How can I manage Zimbra Calendar?

Calendar View

Once you click on Calendar tab, the Work Week view displayed by default. You can change the type of view on the toolbar to for this session only. The views are as follows:

  • Day: displays one day’s activities.
  • Work Week: displays only the days of your work week. The default work week is Monday through Friday from 8:00 A.M. to 5:00 P.M. Time slots that fall within the work week are white; time slots outside of the work week are gray.
  • Week: displays seven days of activities. You can select which day is the first day of your week in the settings.
  • Month: displays a month’s activities.
  • List: displays a list of appointments for a two-week period for calendars checked in the Overview pane.Calendar -1

Setting your Calendar View

To change the view that displays when you open your calendar, go to Preferences > Calendar.

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  • In the General section:
    • You can specify the Default View, and the Start Week on to select the start day of your work week.
    • Show reminders, set the number of minutes before an appointment to be reminded. The default is five minutes. You can also choose to Play a sound with the reminder. If your computer volume is set to mute, you will not here a sound. Select Flash the browser title if you are working in a different browser tab or browser window.
  • In the Work week and hours section, you can specify your work days, and the work hours.
  • In the Permissions section:
    • Free/Busy, set preferences to allow all or specific users to view your free/busy information.
    • Invites, you can specify who can invite you to meetings. Set preferences to allow all or specific users to invite you to meetings. If you limit who can invite you for meetings, you can select to send an auto-reply message for those users, to let them know they do not have permission to invite you.

Creating a Calendar

You can create additional calendars to keep track of different type of functions. For example, as you have calendar for work, you can create another for personal appointments. To create a calendar, please follow these steps:

  1. Select the Calendar tab and click on the down-arrow to show a list, then choose Calendar.Calendar -3
  2. Type the calendar’s name in the Name field and select a color for displaying the Calendar’s activities using the Color drop-down menu.
  3. Select Exclude this calendar when reporting free/busy times. Your free busy information on this calendar is not displayed to others when scheduling appointment. Click OK.Calendar -4

Creating a QuickAdd Appointment

  1. Click on the start time in one of the calendar views.
  2. Specify the following information:
    • Subject: Brief description of the meeting. The text added here becomes the description.
    • Location: Where is the meeting? If the location is in the company directory, when you start to type, locations that match are listed.
    • Show As: Determine your Free/Busy options for this appointment. This information displays on the Schedule Attendees page.
    • Calendar: Show all calendars in your Calendar List. The first displayed is your original calendar.
    • Mark as: Mark an appointment as private or public. Details about events that are marked private do not display in a grantee’s shared calendar. Only the start and end time, duration, recurrence information, and the organizer’s identity are shown in the shared calendar.
    • Start Time and End Time: Define the start and end day and time.
    • Repeat: Define how often this appointment occurs.
    • More Details: Opens the Appointment Details tab if you want to specify additional appointment information, such as Attendees and Resources. This is optional. Use of the Appointment Details tab is described next.Calendar -5
  3. Click OK to save.


Creating a Meeting From the Appointment Page

This section describes how to schedule a meeting using the Appointment page.

  1. Select Calendar from toolbar and click New Appointment.Calendar -6
  2. The Appointment page appears. Specify the following information:
    • Subject: Brief description of the meeting. The text added here becomes the description.
    • Attendees: Enter the names of the attendees. As you enter names, a suggestion panel in the Overview pane displays, showing availability in 30 minute time slots for the attendees and for at least one location.
    • Location: Enter the location of meeting.
      If you want to reserve more than one location for the meeting, click on Location and check Allow multiple locations.

    • Click Display to select how your availability during this time should display in the Scheduler.
  3. Specify the time of the meeting:
    • Select All day event option to make this appointment an all day event. Events do not display as time on the calendar, they appear as banner at the top of the schedule.
    • Start Time and End Time: Define the start and end day and time.
    • Reminder: Set an alarm notification to remind invitees of the appointment. If the invitee has a different setting, their setting overrides your reminder settings.
    • Repeat: Define how often this appointment occurs.
  4. Enter information or message about the appointment in the text box.
  5. Click Send If you want to send the invite out at this time or click Save to save the appointment and invitations are not sent to the attendees.

For further questions, you can Submit a ticket or you can visit our Support center.

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