Managing Your Calendar

About Calendar (Back to Top)

The mail Calendar lets you track and schedule your appointments, meetings, and events.

Calendar includes the following features:

  • Create different calendars
  • Subscribe to calendars
  • Link to shared calendars
  • Create appointments, schedule all day events, and schedule meetings
  • View your calendar by various views, including day, 5-day work week, 7-day week, and month
  • Accept/Tentative/Reject an invitation with one click
  • View multiple calendars to see potential scheduling conflicts
  • Import and export calendars

To open the calendar view, select Calendar tab. The Work Week view is the default and is displayed when the calendar is opened the first time.

You can change which view is displayed when Calendar is opened from the Preference, Calendar tab.

You can change your view from the Calendar toolbar, to see activities for a day, work week, full week, or month. Changing the Calendar view from the toolbar only changes the view for that session.

Create New Calendar (Back to Top)

One calendar is created for you, and you can create additional calendars to keep track of different type of functions. For example, you can create a calendar for work, for personal, and for company activities, you can subscribe to a calendar that is available on the Internet, and you can link to calendar that is being shared.

You can use the Schedule view the see two or more of your calendars side-by-side.

To create a calendar
  1. Select the Calendar tab.
  2. In the Calendar Overview pane, click edit.
  3. In the toolbar click New Calendar.
  4. Type the name of the calendar
  5. Select a color to display the Calendar activities. This lets color-code calendars in your mailbox so that activities for that calendar always displays in the selected color.
  6. If you do not want the calendar activities to be viewed by others, check Exclude this calendar when reporting free/busy times.
  7. By default Checked in UI is enabled. Activities for this calendar will display when you open the Calendar view. If you do not want to see this calendar along with the other calendar, uncheck the box. In that case, to see this calendar's activities, you select the calendar and open it.
  8. Click Save Changes.
To subscribe to another calendar
  1. Select the Calendar tab.
  2. In the Calendar Overview pane, click edit. The default calendar information is displayed.
  3. In the toolbar, click Subscribe to Calendar.
  4. Type the name of the calendar, enter a valid iCal file URL for the remote calendar, select a color to display the Calendar activities.
  5. Click Create Calendar.

Deleting an appointment (Back to Top)

Only the originator of an appointment can cancel the appointment.

  1. Click on the event name to open the appointment to be deleted. The appointment page opens.
  1. In the toolbar, click Delete. The appointment is removed from your calendar.
  2. An email is sent to the attendees notifying them that the meeting has been cancelled and the meeting is removed from their calendars.

Adding color to calendars (Back to Top)

You can color-code calendars in your mailbox so that activities for that calendar always display in the chosen color. When you are looking at all activities in one of the views, the color signifies activities on different calendars. Eight colors are available, and you can use a color more than once.

The above shows that blue, green, and yellow calendars have activities on November 7 and the yellow calendar has an all-day event.

You can select a color when you create a calendar . You can edit the calendar's properties to changes the color.

Importing iCalendars (Back to Top)

You can import iCalendars (iCal) calendars that are saved in the .ics format. iCalendars are the standard for calendar data exchange over the Internet, and .ics is the standard format for iCalendar information.

You can import your iCal calendar to an existing calendar or create a new calendar and import the .ics file to it.

To import an iCal calendar:

  1. Select the Calendar tab.
  2. In the Calendar Overview pane, click Edit.
  3. Select a calendar to receive the imported .ics file and in the Import from .ICS field, browse to locate the .ics file to import
  4. Click Import.
  5. Click OK.

Calendar view options (Back to Top)

The Work Week View is displayed when Calendar is opened the first time. You can change your view at any time from the Calendar toolbar. Changing the Calendar view from the toolbar only changes the view for that session can change which view opens in Calendar from the Preferences, Calendar tab.

The views are as follows:

  • Day view is one day's activities
  • Work Week view displays Monday through Friday activities
  • Week view displays seven days of activities. From the Preferences, Calendar tab, you can select which day is the first day of the week.
  • Month view displays a month's activities

  • Schedule view is best when you have more than one calendar. Each calendar is displayed in a separate column.

Cleaning up your Calendar (Back to Top)

You can remove all past and future appointments from your calendar.

  1. Click Calendar and select the calendar that you want to clean up.
  2. On the Calendar page that appears, check Permanently delete all appointments in this calendar. This operation can not be undone.
  3. Click Delete All Appointments.