Managing Calendar Appointments

To view the details of an appointment, click on the appointment from any calendar view. The appointment details will load in a popup window.

Editing Appointment Details

To edit the details of an appointment, click on the appointment from any calendar view and it will load in a popup window. To change the calendar that the appointment is assigned to, simply change the appointment's Source, which is found on the Options tab. Simply select a different calendar from the Source dropdown. Note: Meeting invites (appointments with attendees) cannot be moved. Make any other appropriate changes and click Save. The appointment details will update on your calendar and any attendees will receive a new invitation notifying them of the change. Note: Editing a recurring appointment will update all instances of the appointment on your calendar. There is no way to edit a single date of a recurring appointment series.

Deleting an Appointment

On occasion, you may need to delete a calendar appointment. To delete and remove an appointment from your calendar, click on the appointment from any calendar view. The appointment details will load in a popup window. Click Delete. The appointment will no longer appear on your calendar and any attendees will receive a notification that the appointment has been cancelled. Note: For recurring events, you have the option of deleting all instances from your calendar or just a single instance.

Deleting an Instance

When creating an appointment, it's possible to create it as a recurring event. That means the appointment will occur at a specific interval for a specific amount of time. The most common types of recurring appointments are weekly or monthly meetings. However, there may be a time when a recurring meeting needs to be cancelled due to unforseen circumstances. That's where deleting an "instance" of a meeting comes in handy.

Deleting an instance of a recurring event allows you to delete a single meeting from a recurring sequence. That meeting can then be formally cancelled or re-scheduled for a later day and time. To delete an instance, open up the event and clicking the Delete Instance button. Deleting an instance of a meeting will not affect any future or past instances - only the instance you delete.

Duplicating an Instance

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 are non-stardard days? That's where duplicating appointments comes in...

Let's say you have a monthly appointment that happens on the last Friday of each month: a monthly Sales Meeting, for example. The Wednesday prior to that meeting, though, you want to make sure you have all of your sales metrics in place and ready to present to the CEO and any other attendees. The problem here is that you can't create a standard recurring appointment as there aren't any dynamic rules available for those. You can't use the "last Wednesday" as your rule as there could be another Wednesday AFTER the last Friday throughout the year. Sure, you could go through each month and manually create an event, but that means re-typing a bunch of info. Thankfully, you can duplicate events and make sure they occur the exact day you want, without having to manually recreate each appointment.

Basically, in order to duplicate an appointment, you first want to open the appointment you want to duplicate. Then, you can make whatever changes to the appointment you want and then click the Actions (...) icon. From the dropdown, select Save as new item. This creates a NEW appointment based on the one you're duplicating, and only the info you change would be different.

Tentative Appointments

SmarterMail utilizes tentative meeting requests to help prevent meeting requests or event invitations from getting lost or overlooked. When a meeting invitation is sent, a tentative appointment will be automatically added to the calendar. The appointment can then either be accepted or declined from the email request or directly within the calendar interface. In addition, if a meeting or event is tentative, the reminder will still be sent if one was added to the invite!

To manage a tentative meeting request from the calendar, click on the appointment to load its details in a popup window. After viewing the appointment details, you can choose to Accept or Decline the meeting using the buttons found in the popup window’s toolbar. Tentative meeting requests are denoted with a dashed line around the appointment window at the day/time the event is scheduled.

It should be noted that if you delete a meeting invitation BEFORE you either accept or reject it, the tentative meeting will be removed from your calendar.

Attachments

Occasionally, when viewing an appointment's details, an file of some sort is attached. Generally, attachments are added to appointments when the appointment is initially created in an email client, such as Microsoft Outlook. These attachments are also displayed in SmarterMail's webmail client, and attachments can be downloaded to a local machine, or device, as needed. Attachments for appointments are handled just as attachments are handled in other areas of SmarterMail: the file's name and file extension are displayed and, if possible, a thumbnail of the attachment is displayed. (This most commonly occurs with image files.)