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What are the Calendar Components in Cloud Mail

Unlock the full potential of your Cloud Mail experience! This guide will walk you through the essential Cloud Mail Calendar Components, helping you to efficiently manage your schedule, appointments, and tasks directly within your email platform.

Important: This article applies to customers with Cloud Mail. To determine your email version, see How Do I Determine My Email Platform?

How to Access Your Cloud Mail

To access your Cloud Mail, refer to How to Log In to Your Cloud Mail Account.

Cloud Mail Calendar Components

To access the calendar app, click the Calendar icon Calendar Icon once logged into Cloud Mail.

New Appointment Button

New Appointment Button

The New appointment button allows you to create appointments. The drop-down arrow beside the button has further options which enable you to do the following:

  • Show the Scheduling view
  • Subscribe to shared calendars, subscribe to or import other calendars
  • Create a new email, contact, or task
Note: You need to open the Folder view to see this button. Click on the Open folder view icon Open folder view at the bottom left of the calendar app.

Mini Calendar

The mini calendar will display an overview of a specific month, year, or several years. To display the mini calendar, go to the calendar app, click the Settings icon Settings Icon, then select Show mini calendar from the options.

Show Mini Calendar
 

Mini Calendar Content

  • Browse icons < > - you can browse one month, one year, or 12 years when clicking the icons.
  • Month view
    Month View
     
    • The header will contain the name of the month and the year.
    • It will show the month's weeks and days and highlight the current day.
    • If you click on a specific day, the respective time range will show up on the calendar view on the right.
    • If you click on the name of the month in the header, it will display the year view.
  • Year view

     
    • The header will contain the year.
    • It will display the names of the months.
    • If you click on a month name, it will show the month view.
    • If you click on the year in the header, a time range of 12 months will display.
  • 12 years range

     
    • The header will show the 12-year range.
    • It will display the years within the range.
    • If you click on a year, it will display the year view.

Calendar Folder View

If you have more than one calendar, you can use the calendar Folder view by clicking the Open folder view icon Folder View on the bottom left of the calendar app.

Folder View Content

Folder View Content
  • My calendars - contain your personal calendars.
  • Public calendars - include calendars shared with all users. Enabling the All my public appointments checkbox will record the public appointments you participate in.
  • Shared calendars - contains calendars shared with you by other users.
Note: The Folder view content may differ depending on the configuration.

Folder View Functions

  • Clicking on a calendar will display appointments within that calendar.
  • Enabling the checkbox before the calendar name will display the calendar's appointments in addition to the current appointments of another calendar.
  • Double-clicking on a calendar will only display the appointments in the calendar. Double-clicking on the calendar again will show the previously displayed calendars.
  • The Actions icon Actions Icon, which is next to a selected calendar, offers the following functions:
    • Select a calendar color
    • Organize data
    • Exchange data
    • Display calendar properties (available depending on the calendar)

    Available Options

  • To adjust the Folder view width, hover over the line between the Folder view and the display area on the right. Then, drag the border towards the right or left.

Calendar Display Area

The Calendar display area either includes a calendar view or a list view of the appointments. To select a view, click on the drop-down box on the top-right portion of your calendar.

Calendar Area
 

These views show the appointments of the calendars selected in the Folder view. Clicking on an appointment will display its data in a pop-up.

You can enable the following settings: Day, Workweek, Week, Month, or Year.

Contents of the Day View

Day View
 
  • Previous Day and Next Day icons < >.
  • The MM/DD/YYYY - opens the date picker. To learn more, please see the information about the Date Picker below.
  • The red line in the calendar sheet shows the current time.
  • Below the Previous Day and Next Day icons < > is the timezone. Click on the timezone to add a column with dates in another timezone.
    Time Zone

Workweek and Week View Contents

Workweek View
 
  • Previous Week and Next Week icons < >.
  • The MM/YYYY - opens the date picker.
  • Days of the week
  • The current weekday is highlighted in red.
    • You can define the first day and the number of days for a Workweek in the calendar settings. Click on the Settings icon Settings icon on the top right of your calendar app, then select All settings. Click on Calendar and scroll down to the Your week view section then select go to Workweek.
      Workweek Section
  • Weekdays – opens a window for creating a new appointment.
    Weekdays

  • The red line in the calendar sheet shows the current time.
  • Below the Previous Week and Next Week icons < > is the timezone. Click on the timezone to add a column with dates in another timezone.
  • Arrows will display at the top or bottom of a specific appointment. You can use these arrows to extend or reduce the appointment time range.

Month View Contents


 
  • Previous Month and Next Month icons < >
  • The MM/YYYY - opens the date picker.
  • The first day of every week is on the left side of the calendar sheet.

Year View Contents


 
  • Previous Year and Next Year icons < >
  • The calendar sheet shows an overview of the months and days of a specific year.
  • You can select a different year by clicking on the year.
  • Clicking on a month will open the calendar in the month view.

Date Picker

The date picker has similar functions to the mini calendar. To learn more, please see the information about the Mini Calendar above.

Date Picker
 

To open the date picker, do any of the following:

  • Click on the date of the Day, Workweek, or Week calendar view.
    Note: Hide the mini calendar to open the date picker. To do so, click the Settings icon Settings icon , then uncheck the Show mini calendar option.
  • Click a date on the Scheduling view. To open the Scheduling view, click the drop-down arrow beside the New appointment button, then select Scheduling.
  • When editing an appointment, click on the date input field below Starts on or Ends on.
    Editing Appointment

Calendar Pop-up

The Calendar Pop-up will show the data of the appointment you select in the calendar sheet.

Calendar Pop-up

Content

  • Accept, Maybe, Decline, and Change Confirmation (horizontal ellipsis)
  • The following limitations might prevail depending on the configuration:
    • Some functions for appointments in your private calendar are only available if you have the appropriate permissions. To view and edit permissions, click the Actions icon Actions icon next to a specific calendar and select Share/Permissions.
    • You cannot change or delete an appointment as a participant.
    • You cannot change your status as the organizer.
  • More actions - opens a menu with other functions.

Calendar Pop-up more actions

Calendar List

The Calendar List will show a list of the appointments of the calendar you select in the Folder view. To display the list view, select List from the drop-down box on the top right portion of your calendar.

Calendar List View

Calendar List Content

  • Each appointment displays a date in the header.
  • Each appointment will display the following details: date, time, color, private appointment icon, subject, and location.

Calendar List Functions

  • Clicking on an appointment will display its data on the right.
  • To select multiple appointments, click on the checkbox of the selected appointments.
  • To adjust the list width, hover over the line between the list and the detail view. Then, drag the line to the left or right.

Calendar Detail View

The Calendar detail view displays the data of the appointment you choose in the list. Double-clicking on the appointment in the list will show the data in another window.

Calendar Detailed View

Calendar Detail View Content

Depending on the appointment data, the following will be displayed in the detail view:

  • Appointment data:
    • Title
    • Date, time, time zone
    • For recurring appointments: the recurrence type
    • Appointment location
  • Buttons for changing your confirmation status: Accept, Maybe, Decline
  • Clicking the More actions icon will open a window where you can change your confirmation status and add a comment.
  • Further appointment data, if set:
    • Attachments
    • Definition
    • Organizer, additional recipients, resources
    • Clicking on a name will open a pop-up that displays the participant's data in the Halo View.
    • If the appointment has more than five participants, the number of participants and the participants who accepted the appointment will be displayed.
  • Click the Shown as Free or Shown as Reserved link for additional appointment details:
    • Appointment's organizer
    • Calendar with the appointment
    • Creator's name
    • Name of the last editor

Scheduling View

The Scheduling View displays the appointments of the participants you add to a scheduled appointment. To display the scheduling view, do either of the following:

  • Click the drop-down arrow beside the New appointment button, then select Scheduling.
    Scheduling

  • Click Find a free time in the appointment editing window.
    Find a free time

Scheduling View Content

Scheduling View Content
  • The Previous Week and Next Week icons < >
  • Clicking the beginning and end date of the selected time range will open the date picker.
  • + and - icons for setting the zoom ratio for the calendar sheet
  • Options drop-down - opens a menu with the following functions:
    Options drop-down
     
    • Compact - defines the line height for displaying the resources and participants.
    • Show fine grid - describes a smaller grid spacing for the time grid.
      Show fine grid

    • Free – displays free appointments when enabled. These appointments do not cause conflicts.
    • Week or Month Date Range - describes the date range shown in the scheduling view.
    • Hide non-working time - determines whether times outside working hours are hidden.
  • A Close icon (if you open the scheduling view from the toolbar)
  • An input field for participants and resources.
    Add Participant

  • A list of participants. The following information is shown for every participant: Name, appointments in the calendar sheet, and a Remove icon Remove Icon.
  • The calendar sheet of the selected time range.
  • Scrollbar - allows setting a part of the time range to be displayed.
  • Save as distribution list link - saves the added participants in a new distribution list.
  • Create appointment button – creates an appointment for the selected date and time.

Save as Distributionlist and Create Appointment

Appointment Editing Window

You can use the appointment editing window to create or edit an appointment. To open it, do any of the following:

  • Click the New appointment button within the calendar app.
    New appointment

  • Select an appointment in the List view, then click Edit in the toolbar.
    Edit icon

  • Click an appointment in the Calendar view, then click Edit in the pop-up.
    Edit Icon
 

Appointment Editing Window Content

Appointment Editing Window
 
  • Appointment data:
    • Subject - serves as the appointment title.
    • Starts on and Ends on - opens the date picker. Disable All day to set the beginning and end times.
    • Change time zone button- opens a window that allows you to choose a timezone for the appointment's start and end time. You can also set frequently used timezones as favorites in the calendar settings.
      Time Zone

    • All day - describes whether the appointment is supposed to last for an entire day.
    • Find a free time - opens the scheduling view
    • Repeat - defines whether an appointment is supposed to be repeated.
    • Location, Description input fields (optional) - You can enter the location and description.
    • The appointment participants
    • Add contact/resource input field - enter the names of the participants or resources.

  • Appointment view
    Appointment view
     
    • Calendar - shows the calendar where the appointment will be created. Clicking on it will open a menu for selecting a calendar.
    • Reminder - defines how and when you will be reminded about the appointment's due date.
    • Appointment color - defines the appointment color in the calendar sheet.
    • Visibility – shows the visibility of the appointment in a shared calendar:
      • Standard - the appointment is visible to all users.
      • Private - users who are not participants can only view the appointment date.
      • Secret - users who are not participants cannot view the appointment.
    • Show as free - defines whether the appointment will display as free. To avoid conflicts with overlapping appointments, enable this checkbox.
    • Participants can make changes – which determines whether participants can edit the appointment.
    • Add attachments - for adding files.

 

Review

 

And there you have it! You're now well-versed in the Cloud Mail calendar components. Use these tools to manage your time effectively, schedule appointments effortlessly, and stay organized like a pro.

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