Managing your Calendar

• About mail Calendar
• Create calendars
• Adding color to calendars
• Viewing multiple calendars
• Sharing your calendar
• Deleting calendars
• Exporting your iCal calendar
• Calendar view options
• Printing a calendar

About mail Calendar (Back to Top)

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

Calendar includes the following features:

• Create different personal calendars
• Create appointments and schedule meetings and mark them as private or public.
• Create all-day events
• Use the QuickAdd dialog to quickly create an appointment
• Display your free/busy status
• View other peoples free/busy schedules to facilitate group scheduling
• Create recurring appointments
• View your calendars by various views, including day, 5-day work week, 7-day week, and month
• Quickly view your calendar schedule for the day from email messages or from the mini-calendar
• Accept/Tentative/Reject an invitation with one click
• Share your calendars with others
• Print your calendars

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

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

Creating calendars (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 use the Schedule view the see the calendars side-by-side.

To create a calendar

1. Select the Calendar tab.
2. Right-click Calendars in the Overview pane, or on the toolbar click   and select Calendar.
3. In the Create New Calendar dialog, type the name of the calendar and select a color to display the Calendar activities.
4. Click OK. The new calendar displays in the Calendar list.

To create a calendar and synchronize appointments from a remote calendar

1. Select the Calendar tab.
2. Right-click Calendars in the Overview pane, or on the toolbar, click   and select Calendar.
3. In the Create New Calendar dialog, type the name of the calendar and select a color to display the Calendar activities.
4. Check Synchronize appointments from remote calendar. Enter a valid iCal file URL for the remote calendar.
5. Click OK.

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 and accept a calendar to share. You can edit the calendar's properties to changes the color.

Viewing multiple calendars (Back to Top)

The Schedule View lets you see multiple calendars selected from your Calendar list. The day-view shows a time bar, a free/busy indicator, and the calendars side-by-side. The calendar name is in the header.

All of your calendars including shared calendars are visible in your Calendar list. Each calendar has a check box to the left of its name. Check the boxes for the calendars you want to view.

The All column is a color-coded free/busy indicator for the viewed calendars. White means that no activity is schedule at that time on any of the shown calendars. As more calendars have activities scheduled at the same time, the color in the Add columns become deeper. When the color is deep red, most calendars have activity during that time.

Move the mouse over the All column to see which calendars have activity scheduled within a time period.

Sharing your calendar with others (Back to Top)

You can share your calendar with the following:

• External guests. You create a password to access the shared calendar. Guests must enter this password to view the calendar. They cannot make changes to the calendar.
• Public. Anyone that knows the URL to the shared calendar can view it. They cannot make any changes to the calendar.

To share your Calendar

Right-click on the calendar to share and select Share Calendar.

On the Share Properties dialog select whom to share with.

External guests

1. When you choose External guests, enter the guest email addresses.   You can enter more than one address in the Email: field. Put a semi-colon (;) between addresses.

2. Enter the password that users must enter to view your calendar.

3. In the Message area, select which type of message to send.  The URL to your calendar and the password is included in the email message.
• Send standard message. The standard share notification message is sent to the email address.
• Add a note to standard message. You can add additional information to the standard message.
4. Click OK.

Public

When you choose Public, anyone who has the URL can view your calendar.  No password is required.

Editing or revoking permission

You can edit or revoke permissions at any time.

1. Right-click a shared calendar.
2. Click Edit Properties. Users sharing the folder are listed.
3. Click Edit to change permissions, or
   Click Revoke to remove permissions.
4. Select whether a message describing the change should be sent.
5. Click OK.

Deleting calendars (Back to Top)

You can delete any calendar in your Calendars list, except your default calendar.

1. Right-click on the calendar to be deleted.
2. Click Delete.
3. On the Confirmation page, click Yes.

The calendar is immediately deleted. There is no undo.

• The meetings that were created from this calendar are not automatically deleted from invited attendee's calendars.

Exporting your iCal calendar (Back to Top)

You can export your calendars.

1. Go to Preferences, Calendar.
2. Click Export to .ics.
3. Select the calendar to export. Click OK.
4. Select where to save the .ics file and 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. You 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 used when you have more than one calendar. Each calendar is displayed in a separate column.

Printing a calendar (Back to Top)

You can print individual calendars in any of the views. The printed schedule includes present and previous month calendar and meetings displayed per day.

• If you view more than one calendar and then print that view, all schedules are combined on one calendar, but the printed calendar does not specify the calendar's name.

How to Print a Calendar

1. Display the calendar view to print.
2. Click on the toolbar. Your printer dialog appears and the Calendar view to be printed displays.
3. Click OK on your printer dialog. Close the calendar print view.