Webmail 04- Calendar - Aluminati Client Resources

Calendar screen layout

(Click image to zoom in)

1. Calendar toolbar

This toolbar allows you to edit, add, print and change the view of your calendar. Below is a description of each section:

New Event: Create a new event within your calendar
Print: Enter the print friendly mode of the calendar
Import/export: Import or export events from your calendar
Day/week/month: Select any of these to change the view to that range
Agenda: This will display your agenda depending on what date range you have set. You can read more about this in the Agenda section below

2. Date selector

This area allows you to quickly select a chosen date, week, month and year to display on your calendar. You can change the month and year by using the drop down boxes. If your desired year is not on the list, select the oldest or newest year in the list and select the year again. This will shift the available years to be +/- 10 years of the selected year. You can then repeat this process until you reach the right year.

You can select the date by using the calendar grid just below the month and year dropdowns. This will highlight a day, week or month depending on what view you have selected on the calendar toolbar in section one.

3. Calendars

This area will list all the calendars you have linked to your email address. You can quickly disable the calendar with the toggle or hide it with the eye icon.

4. Your Calendar

This is the main section of this page. Here you can see all your event's where you can create, view, edit and even rearrange them by simply dragging them around.

5. Search

You can use this to search your calendar(s) to find a specific event.

Calendars

You can add multiple calendars if you wish to your webmail. Having multiple calendars can be useful to separate out your work life and home life, or your holidays and hobbies, the choice is yours. You can set different colours for each calendar, hide them from view or view them one at a time, allowing you to quickly view what currently important to you.

Adding a calendar

To add a new calendar, simply click on the plus icon on the bottom left of the page:

This will bring up a popup box where you can enter your enter the name of the calendar, colour and the visibility of reminders.

To select a colour, click on the text box with the hex code, for example: #cc0000, and a colour picker will pop up. Choose your main colour on the right vertical bar and the brightness of that colour with the main box. Click off this box once you have selected your colour.

If you enable reminders, any event reminders from this calendar will show up as a pop up when it is triggered.

Disabling this will won't display anything at all.

Viewing calendars

You can either show only the currently selected calendar or disable calendars:

Show only currently selected: You can do this by click on the eye symbol just to the left of the calendar colour.
Disable calendar: Click on the toggle button just to the left of the calendar name.

Editing/Removing calendars

To edit a pre existing calendar, you either double click on it or use the Cog icon below the calendar list and then press Edit. To delete, simply press Delete button instead of Edit in the Cog menu.

View calendar externally

If you use something other then our webmail to look at your emails, you may wish to view one of your calendars from there as well. You can do this by generating a link for each calendar. This will support any other application that supports the iCal format. To obtain a link:

Open the cog menu shown in the previous section above and choose Show Calendar URL
This will bring up a popup box with the generated link
Select all of the link and copy it

You can then insert this link into your chosen application. Here are a few guides on the most popular applications:

If you are not sure how to do this on an application that is not listed here, please find the relevant help page for that application on their help page.

Events

Import/Export Events

You can import or export your events to and from other calendars by using this feature. Our webmail supports the .ics file type which is the standard for most calendar events. You can read more about .ics here if you wish.

Import

To import another calendars events, first make sure you have the file ready on your device. Please follow your other applications support if you are having trouble doing this. You can then start the import by clicking on the Import button in section one of the layout guide and following these steps:

Choose the file you wish to import by using the Choose file button (Please note you cannot upload files larger than 32MB)
With the Calendar option, select which calendar you want these events to be imported to
You can also specify what events you wish to import from the file based on how far in the past. If you don't want it to skip any events, please make sure you select All

When you are happy, press the Import button and your events will begin to import to the chosen calendar.

Export

Exporting will allow you to add events that you have created here to another application or calendar. To get started press the Export button located in section one of the layout guide.

Use the Calendar option to select which calendar you are exporting the events from, this will only apply if you only have one calendar setup
You can select how far back the export will go when selecting events for the export by using the Events from option.
The last options will include attachments if the toggle is on. Attachments can be added to events, such as pictures or related files so if you wish to carry these over, please make sure this option is enabled. Please bare in mind however that this can increase your export size dramatically.

Create new event

There are two ways to make an event. The first by pressing the New Event button in section one of the layout guide or by double clicking on the time/date of the event on your calendar. Doing this will bring up a popup window where you can add the details of the event.

Summary

This section will allow you to fill in the basic information of the event such as time/date, location as well as the where and how it is placed on your calendar.

Summary: This allows you to add a brief title of what the event is. This will show as the title of the even in your calendar
Location: You can enter a location or address here. This is a text only box
Description: Here you can add further information about the event if you need to add any further information not supplied on this page
URL: You can add a link to this event if you have an external page you would like to include in the event
Start/end date and time: Here you can set the start and end times of the event. If you doubled clicked on your calendar, this will populate these will the date and time you clicked on, else it will be today's time and date. You can also use the All Day toggle if you wish to mark this as a all day event
Reminder: You can set a reminder that will display based on the time you set
Calendar: This will let you choose what calendar you would like this event to be on.
Category: This will set a category for this event. Categories will set a colour to the event based on your category settings which can be found here
Status: This is used to define if the event is confirm, cancelled or tentative (unconfirmed)
Show me as: This will show your availability for the event, which can be free, busy or tentative
Priority: If you prioritise your events, you can use this to set a priority level
Privacy: This will allow you to set this event as public or private. while this won't affect how the event is shared or displayed, it is useful to state so recipients of the event will know what type of event it is

Recurrence

This section allows you to specify if you want the event to recur or not. By default the event will not recur, but you can set this by opening the drop down box and selecting daily, weekly, monthly, annually or on set dates. When you select an option two extra sections will appear, Every and Until. The Every section will allow you to set the dates that the event repeats on and the Until section allows you to specify when the Recurrence will end.

Every: This will change based on on what repeat cycle you choose. In the case above we have selected annually. The first option will allow you to set how many years apart each event will repeat, such as every year, every other year or even more. The next part you can select which month this occurs on, which you can select more then one if you wish. Some repeat cycles will have an extra option called On every. This option will allow you to specify the day of the week rather than a set date such as the first Monday of every month.
Until: This will allow you to specify when the recurrence will stop. Selecting never will prevent this from ever stopping until you either delete the event or change this. If you would like the recurrence to end at some point, you can either set how many times it will repeat this or set a specific date this will stop.

Participants

This section will allow you to invite people via email to the event as well as keep track of who can and can't make it.

You can add new participants by using the text box just below the participants list and pressing Add Participant. When you add a new participant, their entry will appear on the list above, where the following information will be shown:

Role: This option allows you to categorize each participant if you wish to do so
Participant: This will be the display name, or email address of the participant
Avail: Short for availability. It will display a coloured blocked depending on what that recipient has responded with. You can see what each colour means by looking at the legend a the bottom of the above screenshot
Invitation: This option will send an email invitation to all of the participants who have this checkbox checked. If you don't want them to receive an invitation email, simply disable the toggle just above the email icon
Delete: Pressing the bin icon next to each participant will remove them from this list

Attachments

The attachment page will simply let you attach files to the event. This is useful if you would like to make sure any related files are available as they will be saved on your account.

You can add files by either pressing the Choose files button or dragging and dropping the folder over the drop icon near the bottom.

Invitation

When you send an invite to a participant it will looks something like this:

(click image to zoom in)

The participant will be able to reply to the event straight from the email itself. This is what the invite will look like in our webmail, however it may be formatted differently depending on what the receiver uses to read their emails.

Edit/delete event

If you would like to edit an event, click on the event in question and a information box will appear, press the Edit button to open the event up for editing again. If you wisht to delete it, press the delete button instead.

Recurring events

Image Placeholder

When you are editing an event that is recurring, you will see yellow message within the event. This allows you to select if the event you are editing, will affect the future recurring events or not.

Current: Will only edit the current event, all future events will remain as they were first saved
Future: Will edit future events, but not the currently selected one
All: Will edit current and future events (selected by default)
Save as new: will not affect any of the current or future events and will instead create a new, separate one

Participated events

This will show if you have participants included in the event already. If you change anything within the event, an updated invitation will be sent to all the participants again with the updated details. If you do not want these emails to go out again, make sure you disable this toggle.

Other Features

Agenda

You can find the Agenda in section one of the layout guide.

The Agenda page will list your events rather then display them on your calendar. This is useful to see all of your upcoming events at a glance. You can widen or narrow the time range the agenda lists by using the Range to display at the bottom of the page. As well as this, you can also change how these events are divided by using the Divide into dropdown

Search

You can find the search bar at the top right of the page.