Create a new appointment or task
When in calendar mode you can click on a specific time on a specific day and a new appointment will be created.
To create an appointment some fields are mandatory and some fields are not. The mandatory fields are ‘Name’, ‘Type’, ‘Location’ and ‘Description’. Appointments can also be related to companies or projects and participants can be added. A timeframe for the appointment should also be specified.
Recurrence
It is also possible to make a repeat task or appointment over a few days, weeks, months or years, for example; every first Monday of the month. By clicking the recurrence tab, you can make an appointment repeat itself, so that you do not have to re-enter it every time.
Options
You can also set some properties for the appointment/task. You can change the display colour, set a reminder for the appointment, for instance 15 minutes prior to the appointment. The access permissions can also be set.
Reminder for a task or appointment
A reminder can be set up in the calendar for a certain appointment or task. This can vary from 5 minutes to several weeks prior to the occurrence. The reminder will pop up at the allotted time and will remind you about the task or appointment. It is possible to “snooze” this reminder which will temporarily disappear and then pop up again after the set time. It is also possible to dismiss the reminder so that it will not reappear.
Placing the appointment in multiple calendars
By clicking the 'Calendars' tab you can select the calendars where this appointment should appear in. Keep in mind that everybody who has access to the calendars can view this appointment unless you have set this event to 'private' at the access permissions in the 'Options' tab.
Invite participants
People can be invited by putting their e-mail addresses, comma separated, in the ‘Invitees’ field. Invitees can also be selected from the address book by clicking the address book button on the left side of the ‘Invitees’ field. All invitees will receive an e-mail with all the information about the appointment. If an invitee is a user of Group-Office he/she will also be able to directly save it in his or her calendar.
Availability check
There is also an ‘Availability’ button next to the start time. You can check the availability of invitees or resources by clicking this button. You must first select the invitees, calendars or resources prior to viewing the availability.
