This section provides information about working with calendar events for which you are the organizer.
When organizing events, see the following topics:
To create an event:
From the Calendar Page toolbar, select the New Event icon.
The New Event Page appears.
In the Title field, enter a title for the calendar event.
From the Calendar list, select the calendar in which to create the event.
Specify the date, time, and duration of the event:
If the event lasts one or more entire days (rather than portions of days), select All Day.
Specify the start and end dates of the event. Also, if All Day is not selected, specify the start and end times of the event.
Select the Save icon.
Note:
See "New Event Page" for information about the other optional fields, buttons, and options when creating an event.To edit an event:
From the Calendar Page, find the event and then open the event details by doing one of the following:
From the Calendar view, select the event, and from the event dialog box, select the Add/View Additional Details link.
From the Agenda view or the search results from an advanced search, select the event title.
The event details appear in the New Event Page.
Edit the event and select the Save icon.
To set up a calendar event to recur, place yourself on the New Event Page for an event you are creating or editing and do the following:
Select the Recurrence icon.
The Recurrence dialog box appears.
From the Repeat list, select the frequency of the recurrence.
Select Advanced and specify the frequency details and the day on which the event recurs.
Use the Ending fields to specify when you want the recurring event to end.
Select OK.
Finish creating or editing the event and select the Save icon.
To invite attendees to a calendar event, place yourself on the New Event Page for an event you are creating or editing and do the following:
Do one of the following:
In the Invitation field, enter the name or email address of one or more attendees.
If the attendee's email address is displayed in a list as you type, select the address from the list. If the attendee's email address is not displayed in a list, select the plus-sign icon to add that attendee to the list.
Next to the Invitations field, select the address book icon and select attendees from your address books.
(Optional) To check the availability of your attendees, select the Check Availability button.
(Optional) Mark one or more of your attendees as optional participants:
From the Invitations list, select the attendee.
From the context menu, select Attendee Optional.
Finish creating or editing the event and select the Save icon.
An invitation is sent to each attendee in the Invitations list.
To reserve resources (such as a conference room or a projector) for a calendar event, place yourself on the New Event Page for an event you are creating or editing and do the following:
Do one of the following:
In the Reservations field, enter the name or email address of one or more resources.
If the resource's email address is displayed in a list as you type, select the address from the list. If the resource's email address is not displayed in a list, select the plus-sign icon to add that attendee to the list.
Next to the Reservations field, select the address book icon and select resources from your address books.
(Optional) To check the availability of your resources, select the Check Availability button.
Finish creating or editing the event and select the Save icon.
When you invite attendees to an event, they are asked to provide their participation status. You can view attendee participation status for events for that you organize.
To view attendee participation status:
Find the event and open its details by doing one of the following.
From the Calendar view, select the event, and from the event dialog box, select the Add/View Additional Details link.
From the Agenda view or the search results for an advanced search, select the event title.
The event details are displayed in the New Event Page.
The Invitations list displays the attendees and their participation statuses.
(Optional) Filter the Invitations list. For example, to display only attendees who have accepted the invitation, select the Accepted link above the list.
Close the event details.
To delete an event:
Find the event and open its details by doing one of the following:
From the Calendar view, select the event, and from the event dialog box, select the Add/View Additional Details link.
From the Agenda view or the search results for an advanced search, select the event title.
The event details appear in the New Event Page.
Select the Delete icon and confirm the deletion.
Duplicating an event duplicates all its configurations and attributes, excluding any attachments.
To duplicate an event:
Find the event and open its details by doing one of the following:
From the Calendar view, select the event, and from the event dialog box, select the Add/View Additional Details link.
From the Agenda view or the search results from an advanced search, select the event title.
The event details appear in the New Event Page.
Select the Clone Event icon.
The New Event page for the duplicated event appears.
(Optional) Edit the event details.
Select the Save icon.
Use the New Event page to create a calendar event or to view and edit the event details of an event for which you are the organizer. (If you are not the organizer of an event, viewing its details opens the View Event Page.)
The name of the page assumes the title of the event.
| Element | Description |
|---|---|
| Save | Select to save the event. Sends invitations to invited attendees and reserves resources. |
| Attach | Select to attach a file to the event. |
| Recurrence | Select to make the event recurring. |
| Reminders | Select to add a personal reminder for the event. |
| Time Zone | Select to choose a time zone for the event that is different from the time zone for the calendar. |
| Cancel | Select to close the New Event page without saving the event. |
| Title | Enter a title for the event. |
| Calendar | Choose the calendar to which you want to add the event. |
| All Day | Select if the event lasts entire days rather than portions of days. |
| Start | Choose the start date. If All Day is not selected, also specify a start time. |
| End | Choose the end date. If All Day is not selected, also specify an end time. |
| Set Recurrence | Select to make the event recurring. |
| Set Reminder | Select to add a personal reminder to the event. |
| Location | Enter the event location. |
| Description | Enter a description or notes. |
| Event Is | Select a privacy setting for the event:
|
| Show as | Select how your availability status appears during the event:
Some service providers allow calendar events set to Busy to automatically change your instant messaging status to Do Not Disturb. |
| Event Type | Select one or more categories for the event.
You can search for events by category. To specify custom categories, enter the categories in the field below Event Type, separating each with a comma. |
| Invitations | Enter the name or email address of the contact you want to invite to the event, or select the Add icon beside this field to search in an address book.
For each attendees in the Invitations list, you can select the down arrow beside their name and mark them as optional attendees. |
| Reservations | Enter the name or email address of the resource you want to reserve for the event, or select the Add icon beside this field to search in an address book. |
| Check Availability | Select to check the availability of the invited attendees and resources. This opens the Availability dialog box. You can also use this dialog box to adjust the time of this event. |
The following table describes additional UI elements on the New Event page that you can use when viewing or editing event details for an event for which you are the organizer.
| Element | Description |
|---|---|
| Delete Event | Select to delete the event from the calendars of all invited attendees. Sends a notification to all invited attendees. |
| Select to print the event details. | |
| Clone Event | Select to create a duplicate event. Does not duplicate any files attached to the original event. |