How to Create Appointments in Cloud Mail
The feature lets you easily set up, manage, share, and create appointments in Cloud Mail. It integrates with your calendar, making keeping track of your planned schedules simple. Whether scheduling a meeting, setting a reminder, or planning an event, this feature ensures that all your appointments are organized and accessible in one place, with intuitive design and user-friendly controls.
Learn to create an appointment and discover the functions available for defining appointments (for example, using the Date Picker, setting up recurring appointments, and more).
Accessing the Calendar
Follow the steps below to access the Calendar and begin creating calendar appointments in Cloud Mail.
- Log in to your Cloud Mail by typing mail.yourdomain.com on your browser. For example, if your domain name is example.com, replace "yourdomain.com" with "example.com".
- Enter your email address and password to log in.
- In the taskbar found at the top left side of the page, click the Calendar icon.
You have successfully accessed the Appointments page. Select the options below to start creating and managing your appointments.
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An appointment will take place at a specific time. Create an appointment if you need to perform an action at a particular time.
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A task will have a due date. If you are flexible regarding the schedule of action and your only concern is the due date, create a task.
Follow the steps below to create new appointments in Calendar.
- In the calendar list, select a calendar under My Calendars where you want to create a new appointment by clicking on it.
- If you want to create a new calendar to set up your appointment there instead, click on the Add new calendar icon beside My calendars.
- Enter the calendar name in the field provided. Then, click Add. Your newly created calendar will be added under My calendar.
Note: If you are unable to view your calendar list as seen in the image above, you will need to enable the Open folder view icon
found at the lower left side of the screen.
- If you want to create a new calendar to set up your appointment there instead, click on the Add new calendar icon beside My calendars.
- Click on the New appointment button.
Important: When selecting a shared calendar, you will be asked where to create an appointment:- If you make an appointment on the owner’s behalf, the appointment will be created in a shared calendar with the owner.
- If you invite the owner, the appointment will be saved in your calendar.
- The Create appointment page will show. This is where you can choose how you want the appointment to be. Scroll down to view more options.
- Title – Enter the name/title of the appointment you are creating.
- Starts on & Ends on – Select the start date and end date as well as the time of the appointment.
- Click on the date and time field to open the date picker. Once the menu shows, select the date and time.
- For all-day appointments, tick the checkbox for All day.
- To change the timezone for the selected date and time, click the Change timezone button beside the time (it is showing as CST as seen in the example image above). You can set different time zones for the start and end time.
- Location – Enter the location of the appointment.
- Description – Enter the description of what the appointment is all about.
- Participants and resources – Enter the email address of the participant you want to include in the appointment. This is how to add attendees to a Cloud Mail appointment.
- Participants – Shows who the participants are in the appointment.
- Visibility – Select from the drop-down menu if you want the appointment to show as Standard, Private, or Secret.
- If only the appointment date should be visible for other users but not the subject or other appointment data, select Private from the drop-down. Private appointments are marked with the Private icon. (Private icon
displayed as a padlock.) - If you want the appointment to be invisible to other users, select Secret from the drop-down. Secret appointments are marked with the Private icon displayed as a padlock. Private appointments do not conflict with other appointments and are not displayed in the scheduling view.
- If only the appointment date should be visible for other users but not the subject or other appointment data, select Private from the drop-down. Private appointments are marked with the Private icon. (Private icon
- Show as free – Toggle this option by ticking the checkbox if there are no conflicts with overlapping appointments.
- Reminder – Set a reminder for your Cloud Mail appointment. View the How to Create Email Reminders in Cloud Mail article to learn more about email reminders.
- Appointment color – Set a unique color for the appointment by selecting a color field. When you click Use calendar color, the appointment will have the same color as your calendar.
- Calendar – If you wish to create this new appointment, click on the button under Calendar and select which calendar you want to create this appointment to.
- Attachments – Add attachments to your appointment saved from your computer or your Cloud Mail Drive.
- Once everything is ready, click Create.
Follow the steps below to create recurring appointments in Cloud Mail.
- When setting up an appointment, toggle the Repeat option by ticking the checkbox beside it. This will display the current repitition parameter which is displaying as Every Monday in the screenshot below.
- Click the parameter. It will show the Edit recurrence page.
- On this page, you can:
- Choose the frequency between appointments using the Repeat menu.
- Set additional parameters using the Interval field.
- Define using the Ends field if the recurrence has an end date.
- Once done, click Apply.
Examples:
An appointment should take place every second day and should take place five times:
- Repeat Daily
- Interval 2 days
- Ends After a number of occurrences
- Occurrences 5
An appointment should take place every Tuesday and Friday.
- Repeat Weekly
- Weekday Tue, Fri
- Interval 1 week
- Ends Never
If an appointment has multiple participants, you can invite those participants to a new appointment. Follow the steps below to start inviting participants to a new appointment.
- Click on an appointment within your Calendar app, then click on the More actions icon beside the Trash icon.
- Once the options show, select Invite to new appointment.
- Complete the details for creating an appointment. Then, click Create.
How to Invite Email Recipients to New Appointments
You can also invite a participant by inviting them through email recipients.
- From the taskbar, select the Mail icon.
- From the inbox, select an email by clicking on it.
- In the email, click the More actions icon, as seen in the image below.
- In the menu, select Invite to appointment.
- Complete the details for creating an appointment. Then, click Create.
An appointment conflict happens when:
- You are a participant in an existing appointment, and the appointment display is set as follows:
- The visibility is set to Private or Standard.
- The Show as free checkbox is disabled.
- You make a new appointment, and you select the following appointment display:
- The visibility is set to Private or Standard.
- The Show as free checkbox is disabled.
If you click on Create, the Conflicts detected page will open, displaying the appointments causing the conflict.
To resolve appointment conflicts, follow these steps:
- To hide or show details, click on an appointment on the Conflicts detected page.
- You have the following options:
- To create the appointment despite the conflict, click on Ignore conflicts.
- To resolve the conflict, click on Cancel. Change the time or enable Show as free.
Review
Learn in this article how to manage appointments within your business email account. It covers creating appointments, setting up recurring events, inviting participants, and troubleshooting common issues.
- Create and manage appointments directly in Cloud Mail.
- Integrate appointments with your calendar for easy scheduling.
- Set reminders to ensure you never miss an important event.
- Invite participants to appointments and collaborate effectively.
- Manage recurring appointments with flexible options.
Who Should Read This Article:
- Anyone who uses Cloud Mail and wants to organize their schedule.
- Individuals who need to schedule meetings and appointments.
- Users who want to collaborate with others through Cloud Mail appointments.
What You'll Learn:
- Accessing the Calendar and managing appointment views.
- Creating new appointments with detailed options like time, location, and description.
- Setting up recurring appointments for events that happen regularly.
- Using the scheduling view to visualize your appointments.
- Sending appointment invites to participants and managing invitees.
- Troubleshooting common appointment conflicts and resolving issues.