Recurrence

Click the Recurrence link, to go to the recurrence section and set the event recurrence pattern.

For example, if you need to attend a weekly meeting over a specific time period, you can schedule a recurring event on your calendar.

Enter the following details to schedule a recurring event:

• Frequency. Select the frequency of recurrence of the event from the drop-down list. The available options are: Does not recur, daily, monthly, weekly, and yearly.

• Pattern. Depending on the frequency of recurrence of the event, the pattern options are displayed for selection.

• End. Depending on the frequency of recurrence of the event, the End options are displayed for selection.

  The table Table 3 lists the event recurrence pattern. This table consists of three columns; the first column lists the frequency of recurrence of an event, the second column lists the pattern options available for the frequency selected, and the third column lists the End options for the frequency selected.

Table 3 Event Recurrence Pattern

Invitees

Click the Invitees link, in the New Events window to go to the Invitees section. Here you can select the attendees and invite them to the event.

1. You can select the attendees in the following ways:

   • Add attendees from the address book.

     To select attendees

     1. Click Add from Address Book.

     2. The Search Address Book window appears.

     3. Enter the search criteria and select the address book to be searched from the drop-down list.

     4. Click Search. The List of names matching the search criteria is displayed.

     Select the Contacts and click Add Invitees to add invitees to the Invitees List.

   • Type the calendar ID, or email address and click Add to add the invitee to the Invitee List.

   • Quick Add invitees. Select invitees from your Personal and Subscribed calendars to add them to the Invitee list.

2. Once the invitees have been added to the Invitee List,

   • (Optional) Click Request RSVP, to get a response to your invitation that indicates whether the invitee has accepted or declined the invitation. Select the invitees from the Event Invitees list displayed in the Request RSVP window, and then click OK, if you want to receive an RSVP from the invitees.

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     Note - By default all invitees are set to send a response to your invitation.

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   • Click Check Availability to check for the free/busy status of the attendees. The Check Availability window displays the free/busy status of the attendees. For each attendee the availability information appears in blue if the attendee is “Busy”, yellow if “No Information” is available, and in white if the attendee is “Available” or free.

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     Note - From the Check Availability window, you can add more invitees to the Invitee List and check their availability. Note that these users are not automatically added to the Invitee List in the New Events window. You need to go to the New Events window and add users to the Invitee List.

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   • Click Remove to remove the selected invitees from the Invitee List.

Attachments

The calendar component of Sun Java System Communications Express allows users to include attachments to an event or task.

To Add an Attachment

1. Click the Attach File button. The Attach File window pops up.
2. Click Browse to select the file you want to attach.
3. Click Add to add the file to the list of files to be attached. A list of currently attached files are displayed with the name of the file, the size of the file, and an Action that the user can perform on the currently attached files. To attach another file repeat steps 2 and 3.

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   Note - To remove an attachment, select the file you want to remove and click Remove.

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4. Click Attach to attach the files.

Reminder

Click the Reminder link to go to the Reminder section.

Note - You can also set automatic reminders for all events in the Options tab. The email address and the reminder time details specified in the Options - Calendar window are by default displayed in the Reminder section. You may change these settings in the New Events window. For this event, the settings you make here will override the reminder settings made in the Options tab.

• Send an Email reminder. Select the check box, to send email reminders.

  • Email Address. Enter one or more email addresses, separated by a comma, to which reminders should be sent.

  • Send Reminder. Specify when the reminder should be sent. Select when the reminder should be sent in minutes, hours, or days relative to the scheduled day of the event or specify the absolute date and time when the reminder should be sent.

  • Reminder Message. Enter a message for the reminder email.

Edit Events

You can edit event details from the Events page or from any of the views (day, week, month) by clicking the event title you want to edit, or by clicking the Edit link in the Events list.

Note - You can edit events you have created from your calendars. To edit events appearing on the calendar you have subscribed to, you should have either the Modify permission or own the calendar.

To edit an event

1. Search for events to be edited, if required. For instructions on searching for events, see Search for Events in the Calendar.

2. Click the event Title you want to edit, or click the edit link in the Events list.

3. The Edit Events window is displayed.

   • If you have clicked the Title of the event to edit the event details:

     1. The View Event window displays the event details.

     2. Click Edit, to Edit the event. The Edit Event window is displayed.

   • If you have clicked Edit hyperlink, the Edit Event window is displayed.

4. The Edit Event window displays the Event Details, Recurrence Pattern, Invitees Details, and Reminder Messages and Attachments for that event.. Edit the required details.

5. Click Save to save the changes and exit the Edit Event window.

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   Note - When you save the edited event, the invitees will once again have send their acceptance status in response to your invitation to indicate whether they have accepted or declined the invitation

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   Or

   Click Cancel to exit the Edit Event window without saving the edited details.

Delete Events

You can delete an event from the list of events displayed, in the Events page or from the Edit Events window.

To Delete Events from the Events Page

• Select the events to be deleted from the list and click Delete.

To Delete Events from the Edit Events Window

• Click Delete to delete the event.

View Event

To View an Event

1. Choose a View from the drop-down list. The options available are month, day, and year.
2. Select the category of events to be displayed from the Show drop-down list. The options available are Events for the Week, Events for the Month, or Events for the Day.

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   Note - If you access the Events tab from the Day view, the events for the day are displayed in the Events page. For example, if the events tab is accessed when viewing the calendar for 15th May 2003 in the Day view, swapping to the Events tab will display the events for 15th May in the Events page. The View drop-down list will display May 15, 2003 and the Show drop-down list is defaulted to “Events for the Day.”

   Similarly, if the Events tab is accessed from the Week or the Month view, the events for the week or month that contains the selected date is displayed in the Events window, and depending on the view from which the Events tab is accessed, the Show drop-down list is defaulted to “Events for the Week” or “Events for the Month.”

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3. Select the Type of event from the drop-down list. The available categories are: All, Appointment, Breakfast, Business, Conference Call, Dinner, Holiday, Lunch, Meeting, Personal, Seminar, Training, Travel, Vacation, Anniversary, Birthday, Call, Class, Interview, and Others.
4. Click Go. A list of events matching the filter criteria are displayed in the Events window.
5. You can further refine the search by selecting the Filter criteria from the drop-down list. The options available are: Accepted, Tentative, Declined,No Response and “Default set in options.”

   Selecting the “Default set in options” will display events for the “Event Types” selected in the Options - Calendar window.

6. In the Events window, click the event Title you want to view.

   The View Event window displays the event details.

   • If you have clicked the title of the event you’ve created, the Event Details of the event, Your Attendance Status, the Attendees status details, and the Reminder details are displayed.

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   Note - You can edit Your Attendance Status and Change the Reminder settings in the View Event window.

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   • If you have clicked the title of the event you are not the owner of, only the Event Details and the Attendees status details are displayed.