Mimosa Scheduling

Software

Tutorial for beginners

Mimosa Software Ltd. 2017

www.mimosasoftware.com
About this tutorial

This slideset contains the basic features of Mimosa
Scheduling Software (including also trial versions)

It is intended to be used as a starting tutorial
without going into technical details, which can be
found from the help pages

Mimosa help documents can be found at:
www.mimosasoftware.com/help
(help start page)
www.mimosasoftware.com/help/mimosa_help-file.htm
(all pages as .htm file)
www.mimosasoftware.com/help/mimosa_help-file.htm
(all pages as .pdf document)

28-Mar-17 Mimosa Software Ltd. 2017 Page 2

What you get from Mimosa?

Various types of schedules
of all of your resources
plus up to nine fully
configurable useful reports
and statistics for web and
printer

Export the schedules to
your own calendars and
mobile device

Export, import and add
Mimosa data across other
applications with Clipboard
and text files

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Mimosa is famous of the following:

It is the solution to your scheduling challenges, however
complex they may be.

It is already helping people to produce timetables in thousands
of schools and universities in over 80 countries.

It has an easy-to-use point-and-click user interface that
actively prevents you from making mistakes.

It contains built-in tools for schedule optimization, automatic
allocation of resources, load-balancing, etc. to help you create
better schedules and faster.

It produces customizable timetables and calendar feeds for use
from web, mobile or desktop applications.

It is easily integrated with other applications and management
systems.

It has a one-time purchase price that includes free software
upgrades and free support, forever.

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Mimosa is widely used

Used in all school types, form kindergartens to universities

Used in companies, organisations and conferences

Used in over 80 countries, on all continents

School types: Adult education centres, Art schools, Aviation institutions, Boarding
schools, Business schools, Charter schools, Christian schools, Colleges, Commercial
institutes, Comprehensive schools, Conferences, Dental schools, Departments of
corrections, Elementary schools, Factories, Health care organisations, High schools, Hotel
and culinary institutes, Institutes for arts and handicrafts, Intermediate schools,
International schools, Islamic schools, Junior high schools, Kindergarten, Marine training
facilities, Military institutions, Naval institutions, Nursery schools, Police academies,
Polytechnic institutes, Pharmaceutical schools, Preparatory schools, Primary schools,
Private schools, Public schools, Rehabilitation centres, Religious schools, Retail stores,
School boards, Schools of agriculture, Schools of early childhood, Secondary schools,
Seminars, Sports colleges, Steiner and Waldorf schools, Technical instiutes, TV stations,
Universities, Veterinary schools, Vocational schools, Vocational universities,...

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Three ways to learn to use Mimosa

When you first time

click the workspace in
Mimosa, you will see
the three ways:

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Create your own file in few steps
 On the following pages you are instructed to create timetables
based on a couple of resources and events
 This small example does not represent a real school, but it
gives you a quick view how Mimosa works
 Since Mimosa is used in many different kind of schools,
universities and companies, it probably has much more
features and tools than you think you need at the moment
 The 4 sample files based of this example were automatically
installed along with Mimosa (in data subfolder). You can open
them by selecting File|Open a sample file:

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What are Resources?

You create timetables for your resources. In schools and
universities resources are, in most cases, teachers, rooms and
students or fixed sets of students (=groups or classes)

You can define in Options|Categories whatever resources
you like and, with the help of resource categories, you can give
names and shortcuts for each type of resource you create.

Resources for
group
timetables

Resources for
personalised
timetables

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What are Events?

Events are sets of activities that connect one or more
resources to be present at same specific times in the timetable.
Events may also contain from one to 240 resources. In most
cases, an event is a course.

In schools and universities, events are typically sets of lectures
on a particular subject that require the presence of a teacher, a
group of students and a room but they may also be used to
schedule exams, meetings, planned absences or any other
events requiring the availability of one or several resources in
the same time.

Simple examples of event structures:
One group, teacher and room
Two groups, one teacher and room (combined groups)
One group, two teachers and rooms (split group)

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How to redefine resource names?

You can redefine up to seven resource types and event types
(or categories) in selection Options|Categories

For the current example, we recommend you keep the default
categories and their names changing them afterwards do not
change the resources or events

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Four Mimosa views

Mimosa has four views, and one of them is in turn activated

All views access the same data, but from a different angle

You can change the view anytime by clicking the appropriate
icon on top of the screen

Mimosa views are: Resources view, Events view, Weeks view
and Timetables view

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Step 1 Invoke Mimosa and get started!

Invoke Mimosa Scheduling Software

Select File|New from the menu
 You are prompted to select a file containing default settings
and captions in pre-defined languages

Select the file or skip the selection with the [Cancel] button
(you can change your preferences anytime later on)
 Next you are prompted to change your options

Skip this selection with the [Cancel] button
 Now you are ready to start to enter your own data!

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Step 2 - Your first resource

By default, you have activated Resources view

Click the [+] button on top left to create your first resource

Enter the Code, Name and select its Resource category

For instance, type Form-A as the code, Group Form-A as
the name and check that G:Groups is selected as its category

Click [OK] button to accept your input

Here you enter the

Code, Name and the
Category for each
resource

Click this [+] button

to add new resources

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Step 3 - Create more resources

You have now created your first Resource in Resources view!
(Resources are the name for the things you are going to create
timetables for, such as teachers, students, rooms etc.)

Add next more resources with the [+] button - for instance, 2
more groups, 3 teachers and 3 rooms and remember to select
an appropriate category for them

Later on you will learn the meanings of columns *, PLANNED,
ALLOCATED, SCHEDULED and LINKS

List of resources you

have created, sorted
by the Category (*)
and Code

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Step 4 - Create your first event

Click the Events icon on top to activate Events view (Events
connect your resources together)

Click the [+] button on top left to create your first event

Enter the Code, Name and Category plus the number of
times this event will take place in PLANNED field

This event has:

Code = Mathematics
Name = Basic mathematics
PLANNED Category = Basic
PLANNED = 6 (periods)
(No resources selected)

Use this button to add

Resources you Resources you
resources to event
HAVE selected CAN select

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Step 5 Connect resources

Suppose your event is course where teacher Brown teaches
the group Form-A in the room 123

Select the resources you need from the box on the RIGHT:
1) Click each resource in turn and then click [Add], or
2) Keep [Ctrl] down, click resources one by one and click [Add]

Accept the result by clicking [OK]

This event is now complete: you

have selected also the resources
which are attached to this event

This event is now ready to be

scheduled to the timetables of
its resources in Timetables view

Resources you
have selected
Use these buttons to add,
remove or swap resources

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Step 6 Add some more events

In a similar way, create other events consisting of one group,
teacher and room

Explanations for the other columns in this view:
 * is a shortcut for the event category (you can edit your
categories in selection Options|Categories)
 PLANNED: maximum number of periods you have entered
 ALLOCATED: periods allocated to weeks (in one week case, all
periods are automatically allocated to this week)
 SCHEDULED: the number of scheduled periods (zero at start)
 LINKS: the number of resources attached to this event

When you click an item on

the list, the tooltip displays
the list of resources
attached to this event

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Step 7 Look at resources!

Click again the Resources icon on top to activate it

The information you entered in events is now shown from a
different angle, and the values in the columns PLANNED,
ALLOCATED, SCHEDULED and LINKS are automatically
calculated on the basis of the information you entered in
Events view

Resources and Events views are very similar and they both
mirror the same data

With this information you can already create timetables!

When you click an

item on the list, the
tooltip displays the
events having this
resource attached

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Step 8 Start scheduling!

Click now the Timetables icon on top
You will next see Green check-marks which indicate the slots
where you can schedule

)
[Double-click] an empty slot to schedule a period in it (

[Double-click] a slot with a scheduled event to unschedule it
 When all periods are scheduled, check-marks ( ) disappear

Press next the [F3] key to find other events to schedule or
change the timetable you want to schedule next

Press [F3] or click

this button to find
other events to
schedule [Double-click] [Double-click]
to schedule to unschedule

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Step 9 Unavailable slots
Since several events use the same resources, scheduling to all
slots is not possible these have a red no entry symbol
 Double-click this slot to find out why you cannot schedule

Select slot(s) and type [SPACE] to set or remove bookings
(bookings prevent scheduling of events to specific slots)

Select here the timetable

you want to schedule next

Double-click the cells to

schedule/remove periods

Type [SPACE] to set

or remove bookings

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Step 10 More events and colours

You may like to create more events having different structures,
representing other cases, such as exams, meetings and so on

You may like to set colours to your events and/or resources to
better highlight them on screen or in published timetables

If you have several weeks or terms, you can use the tools of
Weeks view to distribute or allocate the periods of events to
several weeks and reuse them several times

Print or publish button Colours button

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Weeks view (1)

This view is required, if you maintain schedules for two or more
weeks

The layout in Weeks view is analogous with a spreadsheet
(Excel) table: (Rows = Events, Columns = Weeks or terms)

In Weeks view you can reuse the same event many times on
several weeks and have a better picture about events, their
order and distribution of their periods by resources

Alternatively, you can also copy from your Mimosa file weekly
Mimosa files

Select the number of weeks in Options|Limits or click the grid
on the week you want to select

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Weeks view (2)

Basic operations:

[Double-click]: This selection displays/hides the the weekly sums
of periods for the resources of the current event; it enables you
to control that none of the resources will be overloaded

Copy by columns: Use Edit|Copy week and Edit|Paste week
or Edit|Paste week Special selections if some weeks are
similar with others so that copying them across weeks can
reduce your workload

Copy the whole table: Use Edit|Copy on the Clipboard and
Edit|Paste from the Clipboard selections if you want to
transfer the table to a spreadsheet application and back

Use the Insert, Delete, Split selections in Edit menu to
manage the columns in this table when necessary

You can also Edit the event structure in this view by typing
the [F2] key; you do not need to switch to Events view

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Weeks view (3)

[Double-click] the grid to show/hide the

total number of periods by resources

Weeks view lets you control how the

periods are allocated to weeks (or terms)
before they are scheduled.

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Examples of events

The structures of events or courses create the core of the
scheduling information in Mimosa

Each environment requires different kind of events and you
may need to use several of them

Mimosa is very flexible and it allows you to create complex
event structures easily and you can use the same event
concept for courses, exams, meetings and room bookings

Each event can consist of up to 240 resources you can select
from the currently available list of resources

In the following pages you can various examples of events that
have been created and used with Mimosa

If Mimosa is used only for room reservations, each event
consists of one room, but in practice the event structures are
variable and more complicated

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Typical examples of events
Example 1: A simple example of a typical school Example 2: Teacher is teaching students from
course (one class/group, teacher and room): two classes/groups at the same time:

Example 3: Students of one class/group are Example 4: Students of two classes/groups are
split for two teachers: split for three teachers:

If a class/group is split for two events and they are run concurrently, they
should be combined in a same event, containing all resources they require:

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More examples of events
Example 5: Personalised teaching for six Example 6: An example of a meeting event
students by one teacher: (requiring one room and two or more teachers):

Example 7: Conference presentations or Example 8: Music/theatre rehearsals constitute

sessions can also be interpreted as events: also events:

Typically conference attendees can act in up in In music rehearsals, also instruments and other needed
different roles which you can attach in Events equipment can be included as resources and scheduled.
view (Edit|Manage roles)

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Parallel events - example

If you must mix students from many

classes (groups) with many teachers,
create a table which describes all the
simultaneous selections as shown on top
right

Select all resources from the first
column and top titles (of the matrix on
top right) and add them to create the
event for Mimosa

You can change their order with arrow
keys to show them in a meaningful and
informative order in timetables

You may alternatively insert subjects to
underline the content of each group
Both event structures have the same information, but
the appropriate order of the resources on reports
improves readability

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Event sections

Sometimes events consist of different sections, each requiring slightly
different set of resources.

If you include all resources in all events, even when some are only
needed occasionally, it will prevent using any of them in other events
even though some would actually be available.

In this case you can use Edit|Split tool in Events view

In this example the event

English course is split
into five separate Mimosa
events, to represent the
different sets of resources it
requires during its lifetime.

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Timetables or schedules

A timetable is a mapping of events (and hence its resources)
in a scheduling context to calendar time so that each resource
is required by only one event at any single point in time.

In other words, the same resource is not allowed to be
scheduled in the same time. Mimosa creates, publishes and
prints timetables in several formats for each resource and does
not allow clashes.

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Some Mimosa features not covered:

You can import all data from your spreadsheet application

You can create over 8,000 resources and events

Each of your events can contain up to 240 resources

You can manage timetables of up to 255 weeks in the same file

You can define any kind of events, such as exams, meetings, split
and merged groups, meetings, student sets and so on

You can publish and/or print your timetables and other data and
copy results to your spreadsheet application

You can export the timetables to other calendar applications and
mobile devices

You can create all or selected sections of your timetables
automatically and let Mimosa create compact timetables

You can define all your parameters in Options menu selection

You can merge Mimosa files with other users

You can import/export your data in text format
Most of these topics are explained in the following pages

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Dependencies of items in timetables

The main task of Mimosa is to create and print or publish
timetables for classes, teachers, students and rooms (or other
resources user has chosen)

To create timetables, you must first know the required number
of periods for each event

To construct events, you must have the resources available
and then pick those which are connected to them

The various views in Mimosa have their own roles, but they
always access the same data from a different angle

You can switch to any view in any order and you do not have
to complete the data in a view before proceeding to next view

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Creating timetables is art and science

Creating timetables is like solving a puzzle

The advantages of using Mimosa:
You do not have to fear of making mistakes (such as conflicts)
You schedule automatically, manually and mix both approaches
You can get the reports you like
You can undo/redo your changes in timetables
You can have alternative solutions always at hand
You will see root causes of restrictions and scheduling problems
You can keep track on all events you enter

Whatever method or software you are using
Outsiders cannot usually finalise working timetables for you
Technically the best solution does not always work in practice
You must be prepared for accidental changes
You have to know the environment and also the persons who will
use their timetables

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Timetabling challenge

Several events using the same resources must be able to

schedule in timetables so that
Teaching requirements are met
Timetables do not contain any conflicts
Timetables are usable - for instance
Gaps in timetables are minimised
Weekly teaching load is balanced for each resource
Block lengths for each event are appropriate
Event prerequistities are taken into account
Blocked areas (bookings) in timetables are not used
Personal requirements are taken into account

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Get data into Mimosa easily

The easiest way to get data into Mimosa is to use Clipboard
and your spreadsheet application (such as Excel)

Mimosa has in Edit menu the selections: Paste from the
Clipboard and Copy to the Clipboard

Every view has their own selections in Edit menu to Copy and
Paste data and you can generate about 40 different reports
with the help of Edit|Copy to Clipboard command

Tools menu has also Clipboard selections for time-saving tasks
used in companion with a spreadsheet application

You can also use the buttons Copy and Paste in many Mimosa
dialogs to copy contents to and from the Clipboard

Selections File|File Import, File|Export and File|File Add
can be used to import, export and merge data in text format
and to enable use Mimosa in a network of several users

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With the Clipboard you can:

Input data from other applications (such as spreadsheets):
 Resources,
 Events,
 Event collections,
 Weekly allocated periods
 Scheduled timetables

Create your own reports, print, graphics, integrate the data
with other applications and spreadheets

Reorganise and remap your codes

With the Clipboard you can increase your productivity!

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Resources view

[Double-click] to show/hide the

events using the current resource

Once resources have been

created, you can use them
also in upcoming years

28-Mar-17 Mimosa Software Ltd. 2017 Page 37

Resources view

Input the resources (in schools classes, teachers, students,
rooms and equipment) you are going to create timetables for

Select Edit|New resource, click the [+] button or type the
[Insert] button to add a new resource

Input a descriptive code (up to 15 characters) along with the
name (up to 200 characters) and select the appropriate
category for that (such as teacher, group, room etc.)

Use Edit|Edit resource or [Enter] or [F2] key to edit and
Edit|Delete or [Delete] key to delete an existing resource

The resources are by default sorted according to their category
and code

To change the sorting order, click the title line or select Sort
commands in Tools menu

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Events view

[Double-click] to show/hide the

resources attached to current event

Creating events is a task where you

attach specific resources to a specific
activity (typically event is a course)

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Events

Events and their list of resources are the core elements in
Mimosa and they define the resulting timetables

After you have created (at least some of) the resources, you
can start creating events; events synchronises the schedules of
each connected resource

Select Edit|New event, click the [+] button or type [Insert]
to add a new event

Input a descriptive code (up to 15 characters) along with the
name (up to 200 characters) and select the appropriate
category for that event (basic, advanced, meeting etc.)

Input also the maximum number of periods in PLANNED and
create a list of resources for the event (=collection)

Use Edit|Edit event or [Enter] or [F2] key to change and
Edit|Delete or [Delete] key to delete an existing event

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Events (New/Edit)

Use these buttons to move

Select the number of periods for
resources across lists or double-
each event (=PLANNED).
click them. Resources on the left
This is the maximum number of
are those you already have
times this event will appear in
selected. Resources on the right
timetables (and it can larger than
are those you have not selected.
needed)

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Timetables view

In this view you solve the timetable

puzzle manually by double-clicking the
cells on the top left timetable. Mimosa
shows what is possible and what not.

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Timetables

Double-click is the most important tool to edit timetables;
right-click to show the most important tools in the current
connection

Create your first timetables manually, since
the tools in Tools|Optimise do not necessarily guarantee that
all lessons go exactly into the slots as you are thinking
in many schools at least some of the lessons and bookings
must be placed in specific slots

If you think that the cells are loaded with too much
information, select View|Cell display options to turn some
of the selections off; you might turn them on later again

Mimosa takes care of the most difficult tasks while
preventing them and even allows you to Undo/Redo your
previous operations on the timetable

Use [F3] key to find the next unassigned timetable or use
the drop-down boxes in navigation

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Timetables view samples of symbols

The green OK indicates that you can

schedule a lecture into this cell
The number [-x] indicates how many
tables prevent scheduling or how many
gaps you can eliminate, respectively

The red Stop sign indicates you

cannot schedule a lecture here

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Timetables: workflow

If your file consists of several weeks, complete the first week
and consider to copy as much as possible of your work from a
completed week to upcoming weeks
1. Go to Weeks view
2. Click the grid on the week you copy content from
3. Select Edit|Copy week
4. Click the grid on the week you want to copy content to
5. Select Edit|Paste week or Edit|Paste week Special...
depending on the content you want to copy

Click [Ctrl+U] to lock events you do not want to change

Double-click on the grid to see how periods are distributed
across resources

Right-click to show a pop-up menu of the most important
actions

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Timetables - summary

It is important that you now know the main tools how to edit
Timetables effectively, but they are often learnt automatically
just by clicking the timetable cells on top left

You also now know that you do not have to keep track about
the conflicts and the right number of periods

You are the timetabler and Mimosa is your humble slave

You can use the selection Tools|Optimise to perform some of
your tasks automatically

It is a good hint to save your work at several stages on disk
(especially if you want to test dramatic changes); you can also
save alternative variations of your final solution

You can use Edit|Undo and Edit|Redo selections to go regret
what you have done

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Event info

Click [Ctrl+H] to activate the Event info window to view and edit
events in all views

The root of the tree shown is on the active event or resource

Click Edit? to edit the active item

Double-click any item on the tree to expand or collapse its branches

Click an item on the tree and click

Select to edit its content

Click Back to go to previous
selection

Click Previous or Next to select
previous or next resource or
event from the list

Click Copy to copy the tree
contents to the Clipboard

No need to go to Events or
Resources views when edit them
instantly

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Make and cancel bookings

You can set bookings in timetables and weeks to prevent

allocating and scheduling periods in protected areas
1. Bookings in timetables: select the area in Timetables view
and type [SPACE] (or use the Edit menu selections)
2. Bookings in timetables: select the cell in Weeks view and
type [SPACE] (or use the Edit menu selections)
3. Set/remove bookings in several timetables at once: select
Options|Limits, select the area in the timetable grid and
click Make/Cancel bookings button
4. Copy bookings across weeks: go to Weeks view, select
Edit|Copy week on the source week, click target week and
select Edit|Paste week special|Bookings to this week or
Bookings to remaining weeks
5. In Tools|Show timetables you can also copy bookings
across weeks

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Mimosa enables team work

Several (up to 255) users can combine (or merge) their

Mimosa files and process them simultaneously; all networks
support this feature (File|Network)

The same task can be done incrementally in File|File Add

When files are combined, Mimosa automatically removes the
conflicting events from the resulting file
I will leave
I will
Wish II
Wish my
leave my
could say
could say bookmark
bookmark
the last
the last Write to in this
in this
word...
word... network file...
file...

Read from
network

28-Mar-17 Mimosa Software Ltd. 2017 Page 49

Using of the Clipboard

Commands Edit|Copy to the Clipboard and Edit|Paste from the
Clipboard are useful time-saving tools to move data between Mimosa
and other Windows applications:

Copy to the
Clipboard

Paste from
the Clipboard

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Example: Add events from the Clipboard

Events must be added in two steps (event titles and event resources),
by using the selections:
1. Edit|Paste from the Clipboard|Codes, names, categories and PLANNED
2. Edit|Paste from the Clipboard|Replace event resources

2. Then 1. First
add event add
resources events

28-Mar-17 Mimosa Software Ltd. 2017 Page 51

Hints about reports and publishing

Use Reports 3 and 6 in File|Print to print/publish timetables

Report formatting styles vary a lot by school, but there are
several ways to change the output parameters; you can
maintain profile files of your selections in File|Profile

Add your web timetables to your schools website

Study also the Clipboard selections, since they give more
flexibility to format the output and to paste them into
existing documents

With readable and up-to-date timetables you will gain a lot
of recognition and admiration among your students and
colleagues!

28-Mar-17 Mimosa Software Ltd. 2017 Page 52

These pages cover only the most basic tools of Mimosa.
For detailed information, download the 260+ page
mimosa_help_file.pdf at

www.mimosasoftware.com/mimosa_help_file.pdf

Mimosa Software Ltd.

www.mimosasoftware.com
info@mimosasoftware.com