4. The Calendar application

4.1. Calendar: Main Toolbar

The Main Toolbar for the Calendar application

The Main Toolbar for the Calendar application

4.1.1. Calendar: New button

The New button opens a new tab in which a new calendar item can be created.

4.1.2. Calendar: Address Book button

The Address Book button open a pop-up showing the global address book by default.

4.1.3. Calendar: Refresh button

The Refresh button allows to force the WebApp to check for any changes on the server, which in the Calendar application means that it will check for new or updated appointments.

4.1.4. Calendar: Print button

The Print button allows to print:

  • Single Calendar items (a single appointment or meeting)
  • Overviews of a certain time period (i.e. 5 days or 7 days)

For more information on printing with the Calendar application, please refer to “Printing Calendar items”.

4.1.5. Calendar: Switch View buttons

The Zarafa WebApp calendar has five different views:

  • Day view
  • Workweek view
  • Week view
  • Month view

Views can be switched via the different view buttons in the tool bar.

The date picker is used to move the view to another day/week/month, which is at the top right of the screen when the calendar is opened.

4.1.5.1. Working with Calendars

Working with calendars is pretty straightforward. Nevertheless, we do have some functionality we would like to explain a little better:

4.2. Calendar: Folder Navigation Pane

In the folder navigation pane of the calendar context there are two different elements. One, the top one, is a mini-calendar. This can be used to quickly go to a certain day in the calendar. Second, the lower element, is an overview of all calendars currently opened. Furthermore other shared calendars can be opened here.

4.3. Appointment vs. Meeting

An appointment is an item in the calendar of a user which is only applicable to him or her. No other participants have been invited.

A meeting is an item in the calendar of a user which has more than one participant. As soon as a user invites a coworker and/or schedule a resource with any appointment, it automatically becomes a meeting.

4.4. Creating an appointment

To create an appointment simply double click on the time where the appointment has to be created. This will open a new appointment window where the appointment can be created.

#. Select the Calendar section. .. TODO link “New Appointment”

  1. Click the New button to create a new appointment. A dialog as shown in “New Appointment” pops up.

    New Appointment

    New Appointment

  2. Insert a subject for the appointment and optionally a location.

  3. Select a start and end time for the appointment.

  1. Optional: Enable the reminder option, this will trigger a reminder pop-up (see: “Reminder dialog” ) before the appointment starts. The time interval between the reminder and the appointment is adjustable in the field next to the reminder option. When it is time for the reminder to pop-up, the Zarafa WebApp shows a list of these reminders with buttons to Open the item, Dismiss the item, Dismiss All items or to Snooze the reminders by a given time.
Reminder Dialog

Reminder Dialog

4.5. Creating a meeting

As described in “Appointment vs. Meeting” a meeting differs only from an appointment in that has multiple participants. The first steps for creating a meeting are therefor the same as for creating an appointment. (see “Creating an appointment”) The additional steps needed for handling multiple participants are described below:

  1. Using the button Invite Attendees one can send a meeting request as shown in “Meeting request”. To add attendees, simply add their email addresses. By clicking the To: button contacts can be selected from the Address Book. The attendee will receive a meeting request which the attendee can Accept, accept as Tentative or Decline, alternatively the attendee can also Propose New Time for that request.
Meeting Request

Meeting Request

  1. By opening the tab Scheduling, the free/busy times for multiple people are shown (see: “Scheduling/FreeBusy”). On this tab colleagues can be invited (Add a name); an overview is showing exactly when a specific person is busy, out of the office, or available. If an attendee has proposed a new date or time for a meeting, the proposals are shown on the Scheduling tab as well.
Scheduling/FreeBusy

Scheduling/FreeBusy

Attendee or resource option

Meeting request

  1. Colleagues can be added via the Add a name field.
  2. Attendees can be marked either as “required” or as “optional”. It is also possible to schedule a resource (like a room or a piece of equipment) needed for that meeting.

Note

Resources have to be created by the Zarafa System Administrator.

  1. In the Tracking tab a list with all attendees for this appointment, with their responses, can be found.
Tracking Tab

Tracking Tab

4.5.1. Accepting a meeting invitation

If someone invites a user to a meeting, he or she will receive a meeting invitation. At the top of the invitation a bar containing the buttons Accept, Tentative, Decline and Propose New Time is shown for sending a direct response to the owner of the appointment. See “Meeting invitation buttons”. With the Calendar button in the meeting invitation, the proposed day will be opened so the user can check whether there is already an appointment on the suggested time.

Meeting invitation buttons

Meeting invitation buttons

By clicking Propose New Time a user can propose a new date or time to the owner. The owner, upon receiving the proposal, can either accept it or decline it.

It is also possible to respond to a meeting request via the context menu. This menu can be accessed by right-cliking the meeting in your calendar. If clicked, you will see the accept, tentative, decline and propose new time buttons in this context menu.

Dropdown Meeting response buttons

Meeting invitation buttons, drop down menu

4.6. Editing an appointment

To start editing an appointment you can simply double-click on the appointment in the Calender application. The appointment will be opened and can be edited. To save changes press the save button in the appointment toolbar.

Note

The form used for editing an appointment is the same form that is used to create an appointment. An appointment can simply be changed to a meeting by adding participants following the steps described in “Creating a meeting”.

4.6.1. Moving an appointment

Moving an appointment can be achieved by opening the appointment and changing the start time. In practise most users will prefer moving appointments by using drag-and-drop. To drag an appointment click and hold down the left mouse button on an appointment and move (drag) the mouse to the desired location and release the mouse button at that point. To help place the appointment a red overlay (see: “Dragging appointments”) follows the mouse to indicate new place of the appointment when the mouse is released at that point.

Dragging appointments

Dragging appointments

It is also possible to drag an appointment to the store of another user (provided enough permissions are granted). Simply move the mouse to another user’s row and the red overlay will follow.

4.6.2. Deleting an appointment

Appointments are deleted by the delete button in the context menu that shows when clicking on an appointment with the right mouse button. Alternatively, one can use the Delete button in the tool bar.

4.7. Editing a meeting

To start editing a meeting you can simply double-click on the meeting in the Calender application. The meeting will be opened and can be edited. To save changes press the save button in the meeting toolbar.

Note

When an edited meeting is saved, all participants will receive an e-mail with an update of the changes.

4.7.1. Moving a scheduled meeting

Moving an scheduled meeting is quite similar to chapter Moving an appointment. This means you can drag-and-drop your meetings to a different time or day. When the mouse is released at your prefered time or day the meeting will be saved and you are being asked to send an update. Two choices are being offered:

  • Save changes and send an update to all recipient.
  • Open meeting request with changes.

Both actions will send an update to your attendees.

Updating a meeting

Updating a meeting

4.7.2. Canceling a scheduled meeting

If the user needs to cancel an already scheduled meeting, he or she can do this by first opening the meeting from the calendar. What to do next depends on the fact if the canceling user is the organizer of the meeting or not.

In case the user is the organizer of the meeting, he or she can is then presented with a Cancel invitation button.

Cancel invitation

Cancel invitation button

If the user is not the organizer, he or she is presented a Decline button instead.

Cancel invitation

Cancel invitation button

In both cases, a pop-up will appear which enables to

  1. send a response without comments (default)
  2. send comments with his or her response, allowing him to tell the attendees or organizer why he is canceling the meeting
  3. cancel / decline the meeting without sending a response (not available to meeting organizer).
Cancel meeting popup

Options when canceling a meeting

Once the user clicks OK, the meeting will be canceled.

Note

If a user has to cancel a meeting now, but already knows the meeting will have to be held anyway, he or she might want to consider scheduling / proposing a new time/date instead. As an organizer the user can alter the existing meeting and send an update the attendees. As an attendee a user can use the Propose New Time button.

4.8. Working with multiple calendars

The Zarafa WebApp offers the ability to open multiple calendars in a single overview. The calendars can be opened side-by-side or in an overlay to see the calendars transparently stacked on each other (see “Multi User Layover Calendar”). By default the calendars are opened side-by-side.

The user can select the to be displayed calendars with the calendar list on the left panel or open a new calendar from another user using the “Open shared calendar” button. By using the arrow buttons on top of the calendars, the calendars can be placed in the stacked overlay.

Multi User Calendar

Multi User Layover Calendar

Note

To have the calendars opened in Overlay mode by default, change the appropriate setting in the Settings screen. See “Customizing the Calendar application” for more information.

4.9. Color indicator

You can set a fixed color for every calendar available by using a calendar’s context menu. The context menu can be opened by right-clicking the calendar you want to change the color of.

Calendar Color

Calendar Color

Note

Don’t like the colors? Ask your administrator to add custom colors!

Note

Calendar colors are not compatible with other clients.

4.10. Printing Calendar items

The following items can be printed from inside the Calendar applicaton:

  • Single Calendar items (a single appointment or meeting)
  • Overviews of a certain time period (i.e. 5 days or 7 days)

4.10.1. Printing single Calendar items

A single appointment or meeting can be printed by any user following these steps:

  1. In the Main Window of the Calendar application, the user has to select the item he or she wants to print. Alternatively, he can open the desired item in its own tab by double-click it.
  2. Click the Print button in the Main Toolbar.

Note

If you are using a WebApp version older than 12, double clicking an appointment will open it in a popup window. To print the appointment from there, please use the small Print button which resides in the toolbar of the popup window.

A new browser tab will open conatining a preview of the print, as well as the printing dialoge of the operating system allowing the user to specify the correct printer (if there is more than one configured printer) and specify printing options.

Note

Since these printing options are unique to the local environment (OS and manufacturer), describing them is beyond the scope of this manual. Please refer to the documentation of the printer for more information on specific printing options.

Clicking on OK or Print (depening on the local environment) will start the printing job.

4.10.2. Printing Calendar overviews

A calendar overview can be printed by any user following these steps:

  1. In the Main Toolbar, click on the the desired view.
  2. Click on the dropdown arrow in the Print button in the Main Toolbar
  3. From the dropdown menu, select Print overview

Note

WebApp 12 and WebApp 1.3 only allows to print overviews of the workweek (5 days) and the entire week (7 days). Overviews for other time periods will be implemented in future versions of WebApp.

A new browser tab will open conatining a preview of the print, as well as the printing dialoge of the operating system allowing the user to specify the correct printer (if there is more than one configured printer) and specify printing options.

Note

Since these printing options are unique to the local environment (OS and manufacturer), describing them is beyond the scope of this manual. Please refer to the documentation of the printer for more information on specific printing options.

Clicking on OK or Print (depening on the local environment) will start the printing job.

4.11. Sharing calendars with coworkers

Note

This section has not been documented yet.

4.12. Accessing shared calendars

Note

This section has not been documented yet.

4.13. Customizing the Calendar application

All customization options of the Calendar application can be found in the Calendar section of the Settings screen.

Please refer to Settings for more information.

4.13.1. Setting multi-calender view to overlay by default

When viewing multiple calendars simultaneously, all calenders are displayed side by side by default. This behavior can be changed by changing Calender view settings to overlay mode on the Settings screen.

Please refer to “Settings: Calendar” for more information.

4.14. Using time period controls

The Previous Period and Next Period buttons on the tool bar at the top of the page (see: “Buttons for changing time period”) are used to view the next or the previous time line period. The Previous Day and Next Day buttons merely move the time line by a single day.

Buttons for changing time period

Buttons for changing time period