SmarterMail Help

Calendar Overview

SmarterMail's calendar feature takes the burden out of organizing your schedule and is accessible simply by using a standard web browser on any desktop, laptop or mobile device. SmarterMail's calendar system is extremely flexible and includes many options that make it easy to keep track of important events, including:

  • The ability to create and sync multiple personal calendars.
  • Fully configurable appointments with optional recurrence rules.
  • Email notification and notification within SmarterMail of upcoming appointments.
  • Overlay view to display multiple calendars, tasks and conference rooms on the same calendar.
  • Attendee and invitation status tracking.
  • Conference room availability and scheduling.
  • Attendee availability information (Enterprise Edition only).
  • Integration with Outlook (Enterprise Edition only).

To access your calendar, click the Calendar icon. By default, when you first access your calendar, the Agenda view will be displayed. However, when you close your browser, SmarterMail will store which view you were last using, then open that view the next time you open your calendar. If you delete browser cookies, the calendar view will reset to the Agenda view. To view multiple calendars or tasks at once or to toggle between views, simply click the eye icon next to the resource you want to show/hide. The options available are based on a user's personal calendars and task list PLUS any shared calendars, task lists or conference rooms that have been shared with you and subsequently mapped to your calendar.

To help you understand the different areas of the Calendar section of SmarterMail, we created a simple interface diagram that labels various features and viewing areas.

SmarterMail Calendar Interface(click for larger image)

Navigating Your Calendar

When you view your SmarterMail calendar, you will generally see the Agenda view, which presents 2 weeks' worth of events in list form. (I.e., 7 days prior to the current day, and 7 days moving forward.) You can change your view at any time, and SmarterMail will remember which view you last used, so it's there when you log back in. However, if you clear your cookies, SmarterMail will always default to the Agenda view. Essentially, there are five (5) different Views that toggle between the different ways that SmarterMail displays your events:

  • Month - The monthly view displays all appointments and tasks scheduled for the month. It serves as an at-a-glance type of calendar that outlines a general idea of the upcoming events over the next 30 days.
  • Week - The weekly view is intended as more of an agenda-type view and displays all appointments scheduled for the week. If configured, this view also displays the 7-day weather forecast and the start and due dates for tasks.
  • Day - The daily view is a planner-type view that displays all appointments scheduled for the day. If configured, this view also displays the weather forecast for the date you are viewing and any applicable start or due times for tasks.
  • Agenda - The Agenda view mimics the Month view, but instead of displaying all appointments and events as a calendar, a rolling 14 dyas is presented in list form, with the current day in the middle of that 14 days. Shared calendars and resources can be shown or hidden, and the list can then be printed out and handed to a personal assistant or other individual.
  • Appointments - The Appointments View displays all events in your calendar, each on its own line. Every event and appointment is listed only once: recurring tasks are denoted with the word "Recurring". The Appointment View makes it easier to find appointments and events as virtually everything in your calendar is listed in one area and easily searchable. NOTE: Tasks, availability-only shared calendars and conference rooms are not displayed in the Appointments view.

There are a few ways to distinguish between the various types of appointments and events:

  • Each calendar source has its own color, so you can easily distinguish which calendar the event belongs to.
  • All-day appointments only appear at the very top of your calendar, and they have their own, reserved color.
  • Recurring events are denoted with a curved arrow in the right corner of the appointment listing.

In general, the following options are available when viewing calendars:

  • New - Creates a new appointment.
  • Choose Date - Allows you to select a specific day, then go to that day.
  • Actions -
    • Add to Outlook - Click this button and select Add to Outlook to import all calendar appointments to Microsoft Outlook for Windows. Note: The ability to add your calendar to Outlook is only available in SmarterMail Enterprise and SmarterMail Free editions. In addition, Add to Outlook is not available for Outlook for Mac.
    • Get CalDAV URLs - CalDAV is a popular, and free, way to sync your calendar to a desktop or mobile email client or calendar app. Selecting this will give you the specific URLs you need to sync all of your calendars or just your primary calendar. (My Calendar)
    • Import ICS File - An ICS file is a calendar file that's saved in a universal format that can be used in several email and calendar programs, including Microsoft Outlook, Google Calendar and Apple Calendar. When moving from one of these applications, SmarterMail can import your existing ICS so you'll have any and all events and appointments set up in your previous calendar app.
    • Print - Prints the data displayed in the current calendar view.
  • Day/Week/Month Navigation - At the top, right of the calendar view are Previous and Next arrows that allow you to move your view forward and backward. That means, to the previous/next day, week or month, depending on which view you're using. There is also a "Today" button that returns you to the the current day, or to the week or momth where the current day is located.

Viewing Calendar Event Details

When looking at your calendar in webmail, and viewing your appointments by day, week or month, only the barest details are initially displayed in order to save space. However, there may be times when you want to view more information about a specific appointment. You do this by simply selecting the calendar item. Doing so opens the item in a pop out window, giving you all of the information about the appointment. This includes information like the list of attendees, a description of the event (if one was written), the event's location and much more.

Shared Calendars

SmarterMail gives users the ability to share their own calendar, or calendars, with others who share the same domain name. In addition, users can "map" calendars that others share so that appointments made on those calendars also appear in the calendar interface.

Shared calendars appear under the Calendar View area. By default, each user has a personal calendar called "My Calendar." This is where you create your daily, weekly, recurring, etc. appointments. You have the ability to share this calendar with others, or you can create additional calendars and share those as well. You can also "map" a calendar someone shares with you so that appointments created in that calendar also appear in your calendar view. Any calendars shared with you will also appear in this list. For more information on how to share your calendar, or map to a shared calendar, take a look at the Shared Resources page in this help documentation.

Shared Tasks

Just as with Calendars, SmarterMail gives users the ability to share their tasks with others on the same domain. In addition, users can "map" tasks that others share. The difference is that tasks do not necessarily need to appear in your calendar. The ability to display task start and end dates, as well as completed tasks, is set in the Calendar Settings area.

If tasks are set to display in your calendar, then My Tasks, the default task list created for you, and any shared and mapped tasks, appear under the Shared Calendars area. For more information on how to share your tasks, or map to shared tasks, take a look at the Shared Resources page in this help documentation. Please Note: Even though tasks may be displayed in your calendar, if you are syncing your calendar with a desktop and/or mobile email client, the task will not show up on your calendar. Instead, they will generally be considered notifications and will display in mobile and/or desktop clients accordingly.