Chapter 4. Calendar

Table of Contents

Appointment Types and Access
Personal appointments and team appointments
Public appointments
Shared appointments
Show all my appointments from all calendars
Calendar - views and time ranges
List view - All time ranges
Calendar view - day range
Calendar view - work week range
Calendar view - month range
Calendar view - week range
Calendar view - custom range
Team view - day and week range
Detail view
Mini-calendar
Active view after changing the module
Defining the default view
Calendar Hover
Creating appointments
Creating new appointments in the calendar module
Creating new appointments from other modules
Creating a new appointment with Drag & Drop
Creating a new appointment from an iCal attachment
Entering data for a new appointment
Selecting participants and resources for the new appointment
Adding attachments to appointments
Checking on availability of participants and resources
Saving your entries
Discard input
Confirming appointments
Answering confirmation dialogs
Notification about appointment confirmation
Changing appointments
Editing appointments
Editing appointments via panel functions
Editing appointments by double-click or via context menu
Changing appointment titles
Editing appointments by drag-and-drop
Changing appointment confirmations
Deleting appointments
Printing appointments
Printing individual appointments
Printing lists of appointments
Moving appointments to other folders
Moving appointments via panel functions
Moving appointments via drag-and-drop
Marking appointments with flags
Marking appointments with flags
Changing flags of appointments
Removing flags from appointments
Searching for appointments
Resetting the display after a search

The Calendar module allows you to administer appointments - personal, public, and those shared by other users - as well as the corresponding data: description, start and end, participants and resources, location, etc. You can associate as many attachments as you wish with your appointments and search for specific appointments using various criteria.

Figure 4.1. The Calendar Module

The Calendar Module

Appointment Types and Access

Open-Xchange Server allows you to administer individual appointments as well as periodically recurring appointments (as appointment series). The latter is helpful, for example, for managing a regular weekly team meeting: instead of planning this meeting anew every week, you create this appointment once as an appointment series with appropriate parameters.

Since an appointment series is simply a special type of appointment, all of the following remarks apply equally to individual appointments as well as to appointment series, unless specifically stated otherwise. You can find further information about the usage of appointment series under the section called “Creating appointments” in this chapter.

Personal appointments and team appointments

If you open the Calendar module via the Calendar icon from the module bar, you will always see either your personal appointments from the Calendar folder or all of your appointments from all calendars or a team-based view (further information is available under the section called “Team Appointments”). This depends on your current configuration for this module. You will see the same when you open the Calendar folder directly via the folder tree by clicking on this folder in the folder tree.

If you have created additional calendar folders within your personal folders in order to effectively manage many appointments from different categories (see the example below), you can access the calendar folders via the folder tree.

Figure 4.2. Personal calendar folders

Personal calendar folders

Creating additional folders

The flexible folder structure of Open-Xchange Server allows you to create further calendar folders in your personal folders as well as in public or other users' shared folders - provided you have appropriate access rights. This simplifies the management of multiple different appointments. Section the section called “Folder Management” of the Settings chapter in this user's guide describes how additional folders are created within your personal folders as well as in other users' shared or public folders.

Show all my appointments from all calendars

If you activate the option Show all my appointments from all calendars, you will see not only your appointments from all personal calendar folders but also from public calendar folders. If you open a public calendar folder ore a shared calendar folder, you can only see appointments of these folder, but not appointments of your own calendar folders.

Team Appointments

When you open the Calendar module via the module bar or via any calendar folder in the folder tree, you will see either a daily or weekly layout for displaying the appointments of users who still need to be selected if the Calendar module is set to a team-based standard display in your current configuration.

Once you have selected at least one user whose appointments you want to see, the appointments of the relevant users are displayed as shown in the following example.

Figure 4.3. Displaying the appointments of team members

Displaying the appointments of team members

More information about the display of appointments in the Team view and about configuring the standard display of the Calendar module is available under the section called “Team view - day and week range” and the section called “Defining the default view” of this chapter.

Public appointments

In addition, the administrator as well as other users (provided they have suitable access rights) can create further public calendar folders for common use in the company. This improves teamwork and helps avoid duplication of data.

In order to access public calendar folders and their contents (appointments and appointment series), you expand the public folders entry in the folder tree and then click on the calendar folder that you would like to open. This activates the Calendar module and displays the appointments from the selected public calendar folder.

Figure 4.4. Public calendar folders

Public calendar folders

Opening folders via the folder tree

Since the folder tree always displays all personal folders and accessible shared folders of other users, you can quickly navigate from any folder or module of Open-Xchange Server to another folder.

Simply click on the desired folder in the folder tree: This activates the appropriate module for the selected folder - Email, Calendar, Contacts, Tasks or InfoStore - and displays the content of the selected folder.

Shared appointments

In addition to public calendar folders, all users can share their personal calendar folders with specific other users or user groups.

In order to access other users' shared appointments, expand the entry Shared Folders in the folder tree as well as the entry for the user whose calendar folder you would like to open. Afterward click on one of the calendar folders this user has shared with you. Similar to accessing public calendar folders, the Calendar module opens and displays the content of the selected calendar folder.

Figure 4.5. Shared calendar folders

Shared calendar folders

Public and shared calendar folders

Thanks to the flexible folder structure of Open-Xchange Server, you can access and/or manage appointments from public and/or other users' shared calendar folders in addition to your personal appointments. Depending on the access rights you have been granted, you can display, create, edit or delete appointments in public or other users' shared folders.

The section the section called “Public and Shared Folders” in the Settings chapter in this user's guide describes the difference between public and shared folders. It explains how public folders are created, how personal folders are shared, and how access rights are defined for other users.

Show all my appointments from all calendars

If your appointments are spread out over several calendar folders, you can use the option Show all my appointments from all calendars to display all of your appointments from all personal folders as well as all calendar folders that are accessible to you. In other users' shared calendar folders you can create only appointments in the name of the relevant user, but no appointments for yourself. Thus, you can achieve the following results:

  • If you open a personal calendar folder or one that is otherwise accessible to you, you see all of your own appointments from all personal as well as accessible calendar folders.

  • If you open another user's shared calendar folder, you do not see the appointments from this folder. Instead, you see all of your own appointments from all personal as well as accessible calendar folders.

Figure 4.6. Displaying all of your own appointments from all calendar folders

Displaying all of your own appointments from all calendar folders

Show all my appointments from all calendars

Displaying all of your own appointments from all personal calendar folders as well as from all other accessible ones is only possible in the List and Calendar views (for all time ranges). The display setting selected by you for all of your own appointments from all calendars is stored permanently - you only need to activate this option once for all calendar folders and views. More information about the different views and time ranges is available under the section called “Calendar - views and time ranges” in this chapter.