Events
From help.officedesktop.com
| Events: Schedule, view, and share calendars.
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Cancel
Description: You can cancel an Event and notify invitees of the cancellation by using the Cancel feature. This is different from the Delete Event feature in that canceling an event is reflected on the Calendars of all invitees.
Directions:
- Open the Event from the Calendar. If the Event has future occurrences, you will be asked if you want to open only the individual Event or the entire series.
- Click Cancel. If you have no invitees, you will be asked to confirm the cancellation.
- If you have invitees, click the radio button to determine whether you want to inform them of the cancellation, and whether or not you want to send a note with the notification.
- Click OK.
- If you choose to send a note, type the note and click Send. The canceled Event is removed from your Calendar, and on those of the invitees.
You can cancel a single occurrence within a series without affecting the other occurrences.
Delete
Description: This Delete feature allows you to remove Events from your Calendar. This is best used when you will not be able to attend an event that will continue regardless of whether or not you can attend. If your absence will prohibit the event from taking place, use the Cancel Event feature.
Directions:
- Highlight the Event on the Calendar.
- Click the Delete button on the Command Row.
- Click OK.
- If you delete an Event with future occurrences, you will be asked if you want to delete only the individual Event or all future occurrences.
- If you delete an Event with attendees, you will be asked if you want to notify them that you will not attend.
To restore a deleted Event, see Restore Event.
Display Look
Description: Toggles the look of the Events display between two styles: Details and Calendar.
The Details Look displays the contents of a folder in rows, with columns showing the fields as defined in the Display Settings. You can change the sort order of the Details look by clicking the column header.
The Calendar Look displays the contents of a folder as an appointment book with the Start Time, Reminder Status, and Subject. The Label color is used to highlight the entry.
Directions:
- Click the Display icon.
- Select Look.
- Choose the preferred Look.
- You can display the Calendar, in either the Details or Calendar Look, in a variety of ways: Today, Day, Work Week, Full Week, Month, and Year.
Display Options
Description: The Display Options allows you to customize the default ways Personal and Public folders appear on the screen, including text colors and default Look. You can apply these changes globally, or to a single folder.
Directions:
- Click the Display icon.
- Select Options.
- Use the drop-down lists to change the Text Display and Default Task.
- Check the box to apply these options globally to all existing folders.
- Check the box to set these options as the default for new folders.
- Click Save and Exit.
Display Settings
Description: Display Settings define the fields, their placement, and their order to be displayed in the Details Look within the two system-defined field lists: Standard and Search Results. You can also create a Custom List in which you can also choose which fields you wish to view.
Directions:
- Click the Display icon.
- Select Settings.
- Select the list you wish to modify from the drop-down list.
- To move a field, highlight it and use the up and down arrows at the bottom to change the placement of the fields. If you are creating a Custom List, choose the desired fields from the Available Fields list on the left.
- To change the sort order, click Sorting.
- Choose up to three fields to sort by, and whether you want them displayed in ascending or descending order.
- To restore to the defaults, click Reset.
- When finished, click Save and Exit.
Folders
Description: Folders allow you to organize your Events into self-defined folders (e.g., “Work,” “Personal”).
Directions:
- Click the Tools icon, select Folders.
- Click New to create a new folder.
- Type the name of the folder. Click Save and Exit.
- You can also rename and delete folders. Warning: If you delete a folder, all Events within that folder will also be deleted. To restore a deleted Event, see Restore Event.
- Click Close.
You may also give permissions to a folder by highlighting the Permissions link in the Folders pop-up window. See Folder Permissions for more details.
Search
Description: Searches are performed to locate Events based on user-defined Keywords.
Directions:
- Click the Search icon.
- Click the Folder icon to select the folder(s) you want to search.
- Enter the keyword(s).
- Click Search.
Type List
Description: You can categorize Events by using the Event Type list. This allows you to organize your Events yourself and aid in your Searches of Events.
Directions:
- Click the Tools icon.
- Select Event Type List.
- Enter the Event Type.
- Click Add.
- To delete an Event Type, highlight it and click Delete. You cannot delete system-created Event Types.
- To restore to the defaults, click Reset.
- When finished, click Save and Exit.
Retention
Description: You can tell the system to permanently delete Events for a period of up to seven days after their occurrence or when they were sent to the Deleted folder.
Directions:
- Click the Tools icon.
- Select Events Retention.
- Use the drop-down lists to choose the length of time to automatically delete expired individual and recurring Events, Tasks and Alerts.
- Click the Permanent Deletion tab.
- Use the drop-down lists to choose the length of time to store deleted Events, Tasks and Alerts in their respective Deleted Folders.
- Click Save and Exit.
If your corporate policy specifies a deletion timeframe less than your personal retention policy, the Events will be deleted based on the corporate policy.
Folder Permissions
Description: You can give permissions to their personal folders to other system users. There are four levels of permissions that can be granted: Read Only, Read/Create, Read/Create/Edit, and Read/Create/Edit/Delete. You can use this if you have a boss or an assistant who requires access to your Calendar.
Directions:
- Click the Tools icon and select Folders. Alternatively, click the square to the right of the Folder header.
- From the Folders pop-up window, click the Permissions link.
- Select the users that you want to give permissions to and click the Right arrow.
- To assign the permittee(s) permissions, highlight the permittee(s) name and select the appropriate permissions from the permission dropdown.
- To define the Permissions for new permittees, click the Specify link.
- Click OK.
Forward
Description: The Forward feature allows you to send Events to other users who might be interested.
Directions:
- Highlight the Event on the Calendar.
- Click Forward. Alternatively, you can also forward Events by opening the Event and clicking Forward.
- Enter the recipient(s) in the To or Cc field(s). To send to multiple people, separate their addresses with a semicolon or a comma. You can also forward an Event to a distribution list that you have previously defined within your contacts.
- To access your Personal or Public Directory, click To or Cc.
- To blind copy a recipient(s), click the Actions button at the top of the Event and select Show Bcc.
- You can include one or more attachments with the Event that you forward. Attachments can be uploaded from either the computer/network that you are using or from your online workspace.
- You can save an unfinished Event as a draft by clicking the Keep as Draft button. Draft Events are saved in your Drafts folder of the Messages section.
• After creating the body of the Event and specifying recipients, press Send button to forward the Event immediately.
When you forward an Event, the details are sent as an attachment with an .ics extension. This offers compatibility with Outlook.
Invite Attendees
Description: You can send Events to those you want to participate in the Event. Invitations are sent to email addresses of the participants.
Directions:
- From the Event, click Invite. The Invite window appears.
- Select email addresses from your Corporate or Personal Contacts, or add custom email addresses.
- You can set an attendee’s attendance at the Event as either Required or Optional by using the tabs on the right.
- Click OK. The Attendees tab of the Event appears with the invitees’ names, Availability, Response, and Role in the box.
- To send the Event to the attendees, click Send. Their responses will appear in the Messages section.
Managing Pop-Up Reminders
Description: When a pop-up Reminder appears, you have several options in managing the Reminder.
Directions:
- If you want to view the Event, click Open Item. You can make any changes necessary to the Event.
- To remove the Event, click Dismiss. If more than one Reminder appears in the window, click Dismiss All.
- To be reminded of the Event at a future time, select the time frame from the drop-down list and click Snooze.
Move
Description: The Move To feature allows you to move Events from one folder to another.
Directions:
- Highlight the Event you want to move.
- Select Move To from the Actions button on the Command Row.
- Choose the desired folder. If you need to create a new folder, click the Tools icon and select Event Folders.
- Click Move.
If an Event is a series, all occurrences of the series will be moved to the new folder. Moving an Event to the Deleted folder is the same as deleting an Event.
New
Description: The New Event feature allows you to mark blocks of time on your Calendar with scheduled phone calls, meetings, reminders, and appointments.
Directions:
- Select Event from the New button on the Command Row. The Event Window appears.
- Select the Event Folder from the drop-down list at the top.
- Fill in the Event details. Subject, Start Date and Time, and End Date and Time are required fields.
- Use the drop-down list to set how you want your Show Time As to be displayed during the time frame for this Event. For more information, go to Show Time As.
- Use the drop-down lists to set Priority, Event Type, and Labels. You can also set the Event to Private so that nobody else sees the Event on the Calendar.
- To attach a file to the Event, click the Attachments link.
- Type a message describing the Event in the box. You can format text in the description by selecting HTML Format from the drop-down list.
- To notify you when an Event is scheduled, click the Reminder link. For more information, go to Reminders.
- If this will be a regular Event, click Recurrence to set the frequency of the Event. Click OK when finished.
- Click Save and Exit. The Event is now displayed on the Calendar.
To invite others to participate in the Event, see Invite Attendees. To provide audio or web conference information, see Conference Information for more details.
Receiving Invitations
Description: When you receive an invitation to an Event, you will be prompted to respond to let the sender know whether or not you will be able to attend.
Directions:
- From the pop-up window, click Open Item. The Event will open.
- Click Accept, Tentative or Decline based on whether or not you can attend. If you accept, the Event will appear on your Calendar.
- Click the radio button to determine whether or not you want to respond to the sender. Should you choose to respond, type your message and click Send.
- Use the Actions menu to forward the Event to others, or to email the sender or other attendees.
Reminders
Description: You can set a pop-up reminder on your computer to notify you that an Event is about to take place. You can also email or text message up to three people with a Reminder. You can set Reminders when you create, update or receive an Event.
Directions:
- From within an Event, click the Reminder link. The Reminder window appears.
- If you wish to remind up to three people, including yourself, via email or text messages, check the box, enter the address of the recipient(s), and select the amount of time before the Event to send the Reminder.
- If you want the Reminder to pop-up on your computer, check the box and select the amount of time before the Event to send the Reminder. You can also select whether you want the Reminder to appear even after the Event has taken place (e.g., if the Event takes place while you are out of the office).
- Click OK to set the Reminder. The Reminder box reads On, and a bell icon appears on the Calendar next to the Event.
- Reminders can be removed from the Event by clicking Turn Off from within the Reminder window.
Restore
Description: An Event that has been accidentally deleted can be restored. For example, if you deleted a folder without realizing that there was still an Event in it, the Event is not permanently lost.
Directions:
- Select the Deleted Events folder from the drop-down list.
- Highlight the Event you want to restore.
- Click the Restore button on the Command Row. The Event is moved back into its original folder. If the original folder was deleted, the Event is moved into the Events folder.
Show Time As
Description: This feature allows you to set your availability for a specific time frame so that others can see if there is a time conflict. For example, if you have a conference call between 3:00 and 4:00, you can set your Availability status for that Event to reflect that you cannot be interrupted. You can also see other users’ Availability for Events that you create.
Directions:
- Open an existing Event or create a new one.
- Use the drop-down list under Show time as to change your Availability. The choices are Tentative, Busy, Available or Unavailable.
- Click Save and Exit.
Update
Description: You can update Events to reflect changes in location, time, attendees, recurrence and description.
Directions:
- From the Calendar, click any scheduled Event.
- If the Event is Recurring, you will be asked whether you want to open the one Event or the entire series.
- Change any of the Event details, including Subject, Location, Start Date and Time, End Date and Time. If you are opening a series, you can also change the Recurrence.
- Click Save and Exit. The Event has been updated on your Calendar, and on those of the invitees.
Calendar Preferences
Description: You can set how your Calendar defines your work week.
Directions
- Click the Tools icon, select Preferences.
- Check the days you want included in your work week.
- Select the Start and End Times of your work day from the drop-down lists.
- Select the start of your work week from the drop-down list.
- Click Save and Exit.
