SmarterMail Help

Creating New Calendar Appointments

It's very easy to create a new calendar appointment in SmarterMail:

  1. Tap the New button, or
  2. Tap on the day/time you want to create the event in your calendar. Alternatively, you can tap anywhere in your calendar, then change the day/time as needed.

Regardless of how you decide to do it, creating a new event opens the new event view -- or pops-out the new event window, depending on how you have things set up in your Account Settings.

Saving Appointment Details

When you add a new appointment to your calendar, you can save as much or as few details about the appointment as you like. In general, appointment details are handled by a few different cards:

To help you understand the different areas of the New Appointment section of SmarterMail, we created a simple interface diagram.

SmarterMail New Appointment Interface

Event

The event card carries the actual details of the appintment, reminder or event you're creating. It can be a lunch or dinner, a meeting, an anniversary or birthday, or virtually any other type of event you want to keep organized in your calendar. To create an Event, you will need to include the following information. Note: The Subject and Start date are the only fields required to save an appointment.

  • Calendar - Use the dropdown menu to select which calendar the event is for. The default calendar can be chosen in Calendar Settings.
  • Subject - The subject is the friendly name for the event you're creating, such as "Lunch with Joan" or "Weekly Marketing Meeting".
  • Location - This is where the event will be taking place. The location can be a room or building, an address, or even some descriptive text, such as "via Webex". Regarding "Room" versus "Location", these are mutually exlcusive, yet compatible fields. Separating them allows for users to specify more general locations, such as a geographical location or specific office building, while still being able to reserve confererence rooms at those locations. That said, while the Location is something you enter on your own, the Room will be a shared resource, such as a conference room, that was set up by your domain administrator.
  • Room - If your domain administratator has added any shared resources, like conference rooms, the list of rooms will be available in this dropdown. Just as with attendee availablity, if a conference room is already reserved for a specific day and time an Event is to be set, this information will display in the Conflicts field of the new appointment window. Conference room availablity will also show when users click the availability icon next to the Attendees field in the new appointment window.
  • All Day Appointment - This slider allows you to specify an event as an "All Day" event. When toggled, the start times for the event are disabled.
  • Start and End Dates and Times - A Start Date is required to save the event. By default, Events start as the current date and time and end 1 hour later. These fields are fully customizable.
  • Availability - Here you can set your own availability - either Busy or Free. Setting your status as Busy will be reflected if others within your Global Address List try inviting you to their own events.
  • Reminder - Setting a reminder will make a pop-up window appear in webmail at whatever reminder interval you set.
  • Email Notification - Adding in an email address will send the event reminder to that email address based on the time interval set by the reminder.
  • Private event - This setting can be used for those who share their calendar with other users. Events marked as private will only be shown to those with Full Access. Those with Availability-Only or Read-Only permission will instead see "Busy Time" and cannot view appointment details.
  • Description - This space is used for details about the meeting: Agenda items, web conferencing log-in details, etc. Anything typed in the Description will also be added to the appointment so attendees can see the detail as well.

Attendees and Availability

Attendees are the people you want to invite to your event. When adding Attendees, each will receive an event invitation that they can either accept or reject. You will receive notifications back regardless of whether attendees accept or reject the invitations. To add attendees, simply start typing their email address. SmarterMail will suggest contacts from your various contact lists, including the Global Address List (GAL), as well as cycle through contacts you have listed in categories. You can finish typing the address or select the proper address from the options available.

As for whether an invitee is available or not, once you've added in one or more attendees, you can click the "View availability for all attendees" link. This will let you know whether the attendee is available on the day and time you're planning your event. In addition, if a conference room was reserved for an event, when clicking on that room reservation in your calendar you can see who reserved the room. Generally, this will correspond to the organizer of the corresponding event. NOTE: Availability is only offered for users of the same domain as the event organizer. External domains, as well as information for users of free email services such as GMail or Outlook365, is not accessible.

Recurrence Information

In some cases, Events will need to occur on a regular basis. For example, weekly meetings, monthly lunches, holidays, anniveraries or business appointments. In these cases, an Event's recurrence is set. The recurrence feature is very flexible and can be as simple or as complex as necessary. Examples include a birthday that occurs every August 7th, a meeting that happens the second Monday of every month, or an appointment that occurs every four days for three weeks.

When you select the timeframe for how often the Event needs to repeat, you're presented with several options. The first is how often the Event occurs, in weeks. For example, if the Event occurs every week, you leave the recurrence at "Every 1 week(s)." If the Event happens every third week, you set the recurrence at "Every 3 week(s)," etc.

Next, you select the day of week the you want the Event to repeat on.

Finally, you set the end time for the Event recurrence. The Event can repeat indefinitly or can end after a certain number of occurrences or on a specific date. NOTE: SmarterMail, Outlook for Mac, and eM Client all treat the "end by" date as the LAST day that a recurring instance can happen. However, Mac Mail seems to treat it as the first day that the recurrence cannot happen. That means in Mac Mail, the last occurrence of that event will be the day BEFORE the date you put in the "End By" area in SmarterMail. You will want to take that into consideration when creating appointments.

Categories

A category provides a way to organize your Events into manageable groups. To add a category, simply click the Master Categories button and type the new category name. Note: Be sure to separate categories with a comma.