Calendar

7.1. The Calendar Components

Search bar

Enables you to search for appointments.

Folder tree

Displays the calendar folders.

content

  • My calendars. Contains your personal calendars.

  • Public calendars. Contains calendars shared with all users.

  • Shared calendars. Contains calendars shared with you by other users.

Depending on the groupware configuration, the content can differ from this information.

Functions

  • If clicking on a calendar, appointments within that calendar are displayed.

  • The Folder-specific actions icon next to the selected calendar offers functions for organizing data, for exchanging data and for selecting a calendar color.

    Note: The color selection drop down and the color icons next to the folder names are only displayed if Custom colors is enabled in the View menu in the toolbar.

  • Buttons in the folder tree offer functions for creating calendars.

  • The All my appointments folder contains all your appointments from all calendars.

  • Depending on the groupware's configuration, additional buttons are available below the folders. Those buttons allow to launch a wizard to configure various clients.

Toolbar

Contains the following elements in the calendar views:

  • New. Creates a new appointment.

  • Scheduling. Opens the scheduling view for scheduling appointments with multiple participants.

  • Today. Selects the time frame with the current day.

  • View. Opens a menu with checkboxes for controlling the view.

    • Day, Work week, Week or Month. Allows to select a calendar view.

    • List. Activates the list view.

    • Folder view. Opens or closes the folder tree.

    • Appointment colors

      • Classic colors. Displays the appointments in light colors.

      • Dark colors. Displays the appointments in dark colors.

      • Custom colors. You can define the color in which an appointment is displayed.

    • If the list view is selected and checkboxes are enabled, checkboxes for marking objects are displayed in the list.

    • Print. Opens the print preview for printing a calendar sheet.

If you select an appointment in the list view, additional elements are displayed:

  • Edit. Edits an appointment's data.

  • Status. Changes the status of the appointment confirmation.

  • Delete. Deletes the appointments selected by you.

  • Actions icon . Opens a menu with further functions:

Display area

Either shows a calendar view or a list view of a calendar's appointments. In order to select a view, click on the View button in the toolbar.

Day, Work week, Week or Month calendar view.

Displays the calendar view for the selected time range.

  • The Browse icons on the top left side of the calendar sheet allow to go back or forth within the calendar.

  • In the calendar views Day, Work week, and Week, the date and calendar week are displayed next to the Browse icon.

    If clicking on the date, the date picker opens.

    The area between the date and the calendar sheet can be used for creating all-day appointments.

    On the left side of the calendar sheet, the timezone is displayed above the dates. To add a further column with dates in another timezone, click on the timezone.

    The red line in the calendar sheet displays the current time.

  • In the Work week, Week and Month views the current day in the calendar sheet is highlighted with a red background.

  • In the Month view, the selected month and the year are displayed above calendar sheet.

  • Depending on the confirmation status and the color theme, the appointments are highlighted with different colors.

    If there are further appointments above or below the visible calendar sheet, arrows are displayed at the top or the bottom of the calendar sheet for the respective day.

If clicking on an appointment, the data is shown in the pop-up.

Date picker

The following actions open the date picker:

  • Clicking on the date on the upper left side of theDay, Work week or Week calendar view .

  • Clicking on the date on the upper left side of the scheduling view.

  • Clicking on a date input field when creating or editing an appointment.

content

  • Browse icons. Depending on the time range selected, you can browse by month or year by clicking on the icons.

  • Header. Displays the current month.

  • Calendar weeks and the days of the month. If clicking on a day, the date picker closes. The selected date will be used.

  • If clicking on the name of the month in the header, the months of the current year are displayed.

    If clicking on the year in the header, it is displayed within a list of previous and following years.

Pop-up

If clicking on an appointment in a calendar view, a pop-up opens. It shows the appointment's data.

content

  • Buttons Edit, Change status, Follow-up, Delete.

    Note: Depending on the server configuration, the following limitations might prevail: Some buttons for appointments in your private calendars are only displayed if you have the respective permissions for executing the function. If you are a participant, you can not change or delete the appointment. If you are the organizer, you can not change your status.

  • If clicking the Actions icon a menu with further functions opens.

Below the buttons, the same information are shown as in the Detail view in the List view.

List

Displays a list of appointments in the currently selected folder.

content

  • Each day with appointments shows a header with the date.

  • The following details are displayed for each appointment: date, time, color, private appointment icon, subject and location.

  • The text above the list contains the name of the selected folder. The number corresponds to the number of objects in the selected folder.

Functions

  • If clicking on a header, the first appointment of this time range is displayed.

  • If clicking on an appointment, its data is displayed in the detail view.

  • To select several appointments, enable the Checkboxes checkbox in the View drop-down in the toolbar.

    You can also use your system's multi selection functions.

    In order to select all appointments in the currently selected folder, enable the Select all checkbox above the list.

  • If clicking the Sort icon above the list, a menu opens that allows to sort appointments.

Detail view

If clicking on an appointment in the list, the detail view shows the appointment's data.

content

  • Buttons with editing functions

  • Subject

  • Date, time, time zone

  • The recurrence type (for recurring appointments)

  • Appointment location, if entered

  • Appointment description, if entered

  • If the appointment has several participants, the number of participants that accepted, declined or have not replied yet are shown on the top right side above the list of participants. In order to filter the list of participants, click the icons.

  • Names of the participants, if they exist. If clicking on a name, a pop-up opens. It displays information about the contact.

    • The person's contact data.

    • If you exchanged E-Mails with this person, they are displayed below Recent conversations.

    • If you have appointments scheduled with this person, they are displayed below Shared appointments.

    • Information about this person from social networks. You can use the available buttons to open this person's profile.

    If clicking on an appointment or an E-Mail, an additional pop-up opens.

  • If the appointment has other participants, the following buttons are displayed: Send E-Mail to all participants, Invite to new appointment, Save as distribution list

  • Names of existing resources. If clicking on a resource a pop-up opens.

  • If the appointment includes external participants, their names are displayed below External participants.

  • If clicking on Details, further information are displayed:

    • the appointment's organizer

    • availability

    • which folder

    • who created the appointment and when

    • who was the last person to modify the appointment

Scheduling view

There are the following options to open the scheduling view:

  • In the toolbar: Click on Scheduling

  • On the create or edit appointments page: Click on Find a free time

content

  • An input field for participants and resources.

  • Icons to browse by the week.

  • Start and end date of the selected time range and the calendar week. If clicking on it, the date picker opens that allows to set a different time range.

  • Options button. If clicking on it, a menu with several functions opens:

    • Adjust the zoom ratio for the calendar sheet view

    • Adjust the line height for displaying the participants and resources

    • Set the appointment types to be displayed

    • Hide times that are outside the working hours.

  • A list of participants. The following information are shown for each participant: Name, Remove icon appointments

  • The calendar sheet of the selected time range.

  • Scrollbar. The scrollbar allows to set the part of the time range to be displayed.

  • Save as distribution list button. Saves the added participants in a new distribution list.

View for creating or editing

This view is used when creating a new appointments or editing an existing one.

content

  • Depending on the groupware configuration, elements that can be either at the top or at the bottom of the screen.

    • Create button. If clicking on this button, the current appointment data are saved and the editing page is closed.

    • Discard button. In order to cancel the creation or editing, click on this button.

    • The button next to Calendar shows the calendar folder in which the appointment will be created. To create the appointment in another calendar folder, click on this button.

  • Subject input field. Enter the subject in this field. The subject is displayed as appointment title in the views.

  • Location button. Here, you can enter the location where the appointment is to take place.

  • Starts on and Ends on input fields. Set the start and end date of the appointment. Clicking on it opens the date picker.

    If the All day checkbox is disabled, you can set start and end times.

    If clicking on the timezone button next to the time, the time is displayed in different time zones. You can set frequently used time zones as favorites in the calendar settings.

  • All day checkbox. Enable this checkbox if the appointment is to last the whole day.

  • Find a free time button. Opens the scheduling view. In this view, you can find a free time when scheduling an appointment with several participants.

  • Repeat checkbox. Enable this checkbox if the appointment is to be repeated. Additional control elements for setting the recurring parameters are displayed. Examples can be found in the questions about appointments and tasks.

  • Description input field. You can enter a description for the appointment in this field.

  • Reminder drop-down menu. Defines when to be reminded of the appointment by an entry in the info area.

  • Shown as drop-down menu. Defines your availability during the appointment duration. If there are overlapping appointments, you will get a conflict message, unless the availability is set to Free. Examples can be found in the Calendar questions and answers.

  • When having selected Custom colors in the View menu in the toolbar, a color selection field is displayed. Clicking on a color field defines the appointment's color. If clicking on the first color field, the appointment gets the color if its calendar.

  • Private checkbox. Enable this checkbox if other users are not to see the appointment's subject and description.

  • Add participant/resource input field. Enter the names of the participants that are to take part in the appointment in this field. If participants are to get an additional invitation E-Mail for the appointment, enable Notify all participants by email.

  • Add attachments button below Attachments. Click on this button to attach one or several files to the contact data.