Calendar

7.1. The Calendar Components

Search bar

Enables you to search for appointments.

Folder tree

Displays the calendar folders. Enables you to navigate the folder structure. In order to open the folder tree, click on the View button in the tool bar. Enable Folder view. Depending on the groupware configuration, the folder tree contains the following entries:

  • My calendars. Contains your personal calendars. By default, it contains the folders All my appointments and Calendar.

  • Public calendars. Contains calendars shared with all users.

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

The following functions are available:

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

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

    Note: The colour selection drop down and the colour icons next to the folder names are only displayed if Custom colours is enabled in the View menu in the tool bar.

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

  • The All my appointments folder contains all your appointments from all calendar folders.

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Tool bar

Contains the following elements in the calendar views:

  • New button. Creates a new appointment.

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

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

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

    • Day, Work week, Week or Month checkbox. Allows selecting a calendar view.

    • List checkbox. Activates the list view.

    • Folder view checkbox. Opens or closes the folder tree.

    • Checkboxes for selecting the appointment colours.

      • Classic colours. Displays the appointments in light colours.

      • Dark colours. Displays the appointments in dark colours.

      • Custom colours. You can define the colour in which an appointment is displayed.

    • If the list view is set: Checkboxes checkbox. Displays a checkbox next to each appointment in the list. This allows selecingt multiple appointments to edit them at once.

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

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

  • Edit button. Edits an appointment's data.

  • Status button. Changes the status of the appointment confirmation.

  • Delete button. Deletes the appointments selected by you.

  • Actions icon . Opens a menu with additional 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 tool bar.

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 going back and 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 a date, a mini calendar opens that helps you select another date.

    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 an additional 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 colours.

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

Pop-up

If clicking on an appointment in a calendar view, a pop-up opens. It shows the data of the appointment and the functions available:

  • Buttons Edit, Change status, 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 cannot change or delete the appointment. If you are the organiser, you cannot change your status.

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

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

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List

Displays a list of appointments in the currently selected folder. The list contains the following entries:

  • 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.

The following functions are available:

  • 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.

  • You can select multiple appointments to edit them at once. To do so enable the checkboxes next to the appointments by enabling the Checkboxes option from the View drop-down in the tool bar.

    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 sorting appointments.

Detail view

If clicking on an appointment in the list, the detail view shows the appointment's data and the available functions:

  • 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-Mail messages 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.

  • Depending on the groupware configuration, a coloured dot next to the name indicates the Messenger status of the participant.

  • 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, addiitional information is displayed:

    • the appointment's organiser

    • availability

    • which folder

    • who created the appointment and when

    • who was the last person to modify the appointment

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View for creating or editing

When composing a new appointment or editing an existing appointment, the following elements are displayed on a new page.

  • 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. If clicking on it, a dialogue for selecting the date opens.

    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 favourites 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 colours in the View menu in the tool bar, a colour selection field is displayed. Clicking on a colour field defines the appointment's colour. If clicking on the first colour field, the appointment gets the colour of 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 e-mail.

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

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