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.
  • Integration with Outlook.

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.

SmarterMail Calendar

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, starting with the current day. 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. 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, with the current day highlighted. 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, starting with the current day. 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.
  • All Appointments - The All 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 a check mark in the "Recurring" column. The All Appointments 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 All 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 view.
  • 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 - Select Add to Outlook to import all calendar appointments to Microsoft Outlook for Windows. Note: Add to Outlook is not available for Outlook for Mac.
    • Subscribe to Calendar - This allows you to subscribe to internet/web calendars, such as a sports teams's schedule, the payroll calendar from your payroll provider, a holiday calendar you find on the internet and more.
    • 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 month 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 primary or secondary calendars with others who share the same domain name. Shared calendars -- whether you've shared them or they're shared with you -- are automatically "mapped" to the people they're shared with. So nothing needs to be done once a calendar is shared.

Shared calendars appear under the Calendar View area. By default, each user has a personal calendar called "Calendar." This is where you create your appointments. You have the ability to share this calendar with others, or you can create additional calendars and share those as well. 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 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.

Improving Calendar Responsiveness

For the best calendaring experience, a user's calendar files should not exceed 3 - 4MB. SmarterTools recommends that users enable Calendar Auto-Clean to keep past calendar events from cluttering up their calendar views and exceeding the recommended size limit.

System Administrators can set the default Calendar Auto-Clean setting for a domain within the domain's configuration settings. The User Defaults template can then set a user's Calendar Auto-Clean setting to use that Domain Default or set it to Never, 3 Months, 6 Months or 12 Months. Domain Administrators may also modify this setting per user in the user's configuration options.

Please note that although System and Domain Administrators can enable Calendar Auto-Clean for a user by default, the user may still adjust the setting or turn it off within their Calendar Settings. Therefore, it is important to monitor user' calendar files periodically and contact users that are exceeding the recommended limit.