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Calendar is a built-in scheduling tool that allows you:
To access the Calendar tool from any portal page, click the " /> icon at the top of the page or use the drop-down list in the top left corner and select the corresponding option.
You can add events to your personal calendar in several ways: using the Quick Mode that allows to add basic information about an event, or switching to the Advanced Mode to specify all the event details such as a recurrence period, reminder time, guest list etc.
Enter the date you need in the From: and To: fields using the keyboard or clicking the corresponding " /> icon and selecting the necessary date. For more details refer to this ">article.
Open the Repeat drop-down list and select one of the available options: every day, every week, every month, every year. To set a custom recurrence period select the corresponding option from the Repeat drop-down list and adjust the available settings.
For more details refer to this ">article.
By default, you will be informed about your event added to the My calendar 15 minutes before it occurs. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.
You will receive notifications about the guest attendance to the selected email address.
You can use the Formatting Toolbar at the top of this field to format your text. The following options are available: Undo, Redo, Bold, Italic, Underline, Strikethrough, Insert/Remove Numbered List, Insert/Remove Bulleted List, Link, Unlink, Remove Format.
You can change the size of the Description field by dragging its lower right corner.
Start typing the guest name or email address and choose the necessary contact from the list (your personal, CRM and portal contacts that match the entered characters are displayed there as you type). If you enter a new email address that is not stored in your Mail contacts, press Enter or click the Ok button on the right to add the guest.
Then you can specify the necessity for the presence of each guest. The Required option is selected by default, but you can change it to the Optional one.
To remove a guest, use the " /> icon.
Click the Add users link, check the persons you wish to share your event with and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.
Then set the access type for each user. The Read Only option is selected by default, but you can grant Full Access so that the user can not only view but also edit the event.
To remove a user, use the " /> icon.
You can attach documents from your local drive or ">Documents module to the event. Remember, that the file size must not exceed 15 MB. To remove an attachment, click the " /> icon. If your event contains several attachments, you can use the Delete All option to remove all the files at once.
If you want to attach links to some files from the Documents module instead of uploading files, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.
If you have added some guests, the Send invitations window will appear. Decide if you want to send invitations to guests or not and click the corresponding button.
The added event will be highlighted with the color of the selected calendar.
The invited guests will receive email notifications, if you have decided to send them invitations. The guests will be able to accept/decline the invitation choosing the Yes, Maybe or No option right from the email message as well as from the event preview window in the Calendar. The decision can be changed later.
To open the event preview window, left-click the event in the calendar. In this window, you can also view the total number of invited guests and the quantity of guests who have accepted/declined the invitation.
When a participant accept, tentatively accept or decline the invitation, the event organizer will also receive an email notification.
If you need to edit an event,
If you have added new guests or removed some of the existing ones, you will be suggested to choose if you want to notify about the change New and Removed Guests only or Everyone.
To delete an event, left-click it and use the Delete button at the bottom of the window. If you have invited some guests to the event, the Sending cancellations window will appear. Decide if you want to send notifications about the event cancellation to guests or not and click the corresponding button.
You can quickly add to-dos to your timetable specifying the task title and due date, display them in your calendar, close the performed tasks.
To add a new to-do,
The added to-do will be displayed in the to-do list on the right and in your calendar. To add the next to-do you can use the " /> icon to the right of the necessary day at the To-do panel, or click the New to-do link at the bottom of the to-do list.
To close a to-do,
To edit a to-do,
To change common settings of the to-dos, click the " /> icon at the To-do panel and check the necessary options:
To delete a to-do,
If the My calendar isn't enough for planning your work, you can create new personal calendars. To do that,
Open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day or leave the never option to switch the reminder off.
Click the Add users for sharing link and use one of the following links to select persons you wish to share your calendar with:
Then set the access level for each user/group and click the Save button.
A newly created calendar will be added and displayed in the My Calendars list to the left.
You can import events into your calendar using the iCal feed link or iCal file in the .ics format.
To import events using the iCal feed link:
A new calendar containing events from the iCal feed will be added and displayed in the Other Calendars list to the left.
To import events from iCal file:
A new calendar containing events from the iCal file will be added and displayed in the My Calendars list to the left.
For more tips, refer to this ">article.
By default, Calendar is divided in two sections:
If you need to edit a calendar,
If you don't need some of your calendars you can either delete them (from the My Calendars list) or hide them (from the Other Calendars list).
To delete a calendar from the My Calendars list,
To disable one of the calendars from the Other Calendars list and hide all the events from it,
To disable some calendars at once,
The best way to organize the work schedule of your team and keep your teammates updated with all the important events is to add a new calendar and share it.
To share an existing calendar,
Select a person (a group) from the list. Use the filter field at the top to facilitate the search.
The selected person (or group) will be added to the list. To remove a person (a group) added by mistake just click the corresponding " /> icon.
By default, the calendar will be available in read-only mode. To give the user (or group) full access to the calendar so that he/she could not only view but also edit this calendar, add or remove events, click the Read Only link and select the Full Access option from the list.
All the selected users (or group) will receive a notification about a new calendar shared with them.
After the selected user receives a notification he/she needs to activate the shared calendar to display all events from it. Here are the instructions to be performed by the user you shared your calendar with:
If you use Calendar for work purposes and another one, like Google, for personal to-do lists, exporting your online office calendar can help you synchronize the available information saving time and effort.
Calendar allows you to:
To export your calendar,
OR
Follow the iCal link provided to save your calendar into a file in the iCal format with .ics extension on your hard disk drive. Use the saved file to import the events from your online office calendar into any third-party calendar providing the Import feature.
If you use Google Calendar, open a drop-down list next to the 'Add Calendar' caption and choose the 'Import' option. Then browse your hard disk drive for the created file, choose the calendar where these events should be saved and click the 'Import' button. All the events from your online office calendar will be imported and displayed within the selected Google calendar.To export your to-dos,