create appointments

Using the schedule view

When scheduling an appointment with several participants or resources, the Scheduling view shows free and busy time periods for the users and resources.

Tip: In the calendar settings, you can define which users are allowed to view your appointments in the scheduling view.

How to use the scheduling view for creating appointments:

  1. You have the following possibilities to open the scheduling view:

    • To use the scheduling view before creating a new appointment, click the More actions icon next to New appointment. Click on Scheduling. The Scheduling page opens.

    • To use the scheduling view while creating a new appointment or editing an existing appointment, click on Find a free time in the appointment editing window. The Scheduling window opens.

  2. Enter the name of a participant or resource in Add participant.

    • 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.

    The appointments of the participant or resource are displayed in the calendar sheet.

    If you opened the scheduling view by clicking the More actions icon next to New appointment, you can save the participants as distribution list. To do so, select Save as distribution list below the list.

  3. Search for a free time in the calendar. Use the following methods:

    • To set a time range, click on the date on the upper left side. You can also use the browse icons

    • To set the display size of the calendar sheet, use the control elements on the upper right side.

    • To set the Week or Month date range, enable the respective entries in the Options drop-down.

    • Use the Options menu to adjust the view in the calendar sheet.

    • To adjust the visible part of the time range, use the scrollbar below the calendar sheet.

  4. Define the appointment's start and end by using one of the following options:

    • In the calendar sheet drag open an area ranging from the beginning to the end of the new appointment.

      If pressing the [Alt] key before releasing the mouse button, the appointment's start and end date are entered on the appointment editing page.

    • To set the appointment's duration to one hour, click on the wanted time.

    Depending on how you opened the scheduling view, either click on Create appointment or on Accept changes to finish the process. The appointment editing window will be displayed.

  5. Complete the details for creating or editing the appointment.

User interface:

Subordinated actions:

Related topics:

Parent topic: create appointments