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Manage your calendars

Manage your calendars

The Calendar lets you track and schedule your appointments, meetings, and events.

Calendar includes the following features:

  • Create different calendars
  • Create appointments, schedule all day events, and schedule meetings
  • Accept/Tentative/Reject an invitation with one click
  • View your calendar by various views, including day, 5-day work week, 7-day week, and month
  • View multiple calendars to see potential scheduling conflicts
  • Import and export calendars  

To open the calendar view, select Calendar tab.

The Work Week view is the default and is displayed when the calendar is opened the first time. 

You can change which view is displayed when Calendar is opened from the Preference>Calendar tab.

You can change your view from the Calendar toolbar, to see activities for a day, work week, week, month, to today.


Create new calendars

One calendar is created for you, and you can create additional calendars to keep track of different type of functions. 

For example, you can create a calendar for work, for personal, and for company activities, you can subscribe to a calendar that is available on the Internet, and you can link to a calendar that is being shared with you.

Create a calendar

  1. Select the Calendar tab.
  2. In the Calendar Overview pane, click edit.

  1. In the toolbar click New Calendar.

  1. Type the name of the calendar.
  2. Select a color to display the Calendar activities.

    This lets color-code calendars in your mailbox so that activities for that calendar always displays in the selected color.

  1. If you do not want the calendar activities to be viewed by others, check Exclude this calendar when reporting free/busy times.
  2. By default Checked in UI is enabled.

    Activities for this calendar will display when you open the Calendar view. 

    If you do not want to see this calendar along with the other calendar, uncheck the box.

    In that case, to see this calendar's activities, you select the calendar and open it.
     
  3. Click Create Calendar.

Subscribe to another calendar

  1. Select the Calendar tab.
  2. In the Calendar Overview pane, click edit. The default calendar information is displayed. 
  3. In the toolbar, click Subscribe to Calendar

  1. Enter the name of the calendar, a valid iCal file URL for the remote calendar, and select a color to display the Calendar activities.
  2. If you do not want the calendar activities to be viewed by others, check Exclude this calendar when reporting free/busy times.
  3. By default Checked in UI is enabled.

    Activities for this calendar displays when you open the Calendar view. 

    If you do not want to see this calendar along with the other calendar, uncheck the box.

    In that case, to see this calendar's activities, you select the calendar and open it.
     
  4. Click Create Calendar.

Color code your calendars

You color-code calendars in your mailbox and activities on that calendar display in the chosen color.

When you are looking at all activities in one of the views, the color signifies activities on different calendars.

The above image shows that blue, green, and yellow calendars have activities on November 7 and the yellow calendar has an all-day event.

You can select a color when you create a calendar.

You can edit the calendar's properties to changes the color.

When you print a Calendar view, the calendar is printed in the selected color (provided you have a colour printer).


Calendar view options

You can set up your calendar view to show the days of the week and the hours you work. 

In the Calendar Preferences page you can configure the following:

The initial calendar view displays when you open your calendar. The views are as follows:

Option Description
Day
  • Displays one day’s activities
Work Week
  • Displays Monday through Friday activities
Week
  • Displays seven days of activities.
  • From the Preferences, Calendar tab, you can select which day is the first day of the week
Month
  • Displays a month's activities
Schedule
  • Displays each calendar in a separate column
Today
  • Displays the current day of your work week


Import and export iCalendars

You can manage iCalendars (iCal) calendars that are saved in the .ics format.

iCalendars are the standard for calendar data exchange over the Internet, and .ics is the standard format for iCalendar information.

You can manage your iCal calendar to an existing calendar or create a new calendar and import the .ics file to it.

Import iCalendar

  1. Select the Calendar tab.
  2. In the Calendar Overview pane, click edit.
  3. Select a calendar from the list or create a new calendar to receive the imported .ics file and click edit.
  4. In the Import from .ICS field, browse to locate the .ics file to import.
  5. Click Import.
  6. Click Close.

Export iCalendar

You can export calendars that are saved in the .ics format.

  1. Select the Calendar tab.
  2. In the Calendar Overview pane, click edit.
  3. Select the calendar to export
  4. In the Export .ICS field, click the calendar link.
  5. In the dialog box, select Save File.
  6. Click OK.

Clean up your calendar

You can remove past and future appointments from your calendar.

  1. In Calendars heading in the Overview pane, click edit.
  2. Select the calendar to clean up.
  3. Check Permanently delete all appointments in this calendar.

This operation cannot be undone.

  1. Click Delete All Appointments.

If you receive an email notice that you’ve been granted access to share another person's calendar, you will need to link to the shared calendar to have it appear in your Calendar list. 

You will need to know the owner's full email address and the exact name of the Calendar to be shared.

To link to a shared calendar:

  1. In the Calendar header in the Overview pane, click edit.
  2. In the toolbar, select Link to Shared Calendar.

  1. Enter a name for the shared calendar.

This is the name that displays in your Calendar list.

  1. To access the calendar, enter the owner's email address and the owner's calendar name.
  2. Select the color for this shared calendar.
  3. Click Create Calendar.