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Check Availability

Click Check Availability to view other’s calendars and to check for their availability before scheduling meetings and events with them. You can also use this option to compare the availability of contacts present in your address book before inviting them to an event. The availability grid by default displays the user’s work day, as defined in the Options-Calendar window.

Note - By default the free-busy information of the user’s default calendar is displayed when Check Availability is clicked from the Day, Week, Month, Year, Events and Task page.

To Check Availability

  1. Select the Start Date from the month, date, and year drop-down list.
  2. Select Start Time and specify the duration of the event in hours and minutes.

    If the Start Time entered references a time before the user’s working hours begin, the grid expands to display those hours. If the Start time entered is after the contacts working hours, the grid expands till the end of the duration selected.

  3. Invite people to the event in the following ways:

    • Select individuals from the address book. Click Add from Address book to select contacts from the address book and invite them to an event.

    • Invite contacts to the event using their Cal ID and click Add to add them to the list of contacts to be invited for the event.

    Note - If the Cal ID entered is not valid it is considered to be the mailing address. The mail address is displayed with “mailto:” before it.

  4. Click Check Availability to check whether the contacts listed in the Invitee List are available for the date and time period specified.
  5. The availability grid displays the availability details of individuals to be invited to an event.

    The grid shows the following information for each contact or group:

    • Busy - The availability information appears in blue if the contact is “Busy.”

    • Available - The availability information appears in white if the contact is “Available” or free.

    • No Information-The availability information appears in yellow if “No Information” on the individual's free/busy status is available.

    Note - Only free-busy information of contacts with valid mail ID in the corporate directory is displayed.

    If the mail ID entered is a valid Cal ID, the free-busy information of the Cal ID is displayed. On the other hand, if the Cal ID is considered to be the mail ID, the free-busy information is calculated using all the user’s calendars that have been marked for calculating availability in the New Events window.

  6. If the invitees are unavailable for the current day, you can check their availability in the next few days. You can check the availability of the invitees to a maximum of six days. To check the availability of the invitees for the next few days:
    1. Select the time duration within which you wish to schedule the event from the drop-down list.
    2. Click the Forward Icon icon. If a free slot for all the invitees is available, it is indicated by a thick vertical line highlighting the time they are available.
    3. Click the Forward Icon if you want to check the next available free slot.
  7. Click Close to exit the Check Availability window.

Import/Export

Click Import or Export to transfer your calendar details between different calendars.

To Import or Export Calendars

  1. From the Day, Week, Month, Year, Events, Invitations, or Tasks page, select the Import/Export link.
  2. The Import/Export page is displayed.

    You can:

    • Import files for a specified date range.

    • Export events and tasks of a Calendars or all events and tasks taking place between the selected date range.

Import Calendar

To Import a Calendar

  1. Select a calendar from the Import to Calendar drop-down list. You can select a personal calendar or subscribed calendar from the drop-down list to import a file to it.
  2. Click Browse to select the file to be Imported.
  3. Select a File Format from the drop-down list. The formats available are: iCal, XML.
  4. Select the Date Range as:

    • All to import all events and tasks.

    • Select the Start and End dates of the events and tasks from the drop-down list or use the Miniature Calendar to select the Start and End date.

  5. Click Import.
  6. Click Close to exit the Import and Export Calendar page.

Export Calendar

To Export a Calendar

  1. Select the calendars to be exported from the Calendars to Export drop-down list. You can export a personal calendar or subscribed calendar from the drop-down list.
  2. Select a File format from the drop-down list. The formats available are: iCal, XML.
  3. Select the Export With Attachment checkbox if you would like to export your events and tasks along with the attachment. If enabled, all the attachments associated with the event or task are exported. If not enabled, only the events and tasks will be exported. For events or tasks that have attachments, a reference will be created pointing to the original attachment.

    • All events and tasks.

      or

    • Events and tasks falling between a range of dates. To define the date range, select the Start and End dates from the drop-down list or the use the Miniature Calendar to select the Start and End date.

  4. Click Export.
  5. Click Close to exit the Import and Export Calendar page.
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