Close Window x

Frequently Asked Questions

Help Center Search

Scheduling Events Using All Fields and Lists

Print this Article
Comment on this Article
Last Updated: August 5, 2009 12:03 PM

You can schedule events to display on your Calendar personal calendar, and, if you are a member of any groups, you can schedule events to display on group calendars so that everyone in a group can view them. Events scheduled on group calendars also display on the personal calendars of people who accepted the event invitation.

There are several options you can set when you schedule an event. For example, you can make an event recurring and specify how frequent the event occurs, such as a weekly status meeting. You can also invite people to attend an event, add attachments, and set an alarm to remind you of the event before it occurs.

To schedule events for a group, the group must have a calendar associated with it, and you must either be the owner or Administrator for the group, or the calendar must be editable by members of the group. You schedule group events by selecting the group you want to schedule an event for.

Most of the fields on the Add Event dialog box are optional; if you prefer, you can leave them blank. However, the Subject field is required. To view a basic procedure for scheduling events, see Scheduling Events.

To Complete the Details Tab

  1. Log in to your Calendar account.
  2. Click Add Event.
  3. Complete the following:
    Start Time
    The month, day, year, and time the event begins.
    End Time
    The month, day, year, and time the event ends.
    All Day Event
    The event occurs all day.
    Time Zone
    The specific Time Zone where the event will take place.
    Calendar
    The Calendar account for which you are scheduling the event.
    Title
    The name of the event.
    Location
    Where the event is located.
    Details
    Additional event-related information.
    My Attendance
    Your attendance status.
    Event Status
    The event status.
    Event Owner
    The user who created the event. This field is completed automatically, but you can change it if necessary.
    Allow attendees to invite other users
    Allows attendees to invite other Calendar users to the event.
  4. Click OK.

To Complete the Attendees & Resources Tab

  1. Log in to your Calendar account.
  2. Click Add Event.
  3. Go to the Attendees & Resources tab.
  4. In the Email Address field, enter the attendee's email address.
  5. Click Add Attendee.
  6. Select Add Resource, and then click the resource name.
  7. Click OK.

    NOTE: You can allow attendees to forward the invitation to other users by selecting Allow Attendees to Invite Other Users on the Details tab.

The table displays the names of the people and resources you invited to the event, their status, whether they are required to attend the event or not, and their schedule.

To Complete the Recurrence Tab

  1. Log in to your Calendar account.
  2. Click Add Event.
  3. Go to the Recurrence tab.
  4. In the Recurrence box, select one of the following:
    None
    Do not set a recurrence frequency for the event.
    Daily
    Indicate whether you want the event to recur every specific number of days or every weekday.
    Weekly
    Indicate the weekly rate at which you want the event to recur by specifying the number of weeks between events, and then specify the day(s) of the week on which you want the event to recur.
    Monthly
    Indicate whether you want the event to recur on a specific day of the month and the number of months between events, or use the lists to select a specific timeframe.
    Yearly
    Indicate whether you want the event to recur on a specific day of the month and the number of months between events, or use the lists to select a specific timeframe.
     
  5. In the Ending area, specify when the recurrence ends.

To Set an Alarm Using the Reminders Tab

  1. Log in to your Calendar account.
  2. Click Add Event.
  3. Go to the Reminders tab.
  4. Click Add Reminder.
  5. In the When field, specify how many minutes, hours, days, or weeks before the event that you want to send a reminder. For example, if you want to send a reminder an hour before the event, type 1, and then select Hour from the list.
  6. In the Address field, enter the email address to which you want to send the reminder.
  7. To specify the format you want to use to send the reminder, in the Format column, click the format. Continue clicking until the format you want to use displays, and then press Enter.
  8. Click OK.

NOTE: You can set your reminder default by changing your Calendar Settings. For information about setting your calendar preferences, see Changing Calendar Settings .

To Attach Files to the Event

NOTE: You can attach files up to 5 MB in size.

  1. Log in to your Calendar account.
  2. Click Add Event.
  3. Go to the Attachments tab.
  4. Click Upload File.
  5. Locate and open the file you want to attach.

If you have an Online File Folder account, you can attach a file directly from your Online File Folder.

  1. Go to the Attachments tab, and then click Add File From Online File Folder.
  2. From the Folder list, select the Online File Folder in your account that contains the file you want to attach.
  3. In the file list, use the checkboxes to select the file(s) you want to attach.
  4. Click OK.

The file name of the attachment displays on the Attachments tab.