Managing appointments

Searching for appointments

By entering a search term you can find appointments in the currently open calendar folder. The search term defines the character string to be searched for.

All appointments with a title containing the search term will be found.

Example: To find appointments with the titles "Meeting" and "Team meeting", use the search term "me".

How to search for an appointment:

  1. In the folder tree select the calendar folder that you would like to scan.

  2. Select the list view or a calendar view.

  3. You search for specific appointments using the Search function from the panel section with the same name.

    Note: If the Search panel section is not displayed, click the Quick settings icon in the upper right part of the panel. Activate the search function in the pop-up menu.

  4. Enter the search term in the input field.

  5. In the Search panel section click the Search icon.

Result: The overview window switches to the list view. The list view only displays the appointments matching the search term.

How to display all appointments for the currently selected calendar folder:

  • In the Search panel section click Reset.

Editing appointments

You can edit all data entered when creating the appointment at a later time.

Note: If you want to edit an appointment in a public or shared folder you need to have the edit permission for the objects in the calendar folder.

How to edit an appointment:

  1. Display an appointment in the Detail view or select an appointment in the List view, a calendar view, or in the team view.

  2. In the Calendar panel section click Edit. The Appointment window opens.

  3. Edit the appointment data. A comprehensive description can be found in : Creating appointments.

  4. Click the Save icon in the panel. The window is closed.

Result: The appointment is modified.

If you do not want to accept the changes click on Cancel in the Window panel section.

Note: If you edit an appointment that overlaps with another appointment you might receive a conflict message. Further information can be found in : Resolving appointment conflicts.

Tip: You can also edit appointments by using the context menu or by double-clicking on an appointment.

How to edit an appointment title:

  1. Select an appointment in the calendar view.

  2. Click on the appointment title.

  3. Edit the title.

  4. Press Enter.

Editing appointments with drag & drop

In the calendar views you can perform the following actions by using drag & drop:

  • move an appointment to another day,

  • change an appointment's time,

  • change an appointment's start or end date.

How to drag an appointment to another day:

  1. Display an appointment in the calendar view Work week, Month, Week, or Custom.

  2. Move the mouse pointer over the rectangle displaying the appointment. The mouse pointer changes to a hand icon.

  3. Drag the appointment to another day in the time range or to a day in the MiniCalendar.

Result: The appointment is moved to the selected day.

Tip: To move an appointment displayed in the Day view to another day, drag the appointment to a day in the MiniCalendar.

Tip: In the Work week and Custom views you can also change the time of an appointment by dragging it to another day in the time grid.

How to change the time of an appointment:

  1. Display an appointment in the calendar view Day, Work week, or Custom.

  2. Move the mouse pointer over the rectangle displaying the appointment. The mouse pointer changes to a hand icon.

  3. Drag the appointment to another time in the time range.

Result: The appointment is moved to the selected time.

Tip: In the Work week and Custom views you can also change the day of an appointment by dragging it to another time in the time grid.

How to change the start or end date of an appointment:

  1. Display an appointment in the Work week or Custom calendar view.

  2. Move the mouse pointer to the upper or lower border of the rectangle displaying the appointment. The mouse pointer changes to a double-arrow.

  3. Drag the border up or down to another time in the time range.

Result: The start or end of the appointment is changed.

Editing an appointment series

When editing an appointment series you need to choose one of the following possibilities:

  • Changing the whole appointment series

  • Changing a single appointment of the appointment series

You can make your selection in the Edit appointment pop-up window.

How to edit a whole appointment series:

  1. Use one of the following methods described in : Editing appointments and : Editing appointments with drag & drop.

    The Edit appointment pop-up window opens.

  2. In the Edit appointment pop-up window click on Series.

Result: The changes are applied to the whole series.

Note: If there is an exception to the appointment series, the exception loses its changes and is re-integrated into the series.

How to edit a single appointment from the series:

  1. Use one of the methods described in : Editing appointments and : Editing appointments with drag & drop.

    The Edit appointment pop-up window opens.

  2. In the Edit appointment pop-up window click Appointment.

Result: An appointment exception is created. The changes are only applied to the appointment exception.

Note: If you edit the whole series afterwards, the appointment exception loses its changes and is re-integrated into the series.

Note: If you use drag & drop to move an appointment of the series to another day, you can only change the single appointment from the series. The Edit appointment pop-up window shows the following message:

If you change the date of this appointment an appointment exception is created for the series. Do you want to continue?

To create an appointment exception click Continue. To cancel the action click Cancel.

Printing appointments

There are the following possibilities for printing appointments:

  • Printing a list of appointments

  • Printing an appointment's data

  • Printing a calendar sheet with appointments

How to print a list of appointments:

  1. Select the List view in the panel.

  2. Select a time range in the panel.

  3. Select the appointments to be printed:

    • If you want to print only part of the appointments in the List view, select the appointments to be printed.

    • If you want to print all of the appointments in the List view, either select all appointments or none.

  4. In the Calendar panel section click Print. A new window with the print preview and the Print system window will open.

  5. If required change the print settings in the system window.

  6. In the system window click Print.

Result: The appointments list is printed.

How to print the data for an appointment:

  1. Open an appointment in the Detail view.

  2. In the Calendar panel section click Print. A new window with the print preview and the Print system window will open.

  3. If required change the print settings in the system window.

  4. In the system window click Print.

Result: The data for the appointment is printed.

How to print a calendar sheet:

  1. Open the Month, Week, or Work Week calendar view.

  2. Click on Print in the Calendar panel section. A new window with the print preview and the Print system window open.

  3. If required, you can change the print settings in the system window.

  4. Click on Print in the system window.

Result: The pre-set calendar view will be printed.

Moving appointments to another folder

The following possibilities exist for moving appointments to another folder:

  • With the panel function

  • With drag & drop

Note: When moving appointments from a source to a target folder you need to have the following permissions:

  • Delete permission for the objects in the source folder

  • Folder permission for creating objects in the target folder

How to move appointments by using the panel function:

  1. Select one or several appointments in the List view or in a calendar view.

  2. In the Calendar panel section click on Move. The Select folder window will open.

  3. Click on a calendar folder in the Select folder window. You can only click on folders that you can move appointments to.

Result: The appointments are moved.

How to move appointments with drag & drop:

  1. Select one or several appointments in the List view or in a calendar view.

  2. Drag a selected appointment to a calendar folder. An icon next to the mouse pointer indicates the following:

    • When dragging to a valid target a green tick is displayed.

    • When dragging to an invalid target a red prohibit icon is displayed.

  3. Release the mouse button over the target folder.

Result: The appointments are moved.

Marking appointments with flags

Flags are colored labels for marking appointments. You can decide upon the meaning of the individual colors. The flags are displayed as follows:

  • In the List view in the last column

  • In the Detail view on the right side next to the tabs

  • In the Calendar views on the right side next to the appointment titles

How to mark appointments with flags:

  1. Open an appointment in the Detail view or select one or several appointments in the List view or in a calendar view.

  2. In the Flags panel section click on any flag except the first one.

Result: The selected appointments are marked with flags.

How to delete flags:

  1. Open an appointment that is marked with a flag in the Detail view or select appointments marked with flags in the List view or in a calendar view.

  2. Click on the first flag in the Flags panel section.

Result: The flags are deleted.

Deleting appointments

Warning: Deleted appointments can not be restored. Prior to deleting an appointment make sure you no longer need the appointment.

Note: If you want to delete an appointment in a public or shared folder you need to have delete permission for the objects in these calendar folders.

How to delete one or several appointments:

  1. Open an appointment in the Detail view or select one or several appointments in the List view or in a calendar view or in the day time range of the team view.

  2. In the Calendar panel section click Delete. The Delete appointment window will open.

  3. If you are sure you want to delete the appointments click Yes.

Result: The appointments are deleted. All participants will receive an E-Mail notification about the deletion of the appointment.

Tip: In the List view or in a calendar view you can also delete appointments by using the context menu or the <del> key.