Calendar

Creating Appointments

7.4.1. Creating new appointments

In order to create a new appointment, you have the following options:

How to create a new appointment:

  1. Open a calendar folder in the folder tree.

    Note: Open a calendar folder for which you have the appropriate permissions to create appointments. If selecting a shared calendar folder, you are asked where to create the appointment:

    • If you create the appointment on behalf of the owner, the appointment is created in the owner's shared calendar folder.

    • If you invite the owner to the appointment though, the appointment is saved in your calendar folder.

  2. Click on New in the tool bar.

  3. Enter a subject. If required, enter the location and a description.

    If you want to create the appointment in another calendar folder, click on the folder name next to Calendar at the top. Select a calendar folder.

  4. Set the start and end date of the appointment. For all day appointments, activate All day.

    In order to display the time in different timezones, click on the timezone button next to the time. You can set frequently used timezones as favourites in the calendar settings.

  5. To get an appointment reminder, select a setting in Reminder.

  6. You can use additional functions: create recurrence, add other participants or resources, set the availability, assign colours, add attachments.

  7. Click on Create.

Tip: Alternatively, you can use one of the following methods:

  • Select one of the calendar views (Day, Work week, Week or Month). In order to display a specific time range, click on the date above the calendar sheet. In the calendar sheet double-click on a free area or drag open an area ranging from the beginning to the end of the new appointment.

  • In order to create an all day appointment, you have the following options:

    • Select one of the calendar views Day, Work week, Week. Double-click a free area above the calendar sheet.

    • Select one of the calendar views Work week or Week. Click on a day above the calendar sheet.

How to use additional functions when creating appointments:

  1. To create a recurring appointment, activate Repeat. The current repetition parameters are displayed.

    To set the repetition parameters, click on the value. Examples can be found in the Calendar questions and answers.

    To hide the repetition parameters, click the Close icon. In order to show them again, click on the sentence next to Repeat.

  2. In Display as you can set the availability display. Examples can be found in Calendar questions and answers.

  3. If the subject is not to be shown to other users, activate Private. Private appointments are marked with the Private icon .

  4. In order to set a specific colour for the appointment, click on a colour field. If you do not select a colour or click on the first colour field, the appointment is displayed in the colour of the calendar folder. A calendar folder's default colour is light blue.

    Note: The colour selection drop down is only displayed if Custom colours is enabled in the View menu in the tool bar.

  5. To add other participants or resources, enter the participants' E-Mail addresses, a group's name, a distribution list's name or the resource's name in the input field below Participants.

    Tip: While entering the recipients, matching suggestions are displayed. To accept a suggestion, use one of the following methods:

    • Use the scroll bar to browse the list. Click on a suggestion.

    • Use the cursor keys to select a suggestion. Press Enter.

    To remove a participant or a resource, click the icon next to the name.

    To inform all participants about the new appointment, enable Notify all participants by e-mail..

    Tip: To find free times for all participants and resources you can use the schedule view.

  6. To add an attachment to the appointment, click on Add attachment below Attachments. Select one or several files.

    In order to remove an attachment, click the Delete icon .

    Tip: You can also add an attachment by dragging and dropping a document from a file browser or from the desktop to the appointment window.