage, nothing has been written on disk, and each user can either accept or reject this result and negotiate with other users.
Please note that the selection File pre-check can also be used to identify possible conflicts of the current file with other files that are going to be combined. If files are going to be combined, apply the following rules in each workstation or file:
This last rule states that if there are three users, say John, Paul and George, they should name their files john.mfw, paul.mfw and george.mfw and store them in their own disks or in their private folder on a network. This guarantees that all users have their own files in a safe place, and when they are later on combining other files with their own, they can then decide whether to overwrite it or save it with another name.
Define first the network folder (folder), which will contain the text file copies (.mxt) of the data files (.mfw) of the users, which are going to be shared among several users.
This folder is stored in a parameter file for later use, so normally you have to define it only once. In large institutions, all users or units do not have to use the same folder, but it is useful in those cases where the same resources - such as rooms and teachers - are going to be used.
For instance, your folder could have the name
The letter x: stands here for the network drive letter.
Once the folder is defined, the following commands Write to network and Read from network will utilise this folder to share data.
After a valid network folder is defined, you can store your current data file in this folder in text file format (*.mxt). If your current Mimosa file is stored on the disk with the name myfile.mfw, it is written as myfile.mxt in the network folder.
All text files (of type *.mxt) in the defined folder are added to the Mimosa data file which is currently in the memory. The files are added in their folder listing order, using the selected addition rule as described above in File|File Add.
The order of addition can be changed by moving the files on the list by using the [Up] and [Down] buttons. The order of files is saved in the settings and it is reused and combined with the list of existing files when this selection is used the next time.
The file which has the same name base as the current file is automatically removed from the list of files to be added. If your current Mimosa file is myfile.mfw, the file myfile.mxt does not exist on the list, since it is assumed that the user does not want to add the same file to itself. If you want to use myfile.mxt in addition, you will have to store your myfile.mfw with another name on disk.
Addition rules are as in the selection File|File Add:
All non-textual preferences that you have defined for your screen, reports, fonts, colours, and so on are stored in file settings.ini, which resides in the same folder you installed Mimosa. The first time you start Mimosa, this file does not exist, and the factory settings are used instead. When you exit Mimosa, your preferences and other information is stored in that file, and they are automatically re-read the next time you invoke this application.
You may need to store several variations of this file for different purposes, such as for different report settings for classes, teachers and rooms. You can create several copies (profiles) of the current file settings.ini and copy them back according to your changing needs. This selection is created for that purpose.
A profile file has the extension (.mpf) and it is a copy of the current settings.ini file. You can create as many profile files as you like.
If you install Mimosa in some other computer, it is recommended that you also copy the file settings.ini and your profile files to enable you to continue working under similar conditions.
Open opens a profile file (.mpf) from the disk and replaces your current preferences with those in the profile file. As default, there are no profile files.
Save saves a copy of your current preferences in a profile file (.mpf) for later use.
Restores all initial Mimosa settings for display and reports. If you like to revert back to previous settings, use the selections Save as and Open. Invoke Mimosa again to see all default settings in effect.
You can open and read all texts from another options file (.cfw) or extract the texts (report titles, report texts, categories, bookings, names of terms or weeks, days of weeks, time periods) of your Mimosa file (.mfw) to another options file (.cfw). This feature is useful if, for example, your school is multilingual and you want to produce reports for all pupils, but by using the same file.
With this application some files for certain languages are provided. When you have changed the texts in the Options menu, you can extract them into a separate options file for later use.
Reads the options file (.cfw) from the disk and uses the texts in that file in reports and on screen.
Extracts the texts of the current file and writes them in options file (.cfw).
Prints reports to printer or publishes web reports according to your selection.
Prints the selected report(s) to printer. You may select to publish the report on web before it is printed and use the web report as a preview for the printed version. Go to Reports page for details.
Publishes the selected report(s) on web. Mimosa creates web pages of the timetables and other reports you select and saves them on your hard disk. Later on you may like to upload them on web and link them to other web pages. Go to Reports page for details.
Publishes a set of previously published report(s) in batch mode, using the history of earlier web reports. In batch mode, all reports are published without user intervention. Go to Reports page for details.
Provides a list of installed printers, sets the default printer, and provides access to other printing options for the printer you select.