Creating and Maintaining Appointments

Function

Procedure

Create appointment

  1. Choose .

    You can also call this function by double-clicking on a free time interval. If you do this, the date and time of the time interval are preset.

  2. Enter the duration, title, and room of the appointment and, if necessary, select an appointment type using the input help. You can also enter a description, insert a copy, or import an existing text file from your PC using . Specify whether this description can be changed by all participants or only by you, as the organizer of the appointment.
  3. Specify the other attributes of the appointment:
    • Visibility
    • Priority (appointments with high priority are highlighted in red)
    • Period reservation (when checking participant availability, appointments with reserved time periods are displayed, whereas appointments with free time periods are not displayed)
    • Appointment status (you can choose between Taking Place, Planned, and Canceled).
  1. If necessary, specify rules for a periodic appointment.
  2. Specify a different time zone, if necessary, and select whether the appointment is always to be displayed in the user time zone. For more information, see Time Zone-Based Appointment Planning. If you are planning appointments in one time zone only, do not change anything here.
  3. If necessary, enter the participants of a group appointment in the participant list.
  4. You can display participant availability.
  5. Choose .

It is possible to create several appointments for the same time. Scheduling conflicts are then highlighted in color in the appointment overview.

Change appointment

  1. Select the appointment by double-clicking on it in the appointment overview.
  2. Make the changes.
  3. Choose .

Move appointment

  1. Position the cursor on the appointment in the appointment overview.
  2. Choose .
  3. Confirm the subsequent dialog box with Yes.
  4. Position the cursor on the new time interval.
  5. Choose .

Copy appointment

  1. Position the cursor on the appointment in the appointment overview.
  2. Choose .
  3. Position the cursor on the time interval in which the copy of the appointment is to be inserted.
  4. Choose .

Delete appointment

  1. Select the appointment by double-clicking on it in the appointment overview.
  2. Choose .
  3. Confirm the subsequent dialog box with Yes.

Special Features of Group Appointments

You can specify whether the description of a group appointment can only be changed by you, as the organizer of the appointment, or by all users.

A description that can be changed by all users could serve as participant confirmation or it could be used to gather discussion points, for example. If, on the other hand, the description contains a fixed agenda, it can be protected from changes by the other participants.

If you have created, changed or deleted a group appointment, the participants receive notification in their mail inbox (internal participants receive notification in the Business Workplace). The appointment, or change of appointment, is copied automatically into appointment calendars that you are authorized to maintain. These participants do not receive notification if they have selected this option in their calendar settings.

The participants for whom the appointment has not been maintained can execute the notification in their inboxes (in the context menu of the message). The appointment is then entered automatically in the respective calendar. This function is also available to external recipients, provided that the mail system used supports the iCalendar standard. The appointment is then entered in the calendar when the recipient opens the attachment of the message. The attachment contains an appointment in the iCalendar format (file extension ICS). If you accept or decline the appointment, the status in the participant list is updated.

Special Features of Periodic Appointments

After you have confirmed the change or deletion of a periodic appointment, you have to select, in the subsequent dialog box, whether the function is to apply to the called appointment only or to all subsequent appointments. Changes to descriptions always apply to all appointments.

If you move (cut and insert at a different time) appointments in a periodic appointment, the affected rule is adapted automatically. You cannot move the whole periodic appointment at the same time but only the appointments to which a rule applies.

You can, however, copy the whole periodic appointment and insert it again. Note that when you insert periodic appointments with several rules, all the time specifications are retained.