The upper button bar displayed when the Calendar is accessed gives access to the following options:
- New event - creates a new event. To create an event in a certain day, either select it first using the calendar displayed in the lower left corner. Use the left and right arrows to change months of the current year and the double right and left arrows to change the year.
- Today - when hit, it marks the current day events
- Day view - displays the events for one day at a time
- Work-week view - displays work days, Monday to Friday
- Week view - displays the entire week
- Month view - displays the events for the whole month
- List view - displays the existing list of events.
Creating a New Event
When creating a new event, you have to first type a Subject (required) and then a location, specifying where the event takes place. You can either create an event that lasts throughout the day by checking the All day event option, or you can specify limits for the new event. To do so, click the date and time selection boxes for both the Start and End date of your event.
Should you like to be prompted that a certain event is about to start, check the Reminder box and set your desired time interval. You can also use the available text field to type in any details or explanations regarding your current event. Set the events transparency to "Busy" or "Free" using the drop-down menu in the “Show time as” section. This option will affect the resource availability displayed in the Free/Busy tab. More information is available below on this page.
To save your event, press the Save & Close button. To abort configuring the event, hit Cancel. To define a repeating scenario, hit Recurrence and use the Invite button to invite others to attend the event you are creating.
Existing events can be edited at any given later date. To do so, select the desired entry by double-clicking it, regardless of the selected view type. After making the needed alterations, hit the Save & Close button. If the entry you want to edit is a recurring event, you will be asked whether you want to edit the entire series or only a single instance (occurrence) of the event:
NOTE: This option is not available while in the list view.
.png){kind=small}
Setting the Recurrence
When hitting the Recurrence button, a pop-up window displays the available options. You can set a start and end time for the event by clicking the respective selection boxes. Thus, the Duration of your event will be automatically set.
Click the Start selection box to select the starting date of the recurrence. You can choose to have the event repeated incessantly by checking the No end date option or the event can stop occurring after a number of occurrences (check the End after x occurrences option) or by a certain date (select the End by... option).
You can set the event to o be repeated on a daily, weekly, monthly or yearly bases, according to a defined Recurrence pattern. Depending on the Recurrence pattern you select, you can access more detailed options:
-
Daily - you can have the event repeated every weekday by checking the corresponding option, Every weekday, or you can have it repeated every 2,3, x days by checking the corresponding option.
- Weekly - you can check a certain day(Monday to Sunday) of every 1/2/etc week(s) for the recurrence
- Monthly - You can specify a certain day of every month (e.g. 25th of every month or every 2 months), or select from the other available options: first/second/third/fourth/last - day/weekday/weekend day/Sunday/Monday etc. of every 1/2/etc months. For example, you can set an event that occurs on the first weekday of every other month.
Important! As the number of days differs depending on the month, if you set an event for the 31st, it will be scheduled in the last day of each month with 30 days.
- Yearly - You can set the event to occur on a certain date of a certain month (e.g. January 25th) or you can select from the other available options: first/second/third/fourth/last - day/weekday/weekend day/Sunday/Monday etc. of every January/February/etc months. For example, you can set a seminar attendance event for each first weekend day of every March.
Finally, set the Range of recurrence for your event. Click the Start selection box to select a date. The event can be repeated incessantly if you choose the No end date option. Alternately, you can have it ended after a number of instances, by checking the End after x occurrences option and setting the desired number of repeats, or set an End by date and selecting the desired end date by clicking the respective selection box.
When you are done setting the event recurrence, hit OK. To abort the recurrence, hit Cancel. For already defined recurrence details, hit Remove Recurrence to prevent the event from repeating.
Inviting Attendees
When hitting the Invite Attendees button, a new text field and a To button are added in the upper side of the event editing window. If you want to abort inviting process, press the Cancel Invitation button that replaces the initial Invite Attendees option.
You can either type the email addresses of the persons you want to invite at the event, or you can access your existing contacts by hitting the To button. When accessing your contacts using the To button, a new pop-up window appears, allowing you to choose which contacts to display in the left hand pane, as shown below. Available options are 'All contacts', 'My contacts', 'Public contacts' and 'Domain contacts'.
Select the email address of the contact you want to invite with a mouse click, then press the To button. To select several contacts, press Ctrl on your keyboard. To delete a contact from the list of attendees to be invited, click their email address in the right hand pane and press Delete on your keyboard. When you are done selecting attendees, press OK to have the email invitations sent to them. To discard the inviting process, hit Cancel.
Attendees will then receive an invitation email in their Inboxes, prompting them to take action:
To view the details of the event they are invited to attend, users need to click on "open details". The available options are to Accept the meeting, to accept it without guaranteeing attendance - Tentative, Reject it, or Propose a change in the event details.
When an attendee takes a certain action, other than Propose, the organizer receives a notification email that requires no further action to be taken.
If, on the other hand, the invited attendees have proposed changes to the event, the organizer will receive an email prompting him/her to take action. The available options are Accept/Reject changes or Propose a new modification of the event specifics.
.png)
When inviting others to take part in a certain event, the event editing window will also be modified. A new tab called attendees will be added, showing the course of action taken by those invited. The available status options are 'Accepted', 'Declined', 'Tentative' and 'need action'.
.png)
In the Free/Busy tab the attendee availability is displayed IF the user editing the event has the 'Read Free/Busy status' permission on the attendee's mailbox. This feature is available only in the WebMail interface.
When an attendee takes a certain action, other than Propose, the organizer receives a notification email that requires no further action to be taken.
When dealing with proposed changes, attendees have one more option, Tentative, which gives them the possibility to accept the changes partially, without guaranteeing thy will actually take part in the event.
Important! If participants to a certain event take different actions when changes are proposed (i.e. some accept them, while others reject them), the organizer has the final say.
When inviting others to take part in a certain event, the event editing window will also be modified. A new tab called attendees will be added, showing the course of action taken by those invited. The available status options are 'Accepted', 'Declined', 'Tentative' and 'need action'.
Reminder options
If you have chosen to be reminded of a certain event, at the specified time, a pop-up will appear at the given time and date. If no action is taken, it will reappear each time the WebMail interface is automatically refreshed. Hence, it depends on the refresh settings configured in the WebMail Data page. Alternatively, you can have the reminder postponed using the available snooze options, by choosing a repeat interval in the corresponding drop-down menu and by hitting the Snooze button.Important! If the auto-refresh option is disabled, reminders will not function.
If you want to see the details of an event you are reminded of, press the Open Item button. To dismiss a certain task, select it and press the Dismiss button. Use the Dismiss All button to discard all pending events.
Important! Further settings that determine Calendar behavior need to be set on the WebMail Data page. Each user needs to set the correct Time Zone and the Week start date in order to have deadlines and start times displayed correctly in their Calendar.