Depending on the calendar folder type the following appointments are displayed when selecting a calendar folder:
When selecting a public or shared calendar, only the appointments in this calendar are displayed.
When selecting a personal calendar, you can set the appointment display. The appointment display defines whether only the appointments in this calendar are displayed or all appointments from all personal, public, or shared calendars are displayed.
In order to display calendars and appointments do the following:
Select a calendar and the appointment display.
Select a calendar view. The calendar view defines the display of the calendars and appointments in the content area. The following calendar views are available:
Calendar view
Team view
List view
Detail view
Select a calendar folder by clicking on a calendar folder in the folder tree. The appointment display allows you to define whether only your appointments are displayed in the selected calendar or your appointments from other calendars are displayed as well.
How to view all of your appointments in all calendars:Click a personal calendar folder in the folder tree.
Activate the
checkbox.Click a personal calendar folder in the folder tree.
Deactivate the
checkbox.Click a public or shared calendar folder in the folder tree.
When selecting the calendar view the content area shows the calendar for the current calendar folder and the appointments for the current time range. The following time ranges can be selected:
Day
Work week
Month
Week
Custom
The Day calendar view displays the calendar for a single day and the appointments for that day.
How to display the Day calendar view:Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.
In the
panel tab click . If using the compact panel, click the panel entry .In the The calendar view for the current day is displayed. panel tab click . If using the compact panel, click the panel entry .
To display a specific day click the navigation arrow or
in the date bar.
Result: The Day calendar view for the selected day is displayed.
To display the current day again click
in the overview window's title bar.The Day calendar view contains:
The date for the day shown in the date bar.
A time grid with the hours of the day. The working hours are marked in a different color than the other hours of the day. You can change the working hours and the grid division in the calendar settings Interval in minutes , Start of working time and End of working time .
The appointments for the displayed day. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.
The Work week calendar view shows the calendar for a work week and the appointments for the work week.
How to display the Work week calendar view:Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.
In the
panel tab click . If using the compact panel, click the panel entry .In the The calendar view for the current work week will be displayed. panel tab click . If using the compact panel, click the panel entry .
To display a specific work week click the navigation arrow or
in the date bar.
Result: The Work week calendar view for the selected work week is displayed.
To display the current work week again click
in the title bar of the overview window.The Work week calendar view contains:
The work week label in the date bar.
A time grid with the working days and the working hours. The working hours are marked in a different color than the rest of the hours of the day. You can change the working hours and the division of the time grid in the calendar settings Interval in minutes , Start of working time and End of working time .
The appointments for the displayed work week. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.
The Month calendar view displays the calendar for one month and the appointments for the month.
How to display the Month calendar view:Select a calendar and the appointment display. Please refer to 5.4.1: Selecting calendar and appointment view.
In the
panel tab click . If using the compact panel, click the panel entry .In the The calendar view for the current month is displayed. panel tab click . If using the compact panel, click the panel entry .
To display a particular month click the navigation arrow or
in the date bar.
Result: The Month calendar view for the selected month is displayed.
To display the current month again click
in the title bar of the overview window.The Month calendar view contains:
The label for the current month in the date bar.
A time grid that is divided into individual days.
The appointments for the displayed month. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.
The Week calendar view displays the calendar for one week and the appointments for the week.
How to display the Week calendar view:Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.
Click
in the panel tab. If using the compact panel, click the panel entry .Click The calendar view for the current week is displayed. in the panel tab. If using the compact panel, click the panel entry .
To display a specific week click the navigation arrow or
in the date bar.
Result: The Week calendar view for the selected week is displayed.
To display the current week again click
in the title bar of the overview window.Tip: To display a specific week you can also click a calendar week in the MiniCalendar.
The Week calendar view contains:
The week label in the date bar.
A time grid divided in individual days.
The appointments for the displayed week. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.
The Custom calendar view displays the calendar for a custom time range and the appointments in that time range.
The custom time range can be between one and seven days. The time range can be set by you. The default setting is seven days. Further information can be found in 8.2.6.1: Calendar settings.
How to display the Custom calendar view:Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.
Click
in the panel tab. If using the compact panel, click the panel entry .Click The calendar view for the current custom time range is displayed. in the panel tab. If using the compact panel, click the panel entry .
To display a specific custom time range click the navigation arrow or
in the date bar.
Result: The Custom calendar view for the selected time range will be displayed.
To display the current time range again click
in the title bar of the overview window.The Custom calendar view contains:
The time range label in the date bar.
A time grid divided into individual days.
The appointments in the displayed time range. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.
An appointment that is not an all-day appointment is displayed as a rectangle. The rectangle extends to the height of the appointment duration. Within the rectangle the following information is displayed:
On the left side of the rectangle a colored bar indicates the availability status for the appointment:
Blue: reserved (default)
Yellow: tentative
Red: absent on business
Green: Free
Further information on availability can be found in 5.2.2: What should I know about appointments?.
The appointment description is displayed in the upper part of the rectangle. Depending on your answer to the appointment notification, the appointment description contains the following information about your confirmation status:
If you have not yet accepted the appointment the appointment description contains the status "Waiting".
If you declined the appointment, the appointment description is crossed out.
If you tentatively accepted the appointment, the appointment description contains the status "Tentative".
If you accepted the appointment, the appointment description does not contain any additional details.
If you display an appointment that is saved in a shared folder, the confirmation status of the shared folder's owner is displayed. Information on answering an appointment invitation can be found in 5.6: Answering appointment invitations.
On the right of the appointment description the appointment location is displayed.
Within the rectangle the appointment type is indicated by the following icons:
Private appointment
Group appointment
Appointment series
Further information on appointment types can be found in 5.2.2: What should I know about appointments?.
Private appointments in a shared folder are marked with a rectangle labelled "Private". For such appointments no further information is displayed.
If predefined categories were assigned to the appointment, the color of the initially assigned category is displayed in the appointment title. For any additionally assigned category, a colored icon is displayed on the bottom right of the appointment title.
Several appointments on the same day are displayed as follows:
If appointments do not overlap, they are shown one below the other.
If appointments overlap they are shown next to each other. In the default settings up to two appointments are displayed next to each other. In the calendar settings Number of concurrent appointments shown in day view you can set the number of appointments to be displayed next to each other.
If the number of overlapping appointments exceeds the number of appointments displayed next to each other, the icon is shown in the right side of the date bar. Click this icon to view all appointments. The list view is displayed. It shows all
appointments for the current day.
If the Week calendar view contains more appointments than can be shown one below the other, a scrollbar is displayed.
If the Month calendar view contains more appointments than can be shown one below the other, the icon is displayed at the bottom. In order to view all appointments click this icon. The List view with all appointments for the
current day is displayed.
An all-day appointment is displayed in the form of a filled rectangle. Depending on the calendar view, all-day appointments are displayed as follows:
In the Day, Work Week, and Custom calendar views, all-day appointments are displayed on top of the time grid. If there are more than five all-day appointments for one day, a scrollbar is displayed.
In the Week calendar view all-day appointments are displayed on top of the other appointments. If not all appointments for a day can be displayed one below the other, a scrollbar is displayed.
In the Month calendar view all-day appointments are displayed on top of the other appointments. If not all appointments can be displayed one below the
other, the icon is displayed on the bottom. In order to display all appointments click this icon. The list view with all appointments for the
current day is displayed.
The List view displays the appointments in the form of a table.
How to display appointments in the list view:Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.
Click
in the panel tab.Click a time range in the
panel tab.Result: A list of appointments in this time range is displayed.
For each appointment the list shows one line with information in the form of icons or texts:
Icon or text |
Information |
---|---|
Column 1, icon |
Single appointment |
Column 1, icon |
Appointment series |
Column 2, icon |
Group appointment |
Column 2, icon |
Private appointment |
Title column |
Appointment title |
Start column |
Date and time for the start of the appointment |
End column |
Date and time for the end of the appointment |
Location column |
Appointment location |
Folder column |
Appointment's calendar folder |
Last column |
Flag assigned to the appointment. |
The appointments in the list are sorted based on the Start column in ascending order by default. The column title is highlighted. An arrow icon next to the column title indicates the sort order.
How to change the sort order:To sort based on a column click the column title.
To change the sort order, click the column title again.
Result: The sort order is changed.
Note: The first two columns and the Folder column can not be used for sorting.
The Detail view displays all information about an appointment.
How to display an appointment in the Detail view:Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.
Select an appointment.
In the
panel tab click . If using the compact panel, click the panel entry .Result: The appointment's Detail view will be displayed.
The Detail view displays the following information:
The window title contains the appointment's description, the start, and the end.
The Appointment tab contains details on the appointment description, the location, duration, creator, participants, resources, appointment type, categories, calendar folder, appointment availability display, comments, and reminder.
The Participants tab contains the list of participants and resources. For each participant the status is either displayed as accepted, declined, or waiting. If a participant has entered a comment it will be displayed.
The Attachments tab contains the list of attachments.
In the Team view you can see the appointments of users and groups and the resources booked for a specific date.
How to display the Team view:In the
panel tab click on . If using the compact panel, click the panel entry .In the
panel tab, select a time range. If using the compact panel, click the panel entry and then on an entry.Add team members or select a team. Instructions can be found below.
Result: The Team view is displayed.
From top to bottom the Team view contains the following parts:
The date bar displays the time range set. With the
button you can activate the settings bar below the date bar.With the control elements in the settings bar you can influence the display in the time range.
Mode specifies how detailed appointments are displayed.
Grid specifies the subdivision of the time grid and the display of times outside the working hours.
Zoom changes the display of the time range by zooming and scrolling.
Show specifies which appointments are shown depending on the appointment's availability.
Below the date bar or the settings bar the time bar displays a subdivision displayed in days or hours, depending on the time range selected.
Below the time bar the time grid displays the team member's appointments. The time grid covers the time range preset in the panel.
In the panel tab select a time range. If using the compact panel, click the panel entry and then on an entry. Tip: If the selected time range is to be fully displayed, activate the checkbox in the settings bar.
In order to move the displayed time range, use one of the following options:
Click on the navigation arrow in the date bar or
.
Click on a day in the MiniCalendar.
In order to display the current day, click the
button in the date bar.If the displayed time range can not be fully displayed, you can scroll by proceeding as follows:
Drag the time bar (below the date bar) to the right or to the left.
Use the scroll bar below the time grid.
Use the mouse wheel.
In order to zoom the time range, use one of the following options:
Select a zoom level between 10% and 1000% from the drop-down menu in the settings bar.
Drag the zoom ruler in the settings bar to the right or to the left.
Scroll the mouse wheel while holding down the <Shift> key.
In order to set a division in hours, deactivate the
checkbox in the settings bar.In order to set a five minute division, activate the Note: With low zoom levels, an hour division is shown even if the checkbox is activated.
checkbox. in the settings bar.Activate the checkbox
in the settings bar.Result: Times that are more than one hour after the end of the working hours and earlier than one hour before the start of the working hours, are hidden.
Note: The same setting as well as the settings for the working hours can be found in the calendar settings, see : Hide non-working hours in the team view.
Below the settings bar, select one of the settings:
, , or .In order to display appointment details like description and time, select 5.4.2.6: How are appointments displayed?
. Appointments that can not be edited are grayed out. Further information on displaying appointments can be found inIn order to display appointments by using colored bars, select
.In order to display as many rows as possible select
.
Appointments with categories assigned are displayed in the color of the initially assigned category.
Activate or deactivate the checkboxes
, , , or in the settings bar.Note: To ensure that individual appointments are always visible, overlapping appointments are displayed in such a way that booked individual appointments are displayed first and free all-day appointments are displayed last. The appointments are thus displayed in the following order from first to last:
Individual appointments, booked, -absent on business, -tentative, -free
Serial appointments, booked, -absent on business, -tentative, -free
All-day appointments, booked, -absent on business, -tentative, -free
How to add users, groups, or resources as a team member:
Click The in the panel tab. If using the compact panel, click the panel entry . Select Participants window will open.
To view a specific selection of users, groups, or resources enter a character string in the input field next to
. Then click the button.Select one or several users, groups, or resources from the list. Note: Users, groups, and resources are marked with different icons. Groups and resources are listed below the users.
To add the selection as participants click the
button next to . To add the selection as resources click the button next to the .Note: There are the following limitations:
Resources can not be added as participants.
Groups can not be added as resources.
If need be you can correct the selection of participants or resources:
Select individual entries in the
or field.Click the
button next to or .To accept the selection click
. If you do not want to accept the selection click .Result: The selected users, groups, and resources are added as team members.
Tip: You can also add team members as follows:
Click the icon in the last row of the Select Participants window opens.
column. TheIn the last row of the
column enter the name of a participant in the input field.
Tip: You can use drag and drop to change the sort order of the team members.
How to select an existing team:Click
in the panel tab. If using the compact panel, click the panel entry .Click a team.
Note: Prior to selecting a team it needs to be created in the calendar settings. Details can be found in 8.2.6.2: Teams.
How to remove team members from the team view:Select individual team members by clicking on the names while holding the <ctrl> key. Note: on Apple machines use the <cmd> key.
In the
panel tab click . If using the compact panel, click the panel entry .Tip: You can also remove individual team members as follows:
Let the mouse pointer hover over a team member. A button is displayed on the right side of the name.
Click the button.
Hovers are available in the Calendar, Team and List, also while creating a new appointment in the
How to display an appointment in the hover: window on the tab.Move the mouse pointer to an appointment. After a short delay the hover will open. The
tab is visible.To view additional information click another tab.
To close the hover move the mouse pointer out of the hover.
The calendar hover displays the following information:
The
tab. It contains:The calendar module icon.
The description and location of the appointment.
The icons for private appointments, serial appointments, and group appointments.
The appointment's start and end.
A colored icon for each category assigned
The appointment creator's name.
The comment for the appointment. Depending on the comment's length a scroll bar is displayed.
The
tab. The number in brackets equals the number of participants. The tab contains:The name and confirmation status of each participant. If a participant accepted the name is displayed in green letters; if a participant declined, the name is displayed in red letters.
The comment entered by the participant in addition to the confirmation status
An icon for changing the confirmation status.
The
tab. The number in brackets equals the number of attachments. If the appointment contains attachments the following elements are displayed:File name, file size, and attachment type
Icons for opening and saving the attachment
The
tab. It contains:The folder the appointment is saved to.
The categories added to the appointment.
The name of the person who created or modified the appointment.
You can do the following:
Open the attachment Note: To open an attachment extra software might be required.
Save the attachment outside of the groupware
Save the attachment in the InfoStore.
Display the appointment in the Detail view.
Select the
tab.Select the attachment.
Decide on an action:
To open the attachment:
In the A system window opens. It displays the software used for opening the attachment. panel tab click . If using the compact panel, click the panel entry .
To open the attachment use the control elements in the system window.
To save the attachment:
In the A system window opens. panel tab click . If using the compact panel, click the panel entry .
To save the attachment use the control elements in the system window.
To save the attachment to the infostore:
In the The panel tab click . If using the compact panel, click the panel entry . --> InfoStore item window opens. The attachment's file name is entered as the file name for the infostore item.
Information on creating infostore items can be found in 7.5: Creating an InfoStore item.
Tip: An attachment can also be opened or saved by clicking the respective icons in the appointment's hover.