TELUS Webmail help guide



Working with calendars

Working with calendars

You can use the TELUS Webmail Calendar to track and schedule appointments, meetings, and events.

You can maintain several calendars and move events from one calendar to another.

To open Calendar, click the Calendar tab.

The Work Week is the default view.

Your working days and times are in white.

Your nonworking time is in gray.

Set your default calendar view

The Work Week view is displayed by default.

You can change the view that displays when you open your calendar.

  1. Go to the Preferences>Calendar page.
  2. Select the view from the Default View drop-down menu.

Option Description
Day View

Displays activities for the day.

Work Week View

Displays Monday through Friday activities.

7 Day Week View

Displays seven days of activities. You can select which day is the first day of your week in Start Week on drop-down menu.

Month View

Displays activities for a month. When you view a monthly calendar, you can double-click on a date and a fish-eye view of the day’s appointments displayed by the hour is displayed.

List View

Displays a list of appointments within a specified date range for calendars selected in the Overview pane.

  1. Click Save.

Create a calendar

One calendar is created for you.

You can create additional calendars to keep track of different type of functions.

For example, you can create one calendar for work, one for personal appointments, and one for company activities.

  1. Click the Calendar tab.
  2. On the toolbar, select New>Calendar.

New Calendar

  1. In the Name text box, type the name of the calendar.
  2. Select a color for displaying the Calendar’s activities.

Create New Calendar

  1. To prevent others from seeing your calendar when scheduling appointments, select Exclude this calendar when reporting free/busy times.
  2. Click OK.

The new calendar displays in the Calendar list.

View multiple calendars

Meetings display in the selected Calendar view in the calendar color selected.

If meetings are scheduled that are not in the current time view, an arrow displays on the calendar’s page indicating that there are meetings scheduled that are not in the current view.

  1. In the Calendar list in the Overview pane, check the boxes for the calendars you want to view.
  2. Select the view.

Day view shows the calendars side-by-side.

The calendar name is at the bottom of the page.

The Work Week, Week, and Month views show appointments on the calendar by the color associated with the calendar.

Displaying your free/busy information

The free/busy feature allows others to see meeting times scheduled on your calendars.

The free/busy feature is on by default, but you can turn it off or limit who can see the information.

  1. Go to the Preferences>Calendar page.
  2. Scroll to the Permissions section, select the Free/Busy option that you want to set for this calendar.
  3. If you select Allow only the following internal users to see my free/busy information, in the text field enter the email address of the internal users.
  4. (Optional) In the Invites section, specify who can invite you to meetings.
  5. If you select Allow only the following internal users to see my free/busy information, in the text field, enter their internal user names or full email address.
  6. If you limit who can invite you to meetings, you might want to select Send to send an auto-reply to users who are denied from inviting me.
  7. Click Save.

Note: These settings do not affect calendars that you have configured to not display free/busy information.

Other calendar preferences to configure

You can set different preferences to manage how you work within Calendar.

Configure your default meeting duration

If most of the meetings you schedule are for the same period of time, you can set this in your preferences. When you set the start time, the end time is automatically set based on the setting.

  1. Go to Preferences>Calendar and in the Default appointment duration drop-down menu select the number of minutes your meetings usually run.

Hide Declined Meetings in Your Calendar

When you decline a meeting, the meeting continue to display on your calendar in a faded view.

You can set your preferences so that meetings you decline do not display in your calendar.

  1. Go to the Preferences>Calendar page and deselect Show declined meetings.
  2. Click Save.

Set up your calendar as a private calendar

The default that all incoming calendar invites are marked as public, unless the appointment creator marks the meeting notification as private.
When Private is set, all incoming calendar invites are marked as private. Details about events that are marked private do not display.

  1. Go to the Preferences>Calendar page.
  2. In the Default appointment visibility drop down menu select Private.
  3. Click Save.

A small lock icon appears next to the message on your calendar to show that it is a private appointment.

Calendars that you share with others show the appointment on your calendar but do not show any details.

Automatically add received appointments to 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. Go to the Preferences>Calendar page.
  2. In the General section select Automatically add received appointments to calendar.
  3. Click Save.

Import your iCal calendar

You can import iCalendars 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.

  1. Go to the Preferences>Import/Export page.
  2. Browse to the .ics file on your computer.
  3. Select the folder for the file or create a new folder.
  4. Click Import.

Depending on the size of the .ics file, the import might take a few minutes.

Export your iCal calendar

You can export calendars in the .ics format.

  1. Go to the Preferences>Import/Export page.
  2. In Export, select Calendar as the type.

    You export your appointments in the standard .ics format.

    To import them to another calendar program, see the documentation in the other program for help importing the file.
  3. In Source, select the calendar to export.
  4. Click Export.
  5. Select Save to Disk and click OK.
  6. Select where to save the file and enter a file name.
  7. Click Save.

Adding an iCalendar from an email message

When you receive an email message containing a link to an .ics file, you can add the calendar to your Calendar list in the Overview pane.

  1. In the message, right-click the .ics calendar link.
  2. Select Create New Calendar.
  3. Enter the calendar name and select the color for the calendar.
  4. If you do not want this calendar included in reporting your free/busy times, select Exclude this calendar when reporting free/busy times.
  5. Click OK.

Printing a calendar

You can print your calendars in any of the calendar views.

You can select a single calendars or multiple calendars to be included in the printed view.

  1. Click the print icon on the Calendar toolbar.

Print Calendar

  1. In the Print calendar dialog box select how the printed copy should be printed.
  • Select which calendars to print.
  • Set the date or date range.
  • Select the which view to print.
  • Set the options based on the view to print.

Print Calendar Dialogue

  1. Click Print. A preview of the view that will be printed is displayed.
  2. If the view is correct, click OK.

Deleting a calendar

You can delete any calendar in your Calendars list, except your default calendar.

When you delete a calendar, the meetings created from this calendar are not deleted from the calendars of the invited attendees.

Before you delete a calendar, you should cancel any invitations that you have sent out.

  1. In the Calendars Overview pane, right-click on the calendar to be deleted.
  2. Click Delete. The calendar is moved to the Trash folder.