In the Calendar module you can:
To understand the appointment display and to appropriately create appointments you should know the following:
What are appointment types?
What is the purpose of availability?
The appointment type defines the appointment participants and whether the appointment is a serial appointment.
The following types of appointments are available:
Appointment type |
Characteristics |
---|---|
Standard appointment |
An appointment with no special characteristics. |
Private appointment |
An appointment that can only be viewed by the creator of the appointment.Example: The birthday of an acquaintance or a family member. |
Appointment series |
An appointment that is repeated at least once. Example: The team meeting that takes place every second Monday. |
Group appointment |
An appointment with several participants.Example: A team meeting. |
Public appointment |
An appointment saved in a public calendar folder. Example: A company meeting. |
Shared appointment |
An appointment saved in a shared calendar folder. Each user can share calendar folders with other users.Example: A meeting entered by the team lead in their own calendar. The calendar is shared with the team members. |
When creating an appointment, you can set the appointment type by assigning one of those attributes to the appointment or saving the appointment in a specific folder. . When displaying a calendar, icons indicate the appointment type.
You can combine particular appointment types. You can, for example, create an appointment that takes place several times (serial appointment) and has several participants (group appointment).
Availability defines whether the appointment participant is available for other tasks for the duration of the appointment. In the appointments' calendar views availability is indicated by a bar in a particular color.
Availability |
Characteristics |
Color |
---|---|---|
Reserved |
The appointment is reserved. If the appointment overlaps with another booked appointment a conflict message is displayed. Example: A meeting you participate in. |
Blue |
Tentative |
The appointment is booked, though the time range is not agreed upon. Example: A meeting on a date that is subject to change. |
Yellow |
Absent on business |
The appointment is booked. The participant is absent on business for the duration of the appointment. Example: You are on a business trip. |
Red |
Free |
The participant is available for other appointments for the duration of the appointment. Example: A co-worker's birthday. |
Green |
When creating an appointment you can define your availability.
Calendar folders allow you to structure calendars and appointments. An appointment is always created in a particular calendar folder. Each calendar folder in the folder tree represents a particular calendar. Select a calendar by clicking a calendar folder in the folder tree.
A calendar folder in the folder tree can be identified by the icon .
The following types of calendar folders are available:
Personal calendar folders. These calendar folders are located in the folder tree below your root folder. The personal standard calendar folder is called Calendar. You can create additional personal calendar folders.
Public calendar folders. These calendar folders are located in the folder tree below the Public folders folder. Each user can create public folders and share them with other users.
Shared calendar folders. These calendar folders are located in the folder tree below the Shared folders folder. A user can share personal calendar folders with other users.
Information on folder management can be found in 8.5: Folder Management and information on sharing folders can be found in 8.6: Permission management.