Managing Calendar Appointments

To view the details of an appointment, click it from any calendar view (Month, Week, Day, etc.). The appointment's details open in a popup window, where you can review or make changes.

Editing Appointment Details

Click the appointment you want to edit, make your changes, and click Save. To move the appointment to a different calendar — for example, from your personal calendar to a shared "Team Events" calendar — change the appointment's Source field, found on the Options card.

When you edit an appointment, it updates on your calendar and, if the changes are "significant," any attendees receive an updated invitation. In some cases only certain attendees are notified: if you add someone to an existing appointment, only the new invitee is notified; if you remove someone, only that person receives a cancellation. A "significant" change is basically any edit other than things like the reminder, your availability status, or the private flag.

Editing a Single Occurrence vs. the Entire Series

Recurring appointments — a weekly team meeting, for example — behave a little differently than one-time appointments when it comes to edits. When you click an occurrence directly on the calendar grid, SmarterMail opens that occurrence only. Any changes you make and save apply just to that single instance, leaving the rest of the series untouched. This is useful when, say, one week's meeting needs to start an hour later without shifting every other occurrence.

If you want to change the entire series instead — permanently moving a recurring meeting to a new time, for instance — open any occurrence and click the View the series link at the top of the appointment window. This reloads the appointment in series-editing mode, and any changes you save from there apply to every occurrence, past and future.

Moving and Resizing Appointments

You don't always need to open an appointment to change its date, time, or duration. From any calendar view, you can click and drag an appointment to a new day or time slot to reschedule it, or drag the bottom edge of an appointment to lengthen or shorten it. Attendees are notified of the change just as if you'd edited the appointment's start or end time from within its details window.

Deleting an Appointment

To delete an appointment, open it from any calendar view and use the delete option in its details window, or right-click the appointment on the calendar grid and select Delete from the context menu. Once deleted, the appointment no longer appears on your calendar, and any attendees receive a cancellation notice.

For recurring appointments, you're given an explicit choice of scope:

• Delete Instance - Removes only the specific occurrence you currently have open, leaving the rest of the series intact. Use this to cancel a single meeting in a weekly series without disturbing the others.
• Delete Series - Removes the entire recurring appointment and every occurrence, past and future.

Right-clicking a recurring appointment on the calendar grid offers the same choice directly from the context menu, without needing to open it first.

Duplicating an Appointment

The ability to create a recurring appointment is crucial for any user. However, recurring appointments generally follow a set of rules: every Wednesday, or every third Monday, or the last Friday of each month. What if your recurring appointments fall on non-standard days? That's where duplicating an appointment comes in.

Let's say you have a monthly sales meeting that happens on the last Friday of each month. The Wednesday prior to that meeting, you want to make sure your sales metrics are ready to present to the CEO and other attendees. You can't create a standard recurring appointment for this because there isn't a dynamic rule for "the Wednesday before the last Friday" — and using "the last Wednesday" wouldn't work, since some months have a Wednesday after the last Friday. Rather than manually recreating this appointment every month, you can duplicate it.

To duplicate an appointment, open the one you want to copy, make whatever changes you need (like the date), then select Save as New Item from the Actions (⋮) dropdown. This creates a new, independent appointment based on the one you started from — the original is left unchanged.

Tentative Appointments

SmarterMail uses tentative meeting requests to help prevent invitations from getting lost or overlooked. When a meeting invitation is sent, a tentative appointment is automatically added to your calendar. From there, you can accept, decline, or mark it tentative, either from the invitation email or directly within the calendar interface. If a tentative meeting has a reminder set, that reminder still fires even though you haven't responded yet.

To respond from the calendar, click the appointment to open its details, then choose Accept, Tentative, or Decline. You can also right-click the appointment for the same options without opening it — for a recurring invitation, the context menu offers separate Series and Instance versions of each response so you can, for example, accept the whole series but decline just one occurrence you know you'll miss. Pending appointments are shown with a dashed border around the appointment on the calendar grid, and "(Tentative)" is appended to the appointment's title, so they're easy to spot before you've responded.

Note that if you delete a meeting invitation before accepting, declining, or marking it tentative, it's simply removed from your calendar with no response sent to the organizer.

Forwarding Appointments

Every effort is usually made by an organizer to invite everyone necessary when creating an appointment. However, there are times when someone else needs to be included after the fact. For example, a small group of friends plans a dinner party and the organizer sends out invites, but one attendee wants to bring a date. Rather than having the organizer edit the original appointment — which would send an updated invitation to everyone — the attendee can simply forward their invite to their guest so it's added to that person's calendar.

Forwarding invitations this way saves time and avoids inconveniencing the organizer or other invitees with extra updates. When the new invitee accepts, they're added to the meeting and the organizer receives a notice that the invitation was forwarded and accepted.

Attachments

Occasionally, an appointment has a file attached to it. Attachments are often added when the appointment is first created in an email client such as Microsoft Outlook, but they can be added directly from SmarterMail's webmail interface as well — either by dragging a file into the appointment window or using its upload button. Attachments can be downloaded to a local machine or device as needed. They're handled the same way attachments are handled elsewhere in SmarterMail: the file's name and extension are displayed and, when possible, a thumbnail preview is shown (most commonly for image files).