Scheduling Appointments and Meetings

What is the difference between an appointment, a meeting, and an event?

How do I schedule an appointment or meeting?

How do I schedule an appointment or meeting with Quick Add?

How do I use the Find Attendees tab?

How do I use the Schedule tab?

How do I use the Find Locations tab?

How do I use the Find Resources tab?

How do I schedule a meeting on a shared calendar?

What is the mini-calendar?

How do I schedule an appointment or meeting using the mini-calendar?

How do I schedule an event?

How do I schedule a recurring appointment, meeting, or event?

How do I schedule a group meeting or event?



What is the difference between an appointment, a meeting, and an event?

Activities you schedule on a calendar are either appointments, meetings, or events.

•  Appointments. An appointment is an activity without other people. When you schedule an appointment, no email is sent to confirm the appointment. You can set recurring appointments. QuickAdd can be used to quickly create an appointment.

•  Meetings. Meetings are appointments that include other people. When you create a meeting, you select attendees and send an email invitation to them. You can reschedule meetings and set up recurring meetings.

•  Events. An event is an activity that lasts all day. Events do not display as time on the calendar. They appear as a banner at the top of the calendar schedule.

 

How do I schedule an appointment or meeting?

The steps to create appointments and meetings are the same with the exception of scheduling attendees–this step is not performed for appointments.

There are several ways to schedule an appointment or meeting:

•  Using the Appointment Details tab, which is described below

•  Using the QuickAdd Appointment dialog

•  Dragging and dropping a message from the inbox to the mini-calendar

Click here for a demonstration of How do I schedule an appointment or meeting with the Appointment Details tab?

To schedule an appointment or meeting using the Appointment Details tab:

1. On the toolbar, click the arrow on and select New Appointment. This option is available from the New menu in any view, except the Preferences view.

 

This action opens the Appointment Details tab.

 

2. Using the Appointment Details tab, specify the following:

•  Details

•  Time

•  Attendees: Type the email address of an attendee or use the Find Attendees tab

•  Resources: Type the email address of a resource or use the Find Resources tab

•  Body

 

Specify the following information in the Details area:

 

•  Subject. Brief description of the meeting. The text added here becomes the description in the calendar.

•  Location. Where is the meeting? If the location is in the company directory, when you start to type, locations that match are listed. You can also use the Find Locations tab to search for a location.

•  Show as. Determine your Free/Busy options for this appointment. This information displays on the Schedule Attendees page.

 

•  Mark as. Mark an appointment as private or public. Details about events that are marked private do not display in a grantee's shared calendar. Only the start and end time, duration, reoccurrence information, and the organizer's identity are shown in the shared calendar.

 

•  Calendar. Choose a calendar from the Calendar menu. The first calendar displayed is your default calendar.

 

Specify the following information in the Time area:

 

•  All day event. Select this option to make this appointment an all day event. Events do not display as time on the calendar, they appear as banner at the top of the calendar schedule

•  Start and End. Define the start and end day and time.

•  Repeat. Define how often this appointment occurs.

 

•  Specify the following remaining information:

•  Attendees. Either:

•  Type the email addresses of your attendees, separating addresses with a semicolon (;). Names in your Contact list matching what you type auto-display as you type.

•  Use the Find Attendees tab.

•  Resources. Either:

•  Type the email addresses of your resources, separating addresses with a semicolon (;). Resource names in your Contact list matching what you type auto-display as you type.

•  Use the Find Resources tab.

•  Body. Type a message that will be included in the appointment invitation email.

You can also:

•  Use the formatting menus and icons to apply formatting to the invitation.

•  Click in the toolbar to include an attachment in the appointment invitation email.

•  Click in the toolbar to spell check the appointment invitation email.

3. When you have entered all information into the Appointment Details tab, click .

 

How do I schedule an appointment with QuickAdd?

Click here for a demonstration of How do I schedule an appointment with QuickAdd?

The following three methods open the QuickAdd Appointment dialog.

1. Right-click on either the mini-calendar or the start time in one of the calendar views. You can create a New Appointment or a New All Day Appointment.

 

2. Within an email message, certain text is interpreted as a date and triggers the ability to right-click to create an appointment. Text such as today, tomorrow, a day of the week, or an exact date are highlighted in messages.

•  Hover the mouse over this type of text to see if you have an appointment scheduled.

•  Click on the highlighted text to open your calendar.

3. Enter appointments directly on the calendar. In any calendar view, except Month, either:

•  Click on the start time and drag through the end time.

 

•  Double-click the start time.

Using any of these three methods, the QuickAdd Appointment dialog opens.

In the QuickAdd Appointment dialog, specify the following information:

1. Subject. Brief description of the meeting. The text added here becomes the description in the calendar.

2. Location. Where is the meeting? If the location is in the company directory, when you start to type, locations that match are listed.

3. Show As. Determine your Free/Busy options for this appointment. This information displays on the Schedule Attendees page.

4. Mark as. Mark an appointment as private or public. Details about events that are marked private do not display in a grantee's shared calendar. Only the start and end time, duration, reoccurrence information, and the organizer's identity are shown in the shared calendar.

5. Calendar. Choose a calendar from the Calendar menu. The first calendar displayed is your default calendar.

6. Start and End . Define the start and end day and time.

7. Repeat. Define how often this appointment occurs.

8. More Details. Click this button to open the Appointment Details tab to specify additional appointment information, such as Attendees and Resources. This is optional.

9. Click .

 

 

How do I use the Find Attendees tab?


When creating an appointment from the Appointment Details tab, you can use the Find Attendees tab to search for attendees using your address books and your company GAL.

To use the Find Attendees tab:

1. Click in the Calendar view. The Find Attendees tab appears.

 

2. Type a name into the Find field.

3. Select which list to use from the Source menu. The options will include your address books and the GAL (if your account is linked to a GAL).

4. Click Search.

5. Select from the name(s) displayed.

6. Click either Add All or Add. Names are displayed in the Attendees for this appointment area.

7. When you have added all attendees, click in the toolbar.

 

 

How do I use the Schedule tab?


After selecting your appointment attendees, you can use the Schedule tab to see the free/busy schedules for attendees. 

To use the Schedule tab:

1. Click in the Calendar view. The Schedule tab appears.

 

2. Use the Key area to determine the free/busy time for each attendee.

This column beside the attendees identifies the following:

•  Indicates that an attendee has not accepted the invitation yet.

•  * Indicates a location.

•  Indicates a resource.

 

How do I use the Find Locations tab?


When creating an appointment from the Appointment Details tab, you can use the Find Locations tab to search for locations using your address books and the GAL (if the GAL is linked to your Zimbra account).

To use the Find Locations tab:

1. Click in the Calendar view. The Find Locations tab appears.

 

2. Type a search value into one of the fields. For example, type a location name into the Name field or type a site name into the Site field.

3. Click Search. Locations matching your search are displayed.

4. Select from the locations displayed.

5. Click Select. The location appears in the Location(s) for this appointment area.

6. When complete, click in the toolbar.

 

 

How do I use the Find Resouces tab?


When creating an appointment from the Appointment Details tab, you can use the Find Resources tab to search for resources using your address books and your company GAL. Examples of resources include projectors and other electronic equipment.

To use the Find Resources tab:

1. Click in the Calendar view. The Find Resources tab appears.

 

2. Type a search value into one of the fields. For example, type a resource name into the Name field or type a site name into the Site field.

3. Click Search. Resources matching your search are displayed.

4. Select from the resource(s) displayed.

5. Click either Add All or Add. Names are displayed in the Resources for this appointment area.

6. When complete, click in the toolbar.

 

How do I schedule a meeting on a shared calendar?

To schedule a meeting on a shared calendar, you need to have Manager's permissions for the shared calendar. Then, from the shared calendar:

1. Follow the steps to schedule an appointment or meeting.

The meeting is displayed in the shared calendar and your calendar.

 

 

What is the mini-calendar?

The mini-calendar is a small calendar view that can be displayed below the Overview pane. Displaying the mini-calendar is optional and can be enabled using the Preferences > Calendar tab. Dates with scheduled meetings or appointments are bold in the mini-calendar view.

 

 

How do I schedule an appointment or meeting using the mini-calendar?

You can quickly create a meeting request by simply dragging and dropping a message or conversation to a date on the mini-calendar.  When you drag and drop a message or conversation, the information in the message is used to populate many of the fields on the Appointment Details tab.

•  The subject of the message becomes the subject of the appointment.

•  The email addresses in the To and Cc fields of the message or for conversations, the most recent message in a conversation, become the attendees for the meeting.

•  The text of a message or the text of all messages in a conversation thread becomes the text of the invitation. Message attachments are not attached to the appointment request.

Click here for a demonstration of How do I schedule an appointment using the mini-calendar?

To turn a message or conversation into a meeting request:

1. Click on a message or conversation and drag it to a date on the mini-calendar.

The Appointment Details tab appears.

2. Review the meeting request details and make any necessary changes.

3. Click in the toolbar. A meeting invitation is sent to all attendees.

 

 

How do I schedule an event?

To schedule an all day appointment, which is called an event, use the Appointment Details tab:

1. Open the Appointment Details tab.

2. Select the All day event option on the Appointment Details tab.


If you are using the QuickAdd Appointment dialog, click the More Details button. This will open the Appointment Details tab from which you can select the All day event option.

 

 

How do I schedule a recurring appointment, meeting, or event?

Recurring appointments are appointments that repeat on some sort of schedule. You can schedule recurring meetings to repeat daily, weekly, monthly, or yearly.

Click here for a demonstration of How do I schedule a recurring appointment, meeting, or event?

To create a recurring appointment:

1. Select an option from the Repeat drop-down menu on either the QuickAdd Appointment dialog or the Appointment Details tab.

 

The link appears.


2. Click to display the Custom Repeat dialog.

 

3. Select options from the Custom Repeat dialog as necessary.

•  Repeat. Use this drop-down to specify the frequency of the meeting: daily, weekly, monthly, or yearly. The remaining fields in this dialog change based on the repeat frequency selected.

•  Daily. Customize daily repeats.

 

•  Weekly. Customize weekly repeats.

•  Monthly. Customize monthly repeats.

 

•  Yearly. Customize yearly repeats.

 

•  End. Specify the end date and other information.

4. Click .

 

 

How do I schedule a group meeting or event?

To schedule a group meeting or event:

1. Follow the steps to create a meeting or event.

2. Then:

•  Use the Find Attendees tab to invite meeting attendees.

•  Use the Scheduling tab to check free/busy times, if necessary.