Calendar

Creating Appointments

6.4.7. Adding participants or resources

How to add participants or resources in the appointment editing window:

  1. In the input field below Participants, enter: the email addresses of the participant, the name of a group, distribution list or resource.

    • While entering the recipients, matching suggestions will be displayed. To accept a suggestion, click on it.

    • To select contacts from an address book, click the Select contact icon on the right side of the input field.

  2. Depending on the configuration, you can define that participants can edit the appointment later. To do so, enable the Participants can make changes checkbox. Please note the following:

    • This option will not be available for appointments in public folders.

    • This option will not be available for appointments with external participants.

    • The checkbox is only available for the appointment's organizer. Each change is done on the behalf of the organizer.

    • Participants can add other participants but not remove participants. Participants can not remove themselves from the appointment.

  3. To remove participants or resources, click the Remove icon .

    As default, you are entered as organizer when creating the appointment. If you create the appointment in a public calendar, you can remove the organizer from the appointment. To do so, click the Remove icon .

Result:

  • Each participant receives an appointment invitation.

  • If participants accept the appointment, the appointment will be entered in their calendar.

  • If external participants accept the appointment, you will receive an email. In this email, you have to accept the appointment change so that the external participant will be entered in your appointment.

Tip: To find free appointments of all participants and resources you can use the schedule view.

Superordinate actions:

Subordinated actions:

Parent topic: Creating Appointments