Preferences

Updated till version 1.0.3

General Preferences

Change the theme

The "Appearance" option allows you to select the background colors for your calendar interface. Blue Ocean is the default.

There are 2 ways to change the theme:

Way 1. Using the "Appearance" option.

To change the background colors for your calendar interface, refer to the "Customize background theme" section, for the step-by-step guide.

Way 2. Using the "General settings" option.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Settings > General settings.
3. Select a required theme from the Theme dropdown menu.
4. Click the checkmark at the bottom.

Change the language

It is possible to set up 2 languages: English and German.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Settings > General settings.
3. Select a required language from the Language dropdown menu.
4. Click the checkmark at the bottom.

Main Preferences

Change a timezone

Main preferences allow you to customize language, timezone, theme, and more.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. From the Time zone dropdown menu, select a preferred option.
4. Click SAVE at the bottom.

Manage calendar view settings

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.

3. From the Default view dropdown menu, select one of the following options:

   • Day View - if you want a calendar to display a present day;
   • Work Week View - if you want a calendar to display 5 days of the week;
   • 7-Day Week View - if you want a calendar to display 3 days of the week;
   • Month View - if you want a calendar to display a current month;
   • List View - if you want a calendar to display the appointments list.

4. From the Start week on dropdown menu, select when to start the week.

5. Click SAVE at the bottom.

Change appointment visibility

This can be set to either Public or Private. The default is "Public", all incoming calendar invites are marked as Public unless the creator marked the meeting notification as private. When this is set to "Private", all incoming calendar invites are marked as Private. Details about events that are marked private are not displayed.

• A small lock icon appears next to the message on your calendar to show that this is a private appointment.
• Calendars that are shared with others show the appointment on your calendar but do not show any details.

To change appointment visibility on the Calendar, do the following:

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. From the Default appointment visibility dropdown menu, select Public or Private.
4. Click SAVE at the bottom.

Enable/ disable the mini-calendar

You can specify whether the mini-calendar is displayed at the bottom of the "Overview" pane.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. Check the box next to Always show the mini-calendar.
4. Click SAVE at the bottom.

The mini calendar will then appear at the bottom of the left sidebar.

Show/ hide week numbers on the calendar

You can specify whether the week numbers are displayed on the mini-calendar.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. Check the box next to Show Calendars with week numbers.
4. Click SAVE at the bottom.

Automatically add received appointments to the calendar

Email invitations sent to your Inbox can be automatically added to your calendar. You can accept or decline the invite from either the Inbox or Calendar.

When this option is not checked, the appointment is added to your calendar when you click "Accept" or "Tentative" in the message.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. Check the box next to Automatically add received appointments to calendar.
4. Click SAVE at the bottom.

Show/ hide a declined meeting on the calendar

When you decline a meeting, the meeting continues to display on your calendar in a faded view. You can set your preferences so that the meetings you decline do not display in your calendar.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. Check the box next to Show declined meetings.
4. Click SAVE at the bottom.

Enable/ Disable the "Delete invite on reply" option

You can specify whether or not to delete meeting invitations when you respond to them in email. By default, invites are deleted (moved to the "Trash" folder) when you respond to them.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. Under the "Invitation Response" section, check/ uncheck the box next to Delete invite on reply.
4. Click SAVE at the bottom.

Forward invites to an appointment

You can forward invite emails you receive to one or more users that you have shared your calendar with.

Forwarding a copy of calendar invitations to another address is helpful:

• If you do not check your VNC account frequently, you can forward a copy of your meeting invitations to an address that you check regularly.
• If someone manages your VNCcalendar on your behalf, they will receive a copy of your meeting invitations and be able to answer for you.
• If you manage someone else’s VNCcalendar, ask them to forward a copy of their meeting invitations to you, so you can respond on their behalf.

To forward a copy of your meeting invitations, do the following:

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. Under the "Forward Invites", enter the email address into the field.
4. Click SAVE at the bottom.

Customize reminders for appointments

You can change the default reminder time (the default is 5 minutes) and set the type of notification to receive.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. Under the "Show reminders", set how many minutes before meetings to send you a reminder.

4. Select how you want to be notified:

   • Show reminders for past-due meetings. If enabled, VNCcalendar will send you an email reminder and show a pop-up to remind you.
   • Play a sound. If enabled, you will be notified by a beep.
   • Flash the browser title. Select this option, if you are working in a different browser tab or browser window and choose to have the browser title flash to remind you.
   • Show a popup notification. If enabled, information about the appointment will be displayed.

5. Click SAVE at the bottom.

Change default appointment duration

By default, when you create a new appointment, the appointment duration is 60 minutes. However, you can increase or decrease the default appointment duration.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Main Preferences.
3. From the "Default Appointment Duration" dropdown menu, select the number of minutes your meetings usually run.
4. Click SAVE at the bottom.

Work Weeks and Hours

Customize the work week and hours

You can select the days and times of the week you work. You can also customize work hours by day. This information is displayed in your free/busy view.

1. In the upper right corner, click the cogwheel icon .
2. Navigate to Preferences > Work Week and Hours.
3. Under the "Work week" section, check the box next to the days of the week you work.
4. Under the "Work hours" section, select the times you work.

5. (Optional) If you need to customize working hours for each working day, select Custom and then click the CUSTOMIZE button.

   • To set your days off work, check the days you are in the office and uncheck the days you are not working.
   • To set the hours of your workday, select the start of your workday using the first dropdown menu, and select the end of your workday using the second dropdown menu.
   • Note: Take note of the time zone indicated. If it is not correct, then your workday hours will be off, as will your calendar times.

6. Click SAVE at the bottom.

Appointment Preferences

Customize the options for appointment creation

You can specify whether to create new appointments using the "Quick Add Appointment" dialog box.

1. On the top right, click the cogwheel icon .
2. Navigate to Preferences > Creating Appointments.
3. Under the "Creating Appointments" section, check the box next to Use the Quick Add dialog when creating new appointments if you want to have the possibility to create a new appointment by clicking the required date. It means that if you open a calendar and click any date, you should see the "Quick Add Dialog".
4. Under the "Time zones" section, check the box next to Show time zone for the start and end time when creating an appointment if you want the time zone to be displayed while creating an appointment.
5. Click SAVE at the bottom.

Permissions

Customize appointment permissions

Users, for whom you want to customize appointments permissions, should be present in this mail system. You can use a full email address or just a username.

The free/ busy feature allows others to see appointment times scheduled on your calendar. The free/busy feature is on by default, but you can limit who can see the information.

1. On the top right, click the cogwheel icon .
2. Navigate to Preferences > Permissions.

3. Under the "Free/ Busy" section, select the free/ busy option that you want to set for this calendar:

   • Allow both internal and external users to see my free/busy information. This is the default. Anyone can see your free/ busy times.
   • Allow only users of internal domains to see my free/busy information. Only internal users can see your free/busy time on your calendars.
   • Allow only users of my domain to see my free/busy information. Only internal users of your domain can see your free/busy time on your calendars.
   • Don't let anyone see my free/busy time. Your free/busy time cannot be seen.
   • Allow only the following internal users to see my free/busy information. Only internal user addresses you list on this page can see your free/busy times.

4. (Optional) If you select Allow only the following internal user to see my free/busy information, you should enter a user's email address in the field below. If you want to add several email addresses, start typing a user's email address/ username and tap them.

5. Under the "Invites" section, specify who can invite you to meetings.

   • Allow both internal and external users to invite me to meetings. This is the default. Anyone can invite you to meetings.
   • Allow only internal users to invite me to meetings. Only internal users can invite you to meetings.
   • Don’t let anyone invite me to meetings. Nobody can invite you to meetings.
   • Allow only the following internal users to invite me to meetings. Only internal user addresses you list on this page can invite you to meetings.

6. (Optional) If you select Allow only the following internal user to invite me to meetings, you should enter a user's email address in the field below. If you want to add several email addresses, start typing a user's email address/ username and tap them.

7. If you limit who can invite you to appointments, you can check the box next to Send auto-reply to users who are denied from inviting me.
8. Click SAVE at the bottom.

Appointment notifications

Enable email reminder

In VNCcalendar, all notifications for appointments are sent to the email address configured for email notification. By default, your primary email address is set as the email notification address. You can also change the email address if required.

1. In the upper right corner, click the profile icon.
2. Navigate to Settings > Notifications.
3. Under the "Notify" section, enter an email address to which you want to receive the appointment notifications.
4. Click Save.

Keep in mind that you need to check the box next to Email under the "Remind" section when creating a new appointment.