5.4. Viewing the calendar and appointments

Depending on the calendar folder type the following appointments are displayed when selecting a calendar folder:

In order to display calendars and appointments do the following:

5.4.1. Selecting calendar and appointment view

Select a calendar folder by clicking on a calendar folder in the folder tree. The appointment display allows you to define whether only your appointments are displayed in the selected calendar or your appointments from other calendars are displayed as well.

How to view all of your appointments in all calendars:
  1. Click a personal calendar folder in the folder tree.

  2. Activate the Show all my appointments from all calendars checkbox.

How to only display the appointments for a specific personal calendar:
  1. Click a personal calendar folder in the folder tree.

  2. Deactivate the Show all my appointments from all calendars checkbox.

How to display the appointments for a public or shared calendar:

Click a public or shared calendar folder in the folder tree.

5.4.2. Displaying the calendar view

When selecting the calendar view the content area shows the calendar for the current calendar folder and the appointments for the current time range. The following time ranges can be selected:

  • Day

  • Work week

  • Month

  • Week

  • Custom

5.4.2.1. Displaying the Day calendar view

The Day calendar view displays the calendar for a single day and the appointments for that day.

How to display the Day calendar view:
  1. Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.

  2. In the View panel tab click Calendar. If using the compact panel, click the panel entry View > Calendar.

  3. In the View panel tab click Day. If using the compact panel, click the panel entry Time range > Day. The calendar view for the current day is displayed.

  4. To display a specific day click the navigation arrow or in the date bar. Result: The Day calendar view for the selected day is displayed.

  5. To display the current day again click Today in the overview window's title bar.

The Day calendar view contains:

5.4.2.2. Displaying the Work week calendar view

The Work week calendar view shows the calendar for a work week and the appointments for the work week.

How to display the Work week calendar view:
  1. Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.

  2. In the View panel tab click Calendar. If using the compact panel, click the panel entry View > Calendar.

  3. In the View panel tab click Work week. If using the compact panel, click the panel entry Time range > Work week. The calendar view for the current work week will be displayed.

  4. To display a specific work week click the navigation arrow or in the date bar. Result: The Work week calendar view for the selected work week is displayed.

  5. To display the current work week again click Today in the title bar of the overview window.

The Work week calendar view contains:

5.4.2.3. Displaying the Month calendar view

The Month calendar view displays the calendar for one month and the appointments for the month.

How to display the Month calendar view:
  1. Select a calendar and the appointment display. Please refer to 5.4.1: Selecting calendar and appointment view.

  2. In the View panel tab click Calendar. If using the compact panel, click the panel entry View > Calendar.

  3. In the View panel tab click Month. If using the compact panel, click the panel entry Time range > Month. The calendar view for the current month is displayed.

  4. To display a particular month click the navigation arrow or in the date bar. Result: The Month calendar view for the selected month is displayed.

  5. To display the current month again click Today in the title bar of the overview window.

The Month calendar view contains:

  • The label for the current month in the date bar.

  • A time grid that is divided into individual days.

  • The appointments for the displayed month. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.

5.4.2.4. Displaying the Week calendar view

The Week calendar view displays the calendar for one week and the appointments for the week.

How to display the Week calendar view:
  1. Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.

  2. Click Calendarin the View panel tab. If using the compact panel, click the panel entry View > Calendar.

  3. Click Week in the View panel tab. If using the compact panel, click the panel entry Time range > Week. The calendar view for the current week is displayed.

  4. To display a specific week click the navigation arrow or in the date bar. Result: The Week calendar view for the selected week is displayed.

  5. To display the current week again click Today in the title bar of the overview window.

Tip: To display a specific week you can also click a calendar week in the MiniCalendar.

The Week calendar view contains:

  • The week label in the date bar.

  • A time grid divided in individual days.

  • The appointments for the displayed week. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.

5.4.2.5. Displaying the Custom calendar view

The Custom calendar view displays the calendar for a custom time range and the appointments in that time range.

The custom time range can be between one and seven days. The time range can be set by you. The default setting is seven days. Further information can be found in 8.2.6.1: Calendar settings.

How to display the Custom calendar view:
  1. Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.

  2. Click Calendar in the View panel tab. If using the compact panel, click the panel entry View > Calendar.

  3. Click Custom in the View panel tab. If using the compact panel, click the panel entry Time range > Custom. The calendar view for the current custom time range is displayed.

  4. To display a specific custom time range click the navigation arrow or in the date bar. Result: The Custom calendar view for the selected time range will be displayed.

  5. To display the current time range again click Today in the title bar of the overview window.

The Custom calendar view contains:

  • The time range label in the date bar.

  • A time grid divided into individual days.

  • The appointments in the displayed time range. A description of the appointment display can be found in 5.4.2.6: How are appointments displayed?.

5.4.2.6. How are appointments displayed?

An appointment that is not an all-day appointment is displayed as a rectangle. The rectangle extends to the height of the appointment duration. Within the rectangle the following information is displayed:

  • On the left side of the rectangle a colored bar indicates the availability status for the appointment:

    • Blue: reserved (default)

    • Yellow: tentative

    • Red: absent on business

    • Green: Free

    Further information on availability can be found in 5.2.2: What should I know about appointments?.

  • The appointment description is displayed in the upper part of the rectangle. Depending on your answer to the appointment notification, the appointment description contains the following information about your confirmation status:

    • If you have not yet accepted the appointment the appointment description contains the status "Waiting".

    • If you declined the appointment, the appointment description is crossed out.

    • If you tentatively accepted the appointment, the appointment description contains the status "Tentative".

    • If you accepted the appointment, the appointment description does not contain any additional details.

    If you display an appointment that is saved in a shared folder, the confirmation status of the shared folder's owner is displayed. Information on answering an appointment invitation can be found in 5.6: Answering appointment invitations.

  • On the right of the appointment description the appointment location is displayed.

  • Within the rectangle the appointment type is indicated by the following icons:

    • Private appointment

    • Group appointment

    • Appointment series

    Further information on appointment types can be found in 5.2.2: What should I know about appointments?.

  • Private appointments in a shared folder are marked with a rectangle labelled "Private". For such appointments no further information is displayed.

  • If predefined categories were assigned to the appointment, the color of the initially assigned category is displayed in the appointment title. For any additionally assigned category, a colored icon is displayed on the bottom right of the appointment title.

  • Several appointments on the same day are displayed as follows:

    • If appointments do not overlap, they are shown one below the other.

    • If appointments overlap they are shown next to each other. In the default settings up to two appointments are displayed next to each other. In the calendar settings Number of concurrent appointments shown in day view you can set the number of appointments to be displayed next to each other.

    • If the number of overlapping appointments exceeds the number of appointments displayed next to each other, the icon is shown in the right side of the date bar. Click this icon to view all appointments. The list view is displayed. It shows all appointments for the current day.

    • If the Week calendar view contains more appointments than can be shown one below the other, a scrollbar is displayed.

    • If the Month calendar view contains more appointments than can be shown one below the other, the icon is displayed at the bottom. In order to view all appointments click this icon. The List view with all appointments for the current day is displayed.

An all-day appointment is displayed in the form of a filled rectangle. Depending on the calendar view, all-day appointments are displayed as follows:

  • In the Day, Work Week, and Custom calendar views, all-day appointments are displayed on top of the time grid. If there are more than five all-day appointments for one day, a scrollbar is displayed.

  • In the Week calendar view all-day appointments are displayed on top of the other appointments. If not all appointments for a day can be displayed one below the other, a scrollbar is displayed.

  • In the Month calendar view all-day appointments are displayed on top of the other appointments. If not all appointments can be displayed one below the other, the icon is displayed on the bottom. In order to display all appointments click this icon. The list view with all appointments for the current day is displayed.

5.4.3. Displaying the list view

The List view displays the appointments in the form of a table.

How to display appointments in the list view:
  1. Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.

  2. Click List in the View panel tab.

  3. Click a time range in the View panel tab.

Result: A list of appointments in this time range is displayed.

For each appointment the list shows one line with information in the form of icons or texts:

Icon or text

Information

Column 1, icon 

Single appointment

Column 1, icon  

Appointment series

Column 2, icon 

Group appointment

Column 2, icon  

Private appointment

Title column

Appointment title

Start column

Date and time for the start of the appointment

End column

Date and time for the end of the appointment

Location column

Appointment location

Folder column

Appointment's calendar folder

Last column

Flag assigned to the appointment.

The appointments in the list are sorted based on the Start column in ascending order by default. The column title is highlighted. An arrow icon next to the column title indicates the sort order.

How to change the sort order:
  1. To sort based on a column click the column title.

  2. To change the sort order, click the column title again.

Result: The sort order is changed.

Note: The first two columns and the Folder column can not be used for sorting.

5.4.4. Displaying the Detail view

The Detail view displays all information about an appointment.

How to display an appointment in the Detail view:
  1. Select a calendar and the appointment display, please refer to 5.4.1: Selecting calendar and appointment view.

  2. Select an appointment.

  3. In the View panel tab click Detail. If using the compact panel, click the panel entry View > Detail.

Result: The appointment's Detail view will be displayed.

The Detail view displays the following information:

  • The window title contains the appointment's description, the start, and the end.

  • The Appointment tab contains details on the appointment description, the location, duration, creator, organizer, participants, resources, appointment type, categories, calendar folder, appointment availability display, comments, and reminder.

  • The Participants tab contains the list of participants and resources. For each participant the status is either displayed as accepted, declined, or waiting. If a participant has entered a comment it will be displayed.

  • The Attachments tab contains the list of attachments.

5.4.5. Displaying the team view

In the Team view you can see the appointments of users and groups and the resources booked for a specific date.

How to display the Team view:
  1. In the View panel tab click on Team. If using the compact panel, click the panel entry View > Team.

  2. In the View panel tab, select a time range. If using the compact panel, click the panel entry Time range and then on an entry.

  3. Add team members or select a team. Instructions can be found below.

Result: The Team view is displayed.

From top to bottom the Team view contains the following parts:

  • The date bar displays the time range set. With the Quick config button you can activate the settings bar below the date bar.

  • With the control elements in the settings bar you can influence the display in the time range.

    • Mode specifies how detailed appointments are displayed.

    • Grid specifies the subdivision of the time grid and the display of times outside the working hours.

    • Zoom changes the display of the time range by zooming and scrolling.

    • Show specifies which appointments are shown depending on the appointment's availability.

  • Below the date bar or the settings bar the time bar displays a subdivision displayed in days or hours, depending on the time range selected.

  • Below the time bar the time grid displays the team member's appointments. The time grid covers the time range preset in the panel.

How to change the time grid view by zooming and scrolling:
  1. In the View panel tab select a time range. If using the compact panel, click the panel entry Time range and then on an entry. Tip: If the selected time range is to be fully displayed, activate the auto checkbox in the settings bar.

  2. In order to move the displayed time range, use one of the following options:

    • Click on the navigation arrow in the date bar or .

    • Click on a day in the MiniCalendar.

    In order to display the current day, click the Today button in the date bar.

  3. If the displayed time range can not be fully displayed, you can scroll by proceeding as follows:

    • Drag the time bar (below the date bar) to the right or to the left.

    • Use the scroll bar below the time grid.

    • Use the mouse wheel.

  4. In order to zoom the time range, use one of the following options:

    • Select a zoom level between 10% and 1000% from the drop-down menu in the settings bar.

    • Drag the zoom ruler in the settings bar to the right or to the left.

    • Scroll the mouse wheel while holding down the <Shift> key.

How to change the time grid division:
  • In order to set a division in hours, deactivate the Fine grid checkbox in the settings bar.

  • In order to set a five minute division, activate the Fine grid checkbox. in the settings bar. Note: With low zoom levels, an hour division is shown even if the checkbox is activated.

How to hide the times outside the working hours:
  • Activate the checkbox Hide non-working hours in team view in the settings bar.

  • Result: Times that are more than one hour after the end of the working hours and earlier than one hour before the start of the working hours, are hidden.

  • Note: The same setting as well as the settings for the working hours can be found in the calendar settings, see : Hide non-working hours in the team view.

How to select the appointment view in the time grid:
  • Below the settings bar, select one of the settings: Details, Bars, or Minimized.

    • In order to display appointment details like description and time, select Details. Appointments that can not be edited are grayed out. Further information on displaying appointments can be found in 5.4.2.6: How are appointments displayed?

    • In order to display appointments by using colored bars, select Bars.

    • In order to display as many rows as possible select Minimized.

    Appointments with categories assigned are displayed in the color of the initially assigned category.

How to specify which appointments are displayed depending on the availability of the appointment:
  • Activate or deactivate the checkboxes Free, Tentative, Absent, or Reserved in the settings bar.

Note: To ensure that individual appointments are always visible, overlapping appointments are displayed in such a way that booked individual appointments are displayed first and free all-day appointments are displayed last. The appointments are thus displayed in the following order from first to last:

  • Individual appointments, booked, -absent on business, -tentative, -free

  • Serial appointments, booked, -absent on business, -tentative, -free

  • All-day appointments, booked, -absent on business, -tentative, -free

How to add users, groups, or resources as a team member:
  1. Click Add in the Edit panel tab. If using the compact panel, click the panel entry Teams > Add. The Select Participants window will open.

  2. To view a specific selection of users, groups, or resources enter a character string in the input field next to Search. Then click the Search button.

  3. Select one or several users, groups, or resources from the list. Note: Users, groups, and resources are marked with different icons. Groups and resources are listed below the users.

  4. To add the selection as participants click the Add button next to Participants. To add the selection as resources click the Add button next to the Resource.

    Note: There are the following limitations:

    • Resources can not be added as participants.

    • Groups can not be added as resources.

  5. If need be you can correct the selection of participants or resources:

    • Select individual entries in the Participants or Resources field.

    • Click the Delete button next to Participants or Resources.

  6. To accept the selection click OK. If you do not want to accept the selection click Cancel.

Result: The selected users, groups, and resources are added as team members.

Tip: You can also add team members as follows:

  • Click the icon in the last row of the Team members column. The Select Participants window opens.

  • In the last row of the Team members column enter the name of a participant in the input field.

Tip: You can use drag and drop to change the sort order of the team members.

How to select an existing team:
  1. Click Select Team in the Edit panel tab. If using the compact panel, click the panel entry Teams > Select team.

  2. Click a team.

Note: Prior to selecting a team it needs to be created in the calendar settings. Details can be found in 8.2.6.2: Teams.

How to remove team members from the team view:
  1. Select individual team members by clicking on the names while holding the <ctrl> key. Note: on Apple machines use the <cmd> key.

  2. In the Edit panel tab click Remove. If using the compact panel, click the panel entry Teams > Remove.

Tip: You can also remove individual team members as follows:

  • Let the mouse pointer hover over a team member. A button is displayed on the right side of the name.

  • Click the button.

5.4.6. Displaying hovers

Hovers are available in the Calendar, Team and List, also while creating a new appointment in the Appointment window on the Availability tab.

How to display an appointment in the hover:
  1. Move the mouse pointer to an appointment. After a short delay the hover will open. The General tab is visible.

  2. To view additional information click another tab.

  3. To close the hover move the mouse pointer out of the hover.

The calendar hover displays the following information:

  • The General tab. It contains:

    • The calendar module icon.

    • The description and location of the appointment.

    • The icons for private appointments, serial appointments, and group appointments.

    • The appointment's start and end.

    • A colored icon for each category assigned

    • The appointment organizer's name.

    • The comment for the appointment. Depending on the comment's length a scroll bar is displayed.

  • The Participants tab. The number in brackets equals the number of participants. The tab contains:

    • The name and confirmation status of each participant. If a participant accepted the name is displayed in green letters; if a participant declined, the name is displayed in red letters.

    • The comment entered by the participant in addition to the confirmation status

    • An icon for changing the confirmation status.

  • The Attachments tab. The number in brackets equals the number of attachments. If the appointment contains attachments the following elements are displayed:

    • File name, file size, and attachment type

    • Icons for opening and saving the attachment

  • The Other tab. It contains:

    • The folder the appointment is saved to.

    • The categories added to the appointment.

    • The name of the person who created or modified the appointment.

5.4.7. Opening or saving attachments

You can do the following:

  • Open the attachment Note: To open an attachment extra software might be required.

  • Save the attachment outside of the groupware

  • Save the attachment in the InfoStore.

How to open or save an appointment's attachments:
  1. Display the appointment in the Detail view.

  2. Select the Attachments tab.

  3. Select the attachment.

  4. Decide on an action:

    • To open the attachment:

      • In the Edit panel tab click Open attachment. If using the compact panel, click the panel entry Attachments > Open attachment. A system window opens. It displays the software used for opening the attachment.

      • To open the attachment use the control elements in the system window.

    • To save the attachment:

      • In the Edit panel tab click Save as. If using the compact panel, click the panel entry Attachments > Save as. A system window opens.

      • To save the attachment use the control elements in the system window.

    • To save the attachment to the infostore:

      • In the Edit panel tab click Save to infostore. If using the compact panel, click the panel entry Attachments > Save to InfoStore. --> The InfoStore item window opens. The attachment's file name is entered as the file name for the infostore item.

      • Information on creating infostore items can be found in 7.5: Creating an InfoStore item.

Tip: An attachment can also be opened or saved by clicking the respective icons in the appointment's hover.