5.8. Managing appointments

5.8.1. 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 or a category 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. Enter the search term in the input field.

  4. 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 input field click the Reset icon .

5.8.2. Editing appointments

You can edit all data entered when creating an 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. You can not edit private appointments in shared folders.

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 the team view.

  2. In the Edit panel tab click Edit If using the compact panel, click the panel entry Edit. . The Appointment window opens.

  3. Edit the appointment data. A comprehensive description can be found in 5.5: Creating appointments.

  4. Click Save 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 panel.

Note: If you edit an appointment that overlaps with another appointment you might receive a conflict message. Further information can be found in 5.5.11: 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.

5.8.3. 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 Work week, Month, Week, or Custom calendar view.

  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 Day, Work week, or Custom calendar view.

  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.

5.8.4. Editing an appointment series

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

  • Changing the whole appointment series

  • Changing an individual appointment in 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 5.8.2: Editing appointments and 5.8.3: Editing appointments with drag & drop.

    The Edit appointment pop-up window opens.

  2. In the Edit appointment pop-up window click 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 an individual appointment from the series:
  1. Use one of the methods described in 5.8.2: Editing appointments and 5.8.3: 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 individual 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.

5.8.5. Printing appointments

The following possibilities exist 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.

  4. In the Edit panel tab click Print. If using the compact panel, click the Print panel icon. 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 Edit panel tab click Print If using the compact panel, click the Print panel icon. . 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 Edit panel tab. If using the compact panel, click the Print panel icon. A new window with the print preview and the Print system window will 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.

5.8.6. Moving appointments to another folder

The following possibilities exist for moving appointments to another folder:

  • With the panel function

  • With drag & drop

Note: Recurring appointments and single appointments of a recurrence can not be moved to another folder.

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 Edit panel tab click on Move If using the compact panel, click the Move panel icon. . 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.

5.8.7. Marking appointments with categories

You can do the following:

  • Assign categories to appointments

  • Remove assigned categories from appointments

Information on defining categories can be found in 8.2.3: Managing Tags.

How to assign predefined categories to appointments:
  1. Right-click on an appointment in the calendar, team, or list view.

  2. In the context menu, select the Categories > entry. A submenu opens.

  3. Use one of the following possibilities:

    • In order to assign one of the categories displayed, click on a category in the submenu.

    • In order to assign another category:

      • Click on the All categories... entry in the submenu. The Categories dialog window opens. The Name list field contains all defined categories.

      • In the Name list field, activate the checkboxes of the categories to be assigned to the appointment. Note: The initially selected category specifies the color in which the appointment is displayed.

      • Click OK.

Result: The categories are assigned to the appointment.

How to remove assigned categories:
  1. Right-click on an appointment in the calendar, team, or list view.

  2. Select the Categories > entry in the context menu. A submenu opens.

  3. Use one of the following possibilities:

    • In order to remove all assigned categories, click on Remove all categories in the submenu.

    • In order to remove specific assigned categories:

      • Click on All Categories... in the submenu. The Categories dialog window opens.

      • In the Name list field deactivate the checkboxes of the categories to be removed.

      • Click OK.

Result: The categories are removed from the appointment.

5.8.8. 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

Note: The color of a category has priority over the flag color.

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 tab click on any flag. If using the compact panel, click the panel entry Flags and then on an entry.

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 Remove flag in the Flags panel tab. If using the compact panel, click the panel entry Flags > Remove flag .

Result: The flags are deleted.

5.8.9. Exporting appointments

You can export the appointments in a personal or public calendar folder. The available file format is iCal.

Another possibility for exporting a personal calendar folder can be found in 8.4.2: Exporting appointments and tasks with WebDAV.

How to export the appointments in a folder:
  1. Right-click on a personal or public calendar folder and select Export from the Extended subfolder.

  2. In the submenu select iCalendar.

  3. Depending on the browser you might be asked whether to open or save the file. Select Save.

  4. Select a location. Enter a file name.

  5. Click on Save.

Result: The appointments in the calendar folder are exported to an iCal file. You can process those appointments with other applications.

5.8.10. 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, in a calendar view, or in the day time range of the team view.

  2. In the Edit panel tab click Delete. If using the compact panel, click the panel entry 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.