Skip to main content

Calendar

Calendar holds your appointments and meetings. When you invite colleagues, they get an invitation in their mail and their answers come back to you; you can see when they're free before you pick a time, and book a meeting room in the same step. Calendars of mailboxes that are shared with you, such as a team mailbox, appear next to your own.

Open it with Calendar in the app rail, or press Ctrl+Shift+C.

Move around the calendar​

  • Change the view with the buttons at the top: List, Month, Week, Work Week, Day and Split. Split puts each of your calendars side by side for one day. (Work Week and Split aren't offered on a phone.) The app remembers your choice on each device.
  • Move in time with ‹ and ›, or go back with Today. On a phone, swipe left or right.
  • Jump to a date with the small month calendar on the left. In Month view, click a day's number to open that day.
  • Show or hide a calendar with the check box next to its name in the list on the left.

Create an event​

  1. Click + New event, or click an empty time in the calendar. (In Month view, clicking an empty part of a day starts an all-day event.)
  2. In the small window that opens, type a title in Add title.
  3. Click the date and time to change them, or to make the event repeat.
  4. Fill in what you need: Add guests, video conferencing, Add location, Add description.
  5. Click Save.

For everything else, click More options to open the full form. It adds:

  • Time zone, to set the event in another time zone, and All day.
  • Add notification: a reminder, 30 minutes before unless you change it. An event has one reminder.
  • Busy status: Busy, Free, Tentative or Out of office.
  • Visibility: Default visibility, Public, Private or Confidential. A private event shows to others who can see your calendar only as a "Busy" block.
  • Send an automatic reply while this event is happening, with its own message, for example during a day off. See Automatic replies.
  • Guest permissions (see below).
  • Mailbox and Calendar, when you can add events to more than one calendar.

Drag an event to move it, or drag its lower edge to change its length. On a touch screen, press and hold first.

Make an event repeat​

In the date and time row, open the repeat menu and pick Daily, Weekly on a weekday, Monthly, Annually, Every weekday (Monday to Friday) or Custom…. With Custom… you set Every so many days, weeks, months or years, the weekdays, and when it Ends: Never, After a number of occurrences, or On a date.

Add a video meeting​

Tick Add video conferencing (you need at least one guest besides yourself). After you save, the event shows Join video call and a link to copy. This needs the video meetings plugin; see Video meetings. If you change the guests afterwards, turn video conferencing off and on again to send links to the new guest list.

Invite people and find a time​

  1. In Add guests, start typing a name or address. Suggestions come from your contacts and your organization's directory. A group is added as one guest.
  2. In the full form, choose each guest's role: required or optional.
  3. Click Find a time (in the full form) to see everyone's busy times for the day. Use Previous day and Next day to look further.
  4. Suggested times lists up to five slots between 8am and 6pm in the coming week when everyone is free. Click a slot, or click a time in the grid, to move the meeting there.
  5. Click Save. Each guest gets an invitation by mail.

People outside your organization always show as "Availability unknown", because their calendars can't be seen. Up to 50 people, including you, can be checked at once.

Guest permissions decide what guests may do:

  • Modify event: guests can ask to change the title, place, description or time, and their request is applied automatically.
  • Invite others: guests can ask to add more guests, who are added automatically.
  • See guest list: when this is off, each guest's invitation names only them and you.

Book a room or equipment​

In the full form, click + Add room/equipment, search in Search rooms & equipment… and pick one. The room is added as a guest and answers like one. Whether it accepts automatically, and how far ahead it can be booked, is set by your administrator.

Answer an invitation​

Invitations arrive as mail. You can answer in either place:

  • In Mail, the invitation shows the time, place and any conflicts with your calendar. Click Accept, Tentative or Decline. In the message list, an invitation row also has an RSVP button with Accept, Decline and Maybe.
  • In Calendar, open the event and choose under Your response.

For a repeating meeting, your answer applies to the whole series. Declining removes the event from your calendar.

Suggest another time. In Mail, click Propose new time, pick a Date, Start and End, add a comment if you like, and click Send proposal.

Ask for a change. Open the event and click Request a change (or Add guests). Change the title, place, time, description or add guests, then click Send request. Your calendar changes only when the organizer's update comes back, unless the organizer allowed guests to make that change.

Change or delete an event​

Open the event, then:

  • Modify opens the full form. For a repeating event, choose under Apply changes to: This event only or The entire series. (Dragging one occurrence of a repeating event always changes only that one.)
  • Delete asks you to confirm. For a repeating event, choose Delete this event or Delete series.

Only the organizer can change a meeting's details. If you're a guest, use Request a change.

Reminders​

When a reminder is due, a window shows the event title and how soon it starts, wherever you are in the app. View opens the event, Join or Open opens the meeting link if the location is a web address, and Snooze reminds you again in 5 minutes. Close the window to dismiss it.

Reminders only show while RapidMX is open in a browser tab. If you turned off Notifications in the account menu, reminders are only listed under Recent notifications.

Calendars​

  • Add a calendar: click + next to My calendars (or next to a mailbox's name), type a name, pick a colour and click Add. A calendar's name and colour can't be changed later in the web app, and calendars can't be deleted there yet.
  • Other people's calendars: when someone shares their mailbox with you, its calendars appear in the list on their own. There is nothing to subscribe to. To share yours, see Shared mailboxes and delegation.
  • Who can see when you're busy: Settings > Profile > Free/busy visibility. Others only ever see the hours you're busy, never what the event is. See Settings.

Search your calendar​

Type in Search events (or press /). Matches are found across all the calendars you have ticked. Use Next match and Previous match (or Enter and Shift+Enter) to step through them, and Clear search to finish.

Also in the new event window​

The window that opens with + New event has tabs:

  • Task adds a task, with a due date, list, priority, notes and a reminder. See Tasks.
  • Appointment schedule (when the booking plugin is installed) creates a page where others can book time with you. See Booking pages.

Not available yet​

There is no printing, no importing or exporting of .ics files, and no subscribing to internet calendars in the web app.