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 toolbar.

  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. Define the appointment's start and end by using the date picker. For all day appointments, activate All day.

    In order to display the time in different time zones, click on the timezone button next to the time. You can set frequently used time zones as favorites 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 colors, add attachments.

  7. Click on Create.

Tip: As an alternative, 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 possibilities:

    • 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, Week. Click on a day above the calendar sheet.

How to use the date picker on the Create appointment page:

  1. Click on the date field below Starts on or Ends on. The date picker opens.

  2. To select a date within the current month, click on the wanted day. To select today's date, you can also click on Today.

    The date picker will be closed. The date is entered into the date field.

  3. To select a date from another month, you have the following options.

    • To browse by month, use the Browse icons.

    • To navigate to a specific month of the current year, click on the name of the month in the header. The current year's months are displayed.

      To browse by year, use the Browse icons.

      Click on the wanted month.

    • To navigate to a specific month of another year, click on the name of the month in the header. The current year's months are displayed.

      Click on the year. A list of years is displayed.

      To browse this overview, use the Browse icons.

      Click on the wanted year. Click on the wanted month.

    Click on the wanted day. The date picker will be closed. The date is entered into the date field.

How to use further functions on the Create appointment page:

  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 the 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 an individual color for the appointment, click on a color field. If you do not select a color or click on the first color field, the appointment is displayed in the color of the calendar folder. A calendar folder's default color is light blue.

    Note: The color selection drop down is only displayed if Custom colors is enabled in the View menu in the toolbar.

  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 scrollbar 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 appointments of all participants and resources you can use the schedule view.

  6. To add attachments to the appointment, click on Add attachments 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 appointments window.