5.5 Creating appointments
5.5.4 Creating serial appointments
If required mark the appointment as private. See 5.5.7: Marking an appointment as private Add further participants and resources to the appointment. Check whether the participants and resources are available for the appointment. See 5.5.8: Adding participants and resources and 5.5.8.1: Checking availability
Add attachments to the appointment. See 5.5.9: Adding attachments
8. Click Save in the panel. The window will close. Result: The appointment is created.
If you want to cancel the action click Cancel in the panel.
Note: If you create an appointment that overlaps with an existing appointment you might get an error
message. Please refer to 5.5.11: Resolving appointment conflicts.
Tip: You can also create a new appointment by clicking on Create new appointment in the Edit panel
tab.
The following possibilities exist for creating a new appointment:
The New appointment function can also be invoked from other modules in the panel.
In the list or a calendar view double-click a free area in the overview window. The Appointment window opens.
In the team view double-click on a calendar in the overview window. You are added as a participant Calendar module
How to create a new appointment by dragging open an area: 1. Display the Day, Work week, or Custom calendar view.
2. Drag open an area in the time grid. A new appointment is created. Start and end result from the time
grid area.
3. Double-click the rectangle of the new appointment. The Appointment window opens.
4. Enter the data for the new appointment. Further information can be found in the instruction above
How to create a new appointment: [79].
5.5.1. Creating an appointment in the team view
When creating an appointment in the team view you can add ▪ all team members,
▪ particular team members, or ▪ a single team member as participants.
How to create a new appointment with all team members:
1. Open the team view. Instructions can be found in 5.4.5: Displaying the team view 2. Make sure no team member is selected.
3. Use one of the following options:
In the Appointment panel tab click New.
In the time grid drag a time range by clicking and holding the left mouse button. The time range is entered as appointment start and duration.
Result: The Appointment window opens. The team members are entered in the Participants tab. How to create a new appointment with specific team members:
1. Open the team view. Instructions can be found in 5.4.5: Displaying the team view
2. Select individual team members by clicking on the names and holding the <ctrl> key. Note: On Mac
systems use the <cmd> key.
3. Use one of the following options:
In the Appointment panel section click New.
In the time grid drag a time range by clicking and holding the left mouse key. The time range is entered as the appointment start and duration.
Result: The Appointment window opens. The team members are entered in the Participants tab.
Creating an appointment in the team view Calendar module
How to create a new appointment with a single team member:
1. Open the team view. Instructions can be found in 5.4.5: Displaying the team view 2. Make sure no team member is selected.
3. Double-click on a time in the time grid of the team member you want to add as a participant. Result: The Appointment window opens. The day and time you double-clicked on is entered as the
appointment start. The team member is entered in the Participants tab.
5.5.2. Setting the appointment start and end
The following values are preset:
▪ The current date is set as appointment start and end date.
▪ The next complete time interval is set as time for the appointment start. The default time interval is 15 minutes.
▪ The appointment end is set one hour after the appointment start.
To set individual values for the appointment start and end use the control elements next to Starts at and Ends at in the Appointment window.
How to set the appointment start and end in the Appointment window:
1. To set the date for the appointment start and end use one of the following alternatives:
Enter a valid date in the first input field.
Click the calendar icon to the right of the first input field to open the calendar and choose a date.
2. To set the time of the appointment start and end use one of the following alternatives:
Enter a valid time in the second input field. Select the time from the drop-down list.
If it is supposed to be a 24 hour appointment activate the All day checkbox.
5.5.3. Setting or replying to an appointment reminder
You can define a time for being reminded of an appointment. A reminder window will alert you of the appointment when the end of the selected period has been reached.
How to set an appointment reminder in the Appointment window: 1. Select the Appointment tab.
2. Select a time interval from the Remind me drop-down list. If you do not want to be reminded select No reminder.
Tip: You can select the default time interval for the reminder in the calendar setting Default time for reminder .
Calendar module Setting the appointment start and
How to reply to an appointment reminder:
To be reminded again select a time interval from the drop-down list. Click Remind me again. When the end of the interval is reached you will be reminded again.
If you do not want to be reminded again click OK.
5.5.4. Creating serial appointments
A serial appointment is an appointment that is repeated several times. When creating a serial appointment the following must be set:
▪ The time interval for the appointment series. This defines the period between the single appointments in the series.
▪ The time range for the appointment series. This defines the start and end of the serial appointment.
How to create a serial appointment in the Appointment window: 1. Select the Appointment tab.
2. Click the Series button. The Create new series window opens. 3. Select a time interval for the series.
If the appointment is to be repeated daily activate the serial type Daily. In the series options define the interval in days.
If the appointment is to be repeated monthly activate the serial type Monthly. In the series options define the interval in months and the day of the month.
If the appointment is to be repeated weekly activate the serial type Weekly. In the series options define the interval in weeks and the day of the week.
If the appointment is to be repeated yearly activate the serial type Yearly. In the series options define the day of the year.
4. Define the time range of the serial appointment:
Next to Start date set the start of the serial appointment. Next to Ends set the end of the serial appointment.
5. Click OK.
The following examples show some typical appointment series.
Example 1: An appointment that takes place every 2nd day
An appointment should take place every 2nd day. Start date is 22.03.2010. The appointment should take place 5 times.
In the Create new series dialog window, set the following: Daily Recurrence type Each 2nd Day Recurrence Settings Start date 22.03.2010 Series Duration
Ends after 5 appointments Series Duration
Example 2: An appointment taking place every Tuesday and Friday
An appointment should take place every Tuesday and Friday. Start date is 23.03.2010. In the Create new series dialog window, set the following:
Weekly Recurrence Type
Creating serial appointments Calendar module
Every 1 Week(s) on Tuesday, Friday Recurrence Settings
Start Date 23.03.2010 Series Duration
Ends never
Example 3: An appointment that takes place every 2nd Wednesday
An appointment should take place every second Wednesday. Start date is 24.03.2010. The last appoint- ment is on 29.12.2010.
In the Create new series dialog window, set the following: Weekly
Recurrence Type
Every 2 Week(s) on Wednesday Recurrence Settings
Start date 24.03.2010 Series Duration
Ends on 31.12.2010
Example 4: An appointment that takes place on the first Monday of a month
An appointment should always take place on the first Monday of a month. Start date is 01.03.2010. The appointment should take place 12 times.
In the Create new series dialog window, set the following: Monthly
Recurrence Type
on first Monday each 1 month Recurrence Settings
Start date 01.03.2010 Series Duration
Ends after 12 appointments
Example 5: An appointment that takes place each year on the last Friday of November
An appointment that should take place each year on the last Friday in November. Start date is 26.11.2010.
In the Create new series dialog window set the following: Yearly
Recurrence Type
on last Friday in November Recurrence Settings
Start date 26.11.2010 Series Duration
Ends never
5.5.5. Adding categories
A category is a key word that can be used for structuring appointments. There are 2 possibilities for adding categories:
Calendar module Adding categories
3. Enter some text.
Note: Object-oriented categories do not have a color.
How to add predefined categories in the Appointment window: 1. Select the Appointment tab.
2. Click the Categories button. The Categories dialog window opens. The Name list field contains all
predefined categories.
3. In the Name list field, activate the control fields of the categories to be assigned to the appointment. Note: The initially selected category specifies the color in which the appointment is displayed. 4. Click on OK.
Result: The categories are entered in the input field.
How to remove added categories in the Appointment window: 1. Select the Appointment tab.
2. Click the Categories button. The Categories dialog window opens.
3. In the Name list field, deactivate the checkboxes of the categories to be removed. 4. Click on OK.
Result: The categories are removed from the appointment.