You can use the Event editor to create or edit items on your Calendar. For simplicity these items are called events in the WorldClient theme and appointments in the Pro theme, even though they may technically be individual appointments, meetings with multiple attendees, or an all day event without a specific time or location, such as a birthday or holiday. Further, events can be designated as either public or private. Public events can be seen by everyone who has the sharing right to view your calendar. Private events can only be seen by you. You can customize several aspects of your calendar's layout and features from the Calendar settings.
Adding an Event to the Calendar
Public and private events are both created in exactly the same manner. You will designate the event as public or private during the event creation process.
To add an event to a calendar:
1.Click Calendar to view your default calendar, or select a calendar folder in the Folder List.
2.Click New Event, or double-click a day or time slot in the Day, Week, or Month view of the calendar.
3.If you have more than one calendar, use the Calendar drop-down list to choose the calendar for the event.
4.Enter a Subject for the event. The subject is used as the title of the event in event listings, and it is required before you can save the event. All other event fields except date and time are optional.
5.Specify the event's Start Date, Start Time, End Date, and End Time. If the event is an all day event without a specific start or end time, such as a birthday or holiday, then check the All Day box instead.
6.Add the event's Location. This is optional.
7.If you would like to be reminded of the event, use the Reminder drop-down list to choose how far in advance of the event you would like the reminder. Click Add Reminder if you would like more than one reminder.
8.Use the drop-down list to select a Priority level for the event: Low, Normal, or High.
9.In the Show As drop-down, choose: Busy, Free, Tentative, or Out of Office. This determines how the event's time slot will appear on the Scheduling page to other users.
10.Use the Notes area to specify any other details or information you wish to include about the event.
11.Use the Categories field to assign one or more categories to the event. Click Add categories to choose them from your list, or Edit categories to manage your list of categories.
12.Check the Private box if you do not want anyone else to be able to see the details of the event. Users with access to your calendar folder can see that there is a private event scheduled, but they cannot see any of the event's details.
13.Use the Attendees tab if you wish to add or invite other attendees to the event or meeting. You can use the Scheduling Assistant feature to help you add attendees and avoid scheduling conflicts.
14.Use the Recurrence tab if you wish to make this a recurring event. Choose a Recurrence pattern (daily, weekly, monthly, or yearly), and you will be given a list of other options related to your choice. Then use the Range of recurrence options to choose No end date, End after a number of occurrences, or End by date. To stop the event from recurring, click Remove Recurrence.
15.Use the Attachments tab if you wish to attach files to the event.
16.When you are finished, click Save.
Attendees
If you wish to add or invite attendees when creating an event, click the Attendees tab.
For each attendee you would like to add:
1.Type the attendee's email address into the Add attendee email... box and click Add, click Add From Contacts to add the attendee from your address book, or click Scheduling Assistant to add the attendees.
2.Choose whether the attendee is Required, Optional, or a Resource.
3.By default an invitation is sent to each attendee you add. Click the invite icon next to the attendee (Won't send invite) if you do not want a meeting invitation to be sent to the attendee.
4.When you are finished adding attendees, click Save.
The Response column shows each attendee's reply to the invitation.
Editing a Recurring Event
When you open or right-click an occurrence of a recurring event, choose Edit This Occurrence to change only that occurrence, or Edit Series to change all of them. Attendees can only be changed for the whole series, so when you edit a single occurrence the Attendees tab is read-only and the Scheduling Assistant isn't available.
Sending an Event as an Attachment
To send an event to someone in a message, right-click it on the calendar and choose Send as Attachment. You can also choose it from the event's preview. In the WorldClient theme you can select several events and click Send as Attachment on the toolbar; each event opens in its own new message. In the Pro theme, click the event and then click Send in its preview. The event is attached to the message as an iCal (.ics) file that the recipient can add to their own calendar.
Importing/Exporting Calendar Data
You can import and export events using .ics or .csv files. Use Import Events or Export Events on the calendar's More actions menu, or the import and export options in the Folders settings.
See Also
