Webmail 2.0: Calendars

Document created by alyssap on Jun 27, 2012Last modified by [shaw]bryce on Jun 16, 2016
Version 17Show Document
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Webmail 2.0 allows you to manage your appointments with the Calendar feature. Set reminders, create events, create multiple calendars to organize your activities, and even tag your events for ease of search-ability. For more information about Webmail 2.0, please refer to: Webmail 2.0

 

Calendars.jpg

 

 

On This Page

View a Calendar

List View

Schedule View

Mini Calendar

Create Additional Calendars

Delete a Calendar

Create an Event

Delete or Cancel an Event

 


 

View a Calendar

 

All of your calendars, including shared calendars, are visible in your Calendar list. Each calendar has a check box to the left of its name; check the boxes for the calendars you want to view. To access your Calendars simply login to Webmail 2.0 at wm.shaw.ca and select Calendar at the top of the page.

 

Calendars-checkboxes.jpg(Click image for an enlarged view)

 

The following views are available for the Calendar and listed with their keyboard shortcut:

 

Calendar ViewKeyboard Shortcut
Day: view your schedule for 1 day d
Work Week: Monday to Friday*ww

Week: Sunday to Saturday

w
Month: Full monthm
List: Lists appointments between a specified start and end datel
Schedule: Displays a free/busy indicator along with appointments in multiple calendarss

Please note: You can customize your Work Week and hours by navigating to Preferences>Calendar>Work week and hours.

 

 

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List View

 

The List view shows Calendar appointments for the time you specify in the data range. Meetings from all selected calendars are listed by date and time showing details about the meetings, including subject, location, status, whether it is recurring or not and the date and time of the meeting.

 

 

Calendars-list.jpg

(Click image for an enlarged view)

 

Activate List View

To activate list view, perform one of the following steps:

 

  1. Right-click any date on the current calendar view
  2. Select View
  3. Select List

 

Calendars-view list.jpg(Click image for an enlarged view)

 

Hide/View Columns

You can change the columns that are displayed by right-clicking a column title (e.g. Tag, Status, Location, Calendar) and deselecting the columns you do not want to display.

 

Calendars-list-hide titles.jpg(Click image for an enlarged view)

 

Sort Events in List View

You can sort the list by subject, status, calendar or date by clicking on the appropriate column title.

Delete/Move Multiple Appointments
The check box lets you select multiple local appointments to act upon at once. You can delete selected appointments, move appointments to another calendar, or tag appointments.

 

Shortcut: press L on your keyboard to view the Calendar in List View

 

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Schedule View

 

The Schedule View allows you to view multiple calendars selected from your Calendar list. The day-view shows a time bar, a free/busy indicator, and the calendars side by side. The calendar name is in the header.

 

Calendars-Schedule View.jpg

(Click image for an enlarged view)

 

The All column is a color-coded free/busy indicator for the viewed calendars:

  • White: indicates no activity
  • Red: the deeper the red in this column, the more overlapping appointments you have

 

Move your mouse over the All column for tool tips that show which calendars have activity scheduled within a time period (see image below).

 

Calendars-Schedule View-mouse over.jpg(Click image for an enlarged view)

 

Shortcut: press S on your keyboard to view the Calendar in Schedule View

 

 

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Mini Calendar

 

The Mini Calendar provides you easy access to your schedule and to adding new events to your calendar regardless of whether you are in the Mail, Contacts or Calendar view.

 

Simply hover your mouse over a date in the Mini calendar and if you have any events scheduled for that date, a list of these events will appear.

 

Mini calendar Hover agenda.jpg

(Click image for an enlarged view)

 

Right-click a date on the mini-calendar (displayed in the bottom-left of Webmail) or the start time in one of the calendar views. You can select to create a New event or a New all day event.

 

Mini calendar Add event.jpg(Click image for an enlarged view)

 

 

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Create Additional Calendars

 

You can create multiple calendars to organize your appointments; each calendar is assigned a colour, so that activities for that calendar are always displayed in the selected colour. This allows you to easily distinguish between your different types of activities which is especially useful when viewing multiple calendars simultaneously.


To create a calendar:

  1. Select the Create a New Calendar icon

Calendars-Create a calendar1.jpg

(Click image for an enlarged view)

 

  1. Enter a name for your new calendar and select a colour

Calendars-Create a calendar.jpg

(Click image for an enlarged view)

 

  1. Select OK to finish

 

Shortcut: type nl to create a new calendar

 

 

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Delete a Calendar

You can delete any calendar in your Calendars list, except your default Calendar.

To delete a calendar:

  1. Right-click on the calendar you would like to delete
  2. Click Delete
  3. Select Yes when prompted to confirm

 

Calendars-Delete Calendar.jpg(Click image for an enlarged view)

 

The calendar is moved to the Trash folder. Alternatively, you can drag and drop a calendar on the Calendar list into the Trash folder. The meetings that were created from this calendar are not automatically deleted from the invited attendee's calendars.

 

 

 

 

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Create an Event

 

You can create a new Event using any of the following options:

  • Option 1: Click the New button in the Calendar view
  • Option 2: In the Mail, Contacts or Calendar view, click on the drop down arrow next to New and then select Event
  • Option 3: Enter events directly on the calendar using the QuickAdd Event dialog box below:

 

Quick Add Event.jpg(Click image for an enlarged view)

 

You can add events to your calendar through QuickAdd by:

    • Double-clicking any date on your calendar
    • Or, dragging through the date and time on a Calendar (see image below)

 

Calendars-Drag to create event.jpg(Click image for an enlarged view)

 

  • Option 4: Right-click a date on the mini-calendar (displayed in the bottom-left of Webmail) or the start time in one of the calendar views. You can select to create a New event or a New all day event.

Mini calendar Add event.jpg

 

  • Option 5: Create a copy of an existing event on your calendar and modify the information. Right-click the event to be copied and select Create a Copy.
  • Option 6: Within an email message, certain text is interpreted as a date and triggers the ability to right-click to create an event. Text such as ”today”, “tomorrow”, a day of the week (i.e. “Thursday”), or an exact date are highlighted in messages. Hover the mouse over this type of text to see if you have an event scheduled. Click on the highlighted text to open your calendar.
  • Option 7: Drag and drop a message, conversation or contact to a date on the mini-calendar (see image below). When you drag and drop a message or conversation, the information in the message is used to populate many of the fields on the Appointment page. Review the details and make any necessary changes.
    • Subject: subject of the message.
    • Attendees: email addresses in the To and Cc fields of the message or for conversations, the most recent message in a conversation. When you drag a contact from your Contacts list to the mini-calendar, the contact's first email address is added to the attendee field.
    • Text of a message: or the text of all messages in a conversation thread becomes the text of the invitation.

 

(click image for an enlarged view)

Calendars-create event drag message into mini calendar.jpg

 

 

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Delete or Cancel an Event

If you created an event, you can cancel or delete it. If you created a recurring event, you can delete one occurrence or the entire series of events. An email is sent to attendees to inform them of the cancellation.

Note: Only the originator of an event can cancel the event. Attendees can cancel the event on their own calendars, but attendees cannot cancel the entire event.

You can delete a calendar event in two ways:

  • Right-click on the meeting in any calendar view and select Cancel
  • Click a meeting in a calendar and click Delete in the toolbar

If you are cancelling an event to which you invited attendees, the confirmation dialog will give you the opportunity to edit the cancellation message.

 

(click image for an enlarged view)

Calendars-Delete Event.jpg

 

 

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Related Articles

 

Webmail 2.0

Webmail 2.0 Contacts

Webmail 2.0: What is a Tag?

 


 

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