Appointment

Updated till version 1.0.3

You can create single or recurring appointments. While creating an appointment you can see if participants are free before inviting them, reserve a room and equipment and write a message that is sent with the invite.

Create an appointment

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can turn an appointment into a meeting by adding attendees.

1. Click New appointment.
2. Enter a title.
3. Under the "Time" section, set the appointment start time, end time, and timezone. If the appointment is going to last the whole day, check the box next to All day.
4. Under the "Repeat" section, select whether make it a repeating appointment or not.
5. Under the "Notify me"section, select the reminder notice for when to be reminded of the appointment start time.

6. Under the "Project" section, determine how your availability for this appointment should be shown and select the calendar for this appointment.

   • Check the box next to Private if you want to hide some of the appointment details from others in your organization.
   • Check the box next to Email if you want to be reminded of the appointment by email. To configure an email address, go to Preferences > Appointment notifications. Refer to the "Enable email reminder" subsection, for the step-by-step guide.

7. (Optional) Add a description or attach documents to the appointment.

8. Click SAVE.

You should see the created appointment in the calendar.

Create a meeting

Meetings are appointments that include other people. When you create a meeting, you select attendees and resources and send an email invitation to them.

Setting up a meeting involves the above initial steps for setting up a regular appointment. Once you've got the basics set up you can go ahead and set the details needed to create the meeting invitation.

1. Follow the steps above 1 through 7 to create an appointment.

2. Type the attendee’s name or email address in the Attendees field. As you type, names in your contact lists that match appear.

   • If some attendees are not required to be at the appointment, but you want to invite them, type email addresses in the Optional participants field.
   • To search for addresses to add, click the plus icon next to the Attendees and Optional attendees fields.

3. Switch the Video Meeting toggle on and enter a password for your meeting.

4. Under the "Location" section, describe the location of the meeting, such as giving an address, building number, and floor number. You can also click Suggect location to display the suggested location.
5. Under the "Equipment" section, type the equipment you want to reserve. You can also click Find Equipment to display the suggested equipment.
6. Under the "Scheduler" section, click Show. You will see a graphic representation of each invitee's free, busy, and tentative time. The meeting time you've entered will be shown as a green bar (beginning of the meeting) and a red bar (end of the meeting). Now that you can see everyone's availability, you can adjust the time and/or date of the meeting to a mutually available one.
7. Click Save.

Emails will be sent to the invitees.

Add an appointment with Quick Add

1. Select the Calendar for the appointment.
2. Right-click a required date on the Calendar and select New Appointment from the dropdown menu.
3. Enter the title and location.
4. Set the appointment start time and end time.
5. Determine how your availability for this appointment should be shown and change the calendar for this appointment if needed.
6. Check the box next to Private if you want to hide some of the appointment details from others in your organization.
7. Select a repeat mode.
8. Set the reminder notice for when to be reminded of the meeting start time.
9. Check the box next to Email if you want to be reminded of the appointment by email. To configure an email address, go to Preferences > Notification.
10. If you need to add participants, add a description, or attach documents, click MORE DETAILS to open the New Appointment page.
11. Click ADD.

Create all day appointment

An all-day appointment is an activity that lasts all day.

1. Select the Calendar for the appointment.
2. Right-click a required date on the Calendar and select New All Day Appointment from the dropdown menu.
3. Follow the steps 3 through 11 from "Add an appointment with Quick Add" instruction.

Edit an appointment information

You can change appointment information that is on your calendar. You can move the appointment to another calendar, mark the message as private or public, add some notes to the Description field, or change the reminder time.

1. Check the box next to the Calendar where a required appointment is located.
2. Double-click the appointment.
3. Click the pencil icon in the upper right corner of the Appointment box that appears.
4. Make your changes.
5. Click SAVE.

Re-invite attendees to an appointment

As the organizer of an appointment, you can resend a meeting invitation.

1. Check the box next to the Calendar where a required appointment is located.
2. Right-click a meeting that you organized and then select Re-invite Attendees.

The invitation is immediately re-sent to all attendees.

Create an appointment copy

You can create a new appointment based on an existing one.

1. Check the box next to the Calendar where a required appointment is located.
2. Right-click the appointment and then select Create a Copy.
3. Review the appointment information. Make your changes to the appointment as needed.
4. Click SAVE.

Forward an appointment

If you want to invite someone to an appointment you haven't organized, you can forward the meeting to them. When the recipient receives the appointment request, it appears to come from the appointment organizer.

1. Check the box next to the Calendar where a required appointment is located.
2. Right-click the appointment and then select Forward.
3. In the To field, type the attendee’s name or email address. As you type, names in your Contact lists that match appear.
4. To search for addresses to add, click the plus icon next to the To field.

5. Use the search field to search for the required email address. You can also use the Show names from drop-down menu to specify where to search:

   • Contacts
   • Personal and Shared contacts
   • Global Address List (organization directory)

6. Click the required email address and then the ADD button. The added email addresses will be displayed at the right.

7. Click SELECT.
8. Click SEND.

Move an appointment to a calendar

VNCmail supports the use of multiple calendars, each with its own color scheme, to let you keep separate schedules for different functions.

You can move appointments from one calendar to another when necessary. Appointments keep the same date, time and other properties when moved between calendars.

1. Check the box next to the Calendar where a required appointment is located.
2. Right-click the appointment and then select Move.

3. Select the calendar where you want to move the appointment to.

   • You have an option to create a new calendar for the appontment by clicking New at the bottom left. Type the calendar name in the field, assign a color associated with it, and click CREATE. The calendar should appear in the calendars list and you will be able to select it to move the appointment.

4. Click MOVE.

Add a tag to an appointment

Appointment tags allow you to highlight important information about appointments. You can easily add a tag to an appointment.

1. Check the box next to the Calendar where a required appointment is located.
2. Right-click the appointment and then select Tag Appointment.
3. You can use a current set of appointment tags or create new ones.
4. Click the checkmark at the bottom.

Print an appointment

You can print the appointment details.

1. Check the box next to the Calendar where a required appointment is located.
2. Right-click the appointment you want to print and then select Print.
3. In the Print dialog box, choose the printer options you want, and click Print.

Delete an appointment

There are times when you’ll want to delete an appointment from your calendar.

1. Check the box next to the Calendar where a required appointment is located.
2. Right-click the appointment and then select Delete.
3. Click DELETE to confirm that you want to delete the appointment.