Calendar & Appointments

Updated till version 3.0

Calendar

The VNCmail calendar allows you to manage your events and schedules. You can share calendars, create different personal calendars, and use the QuickAdd dialog to organize your work while collaborating with your colleagues.

Create a calendar

In addition to the default VNCmail calendar, you can create other calendars to keep track of the different types of functions. For example, you can create a separate calendar for your personal appointments.

1. Go to the Calendar tab.
2. Click the kebab menu icon next to Calendars.
3. Select New Calendar from the dropdown menu.
4. Type a name for the calendar.
5. Choose the desired color from the palette.
6. Check the box next to Exclude this calendar when reporting free/busy/times if you do not want the calendar activities to be viewed by others.
7. Click CREATE.

The existing calendars can be viewed under the Calendars menu on the left pane. To view your upcoming appointments and meetings, check the box next to the required calendar.

Change the calendar time period

There are 2 ways to quickly switch between Day, Work Week, Week, Month, or List views.

Way 1. From the Calendar Preferences.

To change the calendar time period, refer to the "Change calendar view" section, for the step-by-step guide.

Way 2. From the Calendar toolbar.

1. Go to the Calendar tab.
2. Click the down arrow next to Day.

3. Select one of the following options:

   • Day view is one day's events.
   • Work Week view shows from Monday to Friday events.
   • Week view shows seven days of events.
   • Month view shows a month's events.
   • List view shows each event over a designated period. Each appointment is shown on a vertical line in the Content pane for the selected calendars. In the List view, multiple appointments can be selected at once. You can delete, move, and tag appointments on local calendars.

Share a calendar

You can share the calendar you created, and you can set different access permissions for each calendar.

1. Go to the Calendar tab.
2. Hold the pointer over a required calendar and right-click.
3. Select Share Calendar from the dropdown menu.
4. Under the Share with section, select whether you want to share with external guests, the public, or other users of VNCmail.

5. Depending on with whom you share, do the following:

   • For Internal users, enter the user’s email addresses. Under the Role section, select the access privileges.
   • For External guests, enter the user’s email addresses. External guests are sent an email message with a link to the shared item. They create a display name and password the first time they go to view the shared item.

6. Set the sending parameters:

   • Do not send mail about this share. If you do not want the users to get the notification message when you share a calendar with them.
   • Send standard message. If you want the users to get the notification message when you share a calendar with them.
   • Add note to standard message. If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field.

7. Click the checkmark at the bottom.

Share your free/ busy status with other users

1. Go to the Calendar tab.
2. Click the kebab menu icon next to Calendars.
3. Select Send Free & Busy Link As from the dropdown menu and then select to send the information as either HTML, ICS, or an ICS Event.
4. In the compose window that opens with the calendar link in the text area, enter the email address and the title of the email.

5. When you are finished, select one of the following options:

   • Send to send the email.
   • Send & Seal to seal and secure the email by blockchain.

Revoke a calendar share

To revoke a calendar share, refer to the "Revoke the access to a shared folder" section, for the step-by-step guide.

Accept an invitation to a shared calendar

There are 2 ways to accept a shared calendar.

Way 1. Using the "Accept" button in an email.

The instruction to accept a shared calendar is the same as for a folder. So, refer to the "Accept an invitation to a shared folder" section for the step-by-step guide.

Way 2. Using the "Find Shares" option.

1. Go to the Calendar tab.
2. Click the kebab menu icon next to Calendars.
3. Select Find Shares from the dropdown menu.
4. Select the calendar shared with you.
5. Click Add.

You will now see the shared calendar in your Calendars list with the name and color that you chose. Now, when you go to add an appointment, you can choose which Calendar should hold it. The new appointment will have the same color as the calendar that holds it.

Edit a calendar information

By using the "Edit calendar properties" option, you can rename the calendar and change the color associated with it. You can also share your calendar with someone.

1. Go to the Calendar tab.
2. Hold the pointer over a required calendar and right-click.
3. Select Edit Properties from the dropdown menu.
4. Make your changes.
5. If you need to share the calendar, click ADD SHARE and follow the steps from the "Share a calendar" section.
6. Click the checkmark at the bottom.

Move a calendar to another calendar

You can move appointments from one calendar to another.

1. Go to the Calendar tab.
2. Hover the pointer over a required calendar and right-click.
3. Select Move from the dropdown menu.
4. Select the destination calendar.
5. Click Move.

You can create a calendar and move the calendar there. For this click NEW, enter the calendar name into the field, select a required color for it, and click CREATE. Then click this calendar and click Move.

Open a calendar in a separate window

To see a more detailed view of your calendar in another window follow these steps:

1. Go to the Calendar tab.
2. Hover the pointer over a required calendar and right-click.
3. Select Open in a separate window from the dropdown menu.

Print a calendar

You can print individual calendars in any of the views except the List view.

1. Go to the Calendar tab.
2. Click the printer icon.
3. Select which calendars to print.
4. Set the date or date range.
5. Select which view to print.
6. Set the options based on the view to print.
7. Click Print. A preview of the view that will be printed is displayed.
8. If the view is correct, click OK.

Delete a calendar

If you don't need a calendar anymore, you can delete it.

1. Go to the Calendar tab.
2. Hold the pointer over a required calendar and right-click.
3. Select Delete from the dropdown menu.
4. Click DELETE to confirm that you want to delete the calendar.

The deleted calendar is moved to "Trash".

Delete a calendar permanently

If you don't want a calendar to stay in your trash, you can delete it permanently. When you empty the Trash folder, you can't recover them.

1. Go to the Calendar tab.
2. Click the down arrow next to Trash.
3. Hold the pointer over the calendar and right-click.
4. Select Delete menu option that appears.
5. Click DELETE to confirm that you want to delete the calendar permanently.

Appointments

You can create single or recurring appointments and meetings. While creating an appointment you can see if attendees are free before inviting them, reserve 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. Go to the Calendar tab.
2. Click New appointment.
3. Enter a title.
4. 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.
5. Under the "Repeat" section, select whether make it a repeating appointment or not.
6. Under the "Notify me"section, select the reminder notice for when to be reminded of the appointment start time.

7. 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.

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

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

Create all day appointment

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

1. Go to the Calendar tab.
2. Select the Calendar for the appointment.
3. Right-click a required date on the Calendar and select New All Day Appointment from the dropdown menu.
4. Follow the steps 4 through 12 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. Go to the Calendar tab.
2. Check the box next to the Calendar where a required appointment is located.
3. Double-click the appointment.
4. Click the pencil icon in the upper right corner of the Appointment box that appears.
5. Make your changes.
6. Click SAVE.

Re-invite attendees to an appointment

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

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

6. 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)

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

8. Click SELECT.
9. 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. Go to the Calendar tab.
2. Check the box next to the Calendar where a required appointment is located.
3. Right-click the appointment and then select Move.

4. 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.

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

Print an appointment

You can print the appointment details.

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