Scheduling Appointments on Other Calendars

Once you've browsed calendars for free times and have permission to insert appointments on other calendars, you can schedule a group appointment.

Use the Group Appointment Editor to insert, change, or delete group appointment on your and other calendars. If you don't have insert access to other calendars, you can use the Group Appointment Editor to mail notices of group appointments to other users.

To Schedule a Group Appointment

Choose Compare Calendars from the Browse menu.
Click one or more entries in the Browse list.
Notice that the grid overlays calendars one on top of another and displays busy times shaded darker and available times unshaded.
Click in an unshaded time block in the grid.
Click Schedule.
The Group Appointment Editor is displayed with the fields for date, time, and mail automatically filled out.
Type (or edit) the group appointment start time in the Start field.
Type (or edit) the group appointment end time in the End field.
In the What field, type the appointment description, such as its location or purpose.
Click More.
Choose the repeat interval and duration for the group appointment.
Click Insert to add the group appointment to the selected calendars.
If you don't have insert access on all the calendars, you can send mail to notify others about the group appointment. See “To Mail Reminders to a Group Using Calendar”.
Click Cancel to close the Group Appointment Editor.

To Mail Reminders to a Group Using Calendar

Once you've set up a group appointment (date, start and end times, description, repeat interval), you may want to mail the group a reminder. To send mail:

Click More in the Group Appointment Editor to display additional options.
Click Mail.
Calendar displays a Compose window containing an appointment attachment. The appointment attachment is pre-addressed to the selected users and automatically filled out with the date and appointment start and end times.
Click Deliver in the Compose window.
Calendar mails the reminder to the selected users.

Recipients of a mail message with a calendar-formatted reminder can drag the message from the mailer header window and drop it on their calendars to automatically schedule the pre-formatted appointment.

To Create an Appointment Message Using a Mail Program

Start the mail program.
Open a compose window or create a blank message.

Add a section to the message that includes exactly the following format. Replace <tab> with a tab character, <blank line> with a blank line, and replace the italicized format information with actual data.

<tab>** Calendar Appointment **
<blank line>
<tab>Date:<tab>mm/dd/yy
<tab>Start:<tab>hh:mm am
<tab>End:<tab>hh:mm pm
<tab>What:<tab>description
line 1
<tab><tab>description
line 2

An example might be:

** Calendar Appointment **
 
Date:  11/22/94
Start: 10:00 am
End:   11:00 am
What:  Staff meeting
       Monet conference room

Insert any additional text into the mail message.
Address the message to the recipient and include the subject of the message.
Send the message.

For information about using Mailer, see Chapter 8 “Using Mailer”

To Drag an Appointment from Another Application to Calendar

From Mailer or File Manager, and possibly other applications, you can drag an appointment icon to Calendar to schedule it.

From Mailer

In the Mailer message header list, click the header containing the formatted appointment.
Drag the header to Calendar and drop it.
The pointer changes to an icon representing the moving file.
Calendar schedules your appointment and prints a message in the message area stating that the appointment was scheduled.
Display the Calendar view containing the day on which you scheduled the appointment.
Double-click that day to open the Appointment Editor.
Verify that the appointment is scheduled for the correct day and time.

For more information on using Mailer, see Chapter 8 “Using Mailer”

From File Manager

If you have a file containing a formatted appointment:

In an open File Manager window, navigate to a folder containing a file with a formatted appointment.
With both the formatted appointment and Calendar visible on your screen, drag the formatted appointment file to Calendar and drop it.
Calendar schedules your appointment.
Double-click that day to open the Appointment Editor.
Verify that the appointment is scheduled for the correct day and time.

For more information about File Manager, see Chapter 5 “Managing Files with File Manager”

To Drag an Appointment from Calendar to Another Application

From Calendar, you can drag an appointment icon to Mailer to mail it to someone or to File Manager to save it in your file system.

To Mailer

Use the Appointment Editor to create an appointment but don't click Insert.
Start Mailer and choose New Message from the Compose menu.
Make sure both the Appointment Editor and Mailer's Compose window are visible on your screen.
Drag the Drag Appt icon from the Appointment Editor and drop it on Mailer's attachment list.
The pointer changes to an appointment icon representing the moving file.
Mailer displays your appointment as a text file in the attachment list.
Compose and address your mail message and send it.
For more information on using Mailer, see Chapter 8 “Using Mailer”

To File Manager

Use the Appointment Editor to create an appointment but don't click Insert.
In an open File Manager window, navigate to a folder where you want to save the appointment in a file.
With both the File Manager window and Calendar Appointment Editor visible on your screen, drag the Drag Appt icon from the Appointment Editor and drop it on the File Manager window.
The appointment is saved in a text file in the folder where you dropped it.