ADVANCED CALENDARING ZIMBRA. Calendar. To create new calendars in the Calendar tab, click on the Options icon (gear) at the top of the Overview Pane.

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1 ADVANCED CALENDARING ZIMBRA Calendar Overview Pane Options To create new calendars in the Calendar tab, click on the Options icon (gear) at the top of the Overview Pane. New Calendar Select New Calendar from the dropdown menu. The Create New Calendar dialog box will open. Name the calendar and color code it for easy identification. Only exclude this calendar from free/busy time if it is appointments that apply to personal time. Click OK.

2 Available Calendars Arrow Delete Print View All available calendars appear in the Overview Pane. The checks next to a calendar mean that appointments from that calendar will be visible in the calendar view window and color coded according to the calendar color coding. Uncheck any calendar to turn off the appointments. This will not make the appointments disappear or take them away from the free/busy schedule. To print a calendar, select the calendar to be printed and go to the Print button on the toolbar. The View the calendar is opened in is the view that will be printed. Change the view for different print options. To Delete a calendar, select a calendar and click on the arrow to the right of the calendar which will open a dropdown menu. Select Delete from the dropdown menu. New Appointment To create a meeting with attendees and resources, click on the New Appointment button above the Overview Pane or hit the N key on your keyboard.

3 Attendees Start/End Suggest a time Scheduler show/hide Free/busy times In the Appointment details window type in the subject and begin adding names to the attendees. As you begin to type names, anyone matching in the contacts will appear as an option. Enter the Start and End date and times. Show the Scheduler to check for conflicts. If conflicts appear, a red warning message will appear below the Attendees list. Click on Suggest a Time to see options for times when all attendees are available. Mini Calendar Start & End times Suggested Times Suggested meeting times for that date appear on the right side of the screen. The suggested times will be broken up into sections that show how many attendees are available at that time. If no time is found to accommodate all attendees, choose a new date on the mini calendar to find a date and time. Choosing a time from the Suggested Times will change the Start and End times in the detail window. In the Scheduler area, the green line indicates the start time and the red line indicates the end time.

4 Location To schedule a meeting room, type the name of the building in the Location box. Meeting rooms are programmed in the system by building name and room choices appear as the building name is entered. Select the room. Location The location will appear in the scheduler window along with all attendees invited to the meeting and free/busy time will appear for the location. There are three types of Locations in the calendar application. 1. First come/first served these locations are available for scheduling by the first person to choose the free time. Any requested conflicting time will receive an automatic denial of the location. 2. Approval these locations require approval for scheduling. The location is sent an invite to the meeting and the scheduler will either approve or deny the request. The meeting originator will receive an confirming or denying the scheduling. Existing conflicts in scheduling will automatically generate a denial 3. Restricted these locations are available only to a few people. An automatic denial will appear when trying to schedule these locations.

5 Send When all attendees, locations, and resources have been added to the appointment, click Send. Accept, Tentative Decline, Propose New Time An invitation message will be sent to all attendees, locations and resources entered into the appointment window. Invitees have the option to accept, decline, mark the invitation as tentative or propose a new time for the meeting. Send If Propose a new time is chosen, the appointment window will open and allow the user to make a time/date change. Click the Send button. An will be sent to the appointment originator with the proposed time change.

6 Once an attendee accepts or declines the invitation the appointment originator will receive an . Double Click to edit appointment Open To edit an appointment, double click on the appointment or right click (CTRL+Click Mac) and select Open.

7 Send The appointment window will open. If the beginning time is changed the ending time will change automatically. If this appointment previously invited others, select the Send button to send update s to all attendees. Appointment changes will automatically be changed on all attendees calendars. All changes that appointment originators make change that appointment on all attendees calendars. Any changes attendees make only affect his/her individual calendar only appointment originators can change the appointment on all calendars. Display Dropdown Start/End All Day To create an appointment like vacation or doctor, create a new appointment. In the Display dropdown menu click Out of Office. Set the Start and End times. If All Day is checked, the appointment displays in the top of the calendar window on the date selected. All day appointment

8 CREATING REPEATING APPOINTMENTS Repeat Dropdown To create a repeating appointment, click New above the Overview Pane. In the appointment details window, click the dropdown menu next to Repeat. Preset repeats include Every Day, Every Week, Every Month and Every Year. A custom repeating appointment can be created by selecting Custom from the dropdown menu. Customized repeating appointments can be made on a daily, weekly, monthly, or yearly basis. Click on the dropdown menu below Repeat to choose the frequency.

9 Radio Buttons Frequency End Repeat The Daily option allows choices of every day, every weekday, or an input number of days (every 3 days, 4 days, etc.). Select the corresponding radio button (circle) next to the appropriate frequency. An end date can also set by selecting either the number of times the repeating appointment needs to occur or setting an actual ending date by clicking on the arrow next to the date and selecting the correct date from the pop up calendar. Preset Days Custom Days The Weekly option allows choices from a dropdown menu which includes individual days (Monday or Tuesday or Wednesday, ect.) or a combination of days (Monday, Wednesday & Friday). More complex weekly meetings can be set by selecting the radio button that allows the input for the number of weeks and check selections for the needed days. In this area, for example, a recurring meeting could be set that occurs every two weeks on Thursday by typing in 2 in the box and checking Thu. An end date can be set for the repeating appointments to end as explained above.

10 Set by Date each month Set by number of specific day The Monthly option allows two choices: first, a specific date can be set each month (10 th, 25 th, etc.) The second option is to set the repeating appointment by the number of a specific day (first Monday or third Wednesday, etc.). An end date can be set for the repeating appointments to end as explained above. Set by Date each Year Set by number of specific day The Yearly option allows two choices: first, a specific date can be set each year by choosing both the date and the month (10 th of March). The second option is to set the repeating appointment by the number of a specific day and month(first Monday of June or third Wednesday of September, etc.). An end date can be set for the repeating appointments to end as explained above. Once the repeating appointment is set click OK.

11 In the details window the repeat will show up as Custom with the detail out to the side. Complete the rest of the details as needed (subject, attendees, location, start and end times, display and calendar). When finished click Send if there are attendees or Save & Close if there are no attendees to invite. Circular Arrow Repeating appointments appear on the calendar with a circular arrow. To edit a repeating/recurring appointment, double-click on the appointment. Since the appointment is repeating/recurring, a dialog box will open requiring choosing whether the edit will occur only to the instance (1 single appointment) you have clicked or whether the series will be edited (all future repeating appointments in this series). Choose the desired radio button, click OK, and the detail screen will open for the appointment to be edited. If this is an appointment with other attendees, if you are the originator editing the appointment or series of appointments will affect all attendees calendars. If you are only an attendee and someone else invited you to the appointment, altering the appointment will only affect your calendar.

12 SHARING CALENDARS Overview Pane Arrow Share Calendar Calendars can be shared for others to view your appointments, set appointments for you, or even share your calendar with others. To share a calendar, select the calendar to be shared in the Overview Pane, click on the arrow to the right of the calendar and select Share Calendar from the dropdown menu. Share Properties Share With Role Person sharing Private Appointments Message The Share Properties dialog box opens. All sharing preferences will be set in this box. First, choose whom you are sharing with. Internal users or groups can only be used with other Zimbra users and allows you to select privileges for users to have with your calendar.

13 Internal users or groups Viewer Admin None Manager In the box, type in the address of the person to share the calendar with. If the person is already in your address book, simply begin typing in his/her name and the address will become a choice. The assign the Role this person will have in managing your calendar. None is an option to temporarily disable access to a grantor's shared calendar without revoking the share privileges. The Grantee still has the calendar in their calendar list but cannot view or manage activities on the grantor's shared calendar. Viewer. The Grantee can see the activities posted to your calendar and the status of meeting requests, but cannot make any changes to your calendar. Manager. The Grantee has permission to create meetings, accept or decline invitations, and edit and delete activities from your calendar. Admin. The Grantee has permission to create meetings, accept or decline invitations, edit and delete activities from your calendar, and share your calendar with others. Manager will allow users who share the calendar to do every function on the calendar except share it. Allow private appointments Messages dropdown Allowing others to see private appointments is an option that can be made when sharing a calendar. To select this option, click the box. When a calendar is shared, the default in the Messages area is to Send standard message which lists the person sharing the calendar, the name of the shared calendar, and permissions granted to the recipients. An option to Add note to standard message can be chosen from the dropdown menu if the sender chooses to send additional information. The Do not send mail about this share means the grantee/recipient will not receive an or any notification about the share.

14 External Guests - recipient Message with links External Guests can only view calendars. They have no privileges to schedule appointments. To share with external guests, select the button and enter the recipient in the box. Privileges can be set for the recipient to view private appointments by checking the box if desired. When a calendar is shared, the default in the Messages area is to Send standard message which lists the person sharing the calendar, the name of the shared calendar, and permissions granted to the recipients. An option to Add note to standard message can be chosen from the dropdown menu if the sender chooses to send additional information. Public URL If the calendar is shared with the Public, the url will appear that will allow anyone who has that url to view the calendar. URLs can be posted on web pages to direct viewers to public calendars. Always use the address next to View that has html at the end. It is best to actually click on this link before clicking ok (the calendar will not appear), copying the address from the address line on the web page that opens and using it as the link to the page. Copying the link from the dialog box (above) provides a truncated version (with ) and will often not link.

15 Accept/Decline Share Once the sharing preferences have been set, an message is sent to the recipient/grantee with the details of the share. The recipient must either Accept Share or Decline Share. Accept Share dialog box Permissions Name Message options Color Coding If the share is accepted, an Accept Share dialog box appears again stating permissions, allowing for a unique calendar name, and allowing color coding for the calendar/folder. The message dropdown menu is available and allows for no response to be sent, a standard message be sent, add a note to the standard message, or compose in a new window (opening up an additional browser window so the current one does not close). Click Yes. Decline Share dialog box If the share is declined, a Decline Share dialog box appears confirming the wish to decline. The message dropdown menu is available and allows for no response to be sent, a standard message be sent, add a note to the standard message, or compose in a new window (opening up an additional browser window so the current one does not close). Click Yes.

16 If a message is sent, the grantor (originator of share) will receive a message denoting whether the recipient/grantee has accepted or denied the share. EDITING/REVOKING SHARED PRIVILEGES Overview Pane Preferences Sharing Folders Shared by Me Actions Sharing Preferences can be altered after a calendar has been shared. Select the Preferences tab. In the Overview Pane select Sharing. Go to the area labeled Folders Shared by me. A listing of all folders, including calendars, that have been shared by you will be listed. Find the folder to be altered. The right side of the screen lists the Actions that can be done to the folder. Edit brings up the Share Properties dialog box and allows for changes to be made Revoke removes all sharing privileges for that user Resend sends another notice to the grantee that the calendar/folder has been shared