Work with events

To create a new event, use one of the following methods:

•Click New event on the Navigation bar in MyOffice Calendar

•Left-click on any day/hour in the calendar in MyOffice Calendar

•Click / Application menu and select Create a meeting.

•Select a contact in the contact list and click Create Event in the contact details pane.

A form for creating a new event opens on the screen, which can be moved around the screen with the mouse. If the event was created from MyOffice Mail or MyOffice Contacts applications, the MyOffice Calendar application with an open form for creating a new event will open in a new tab of the web browser.

If, when creating an event, the user clicks on any place in the calendar that is outside the form for creating a new event or tries to close the tab (window) of the web browser in which the event is being created, a warning about the unsaved changes will be displayed on the screen, requiring confirmation of the action.

If there are several calendars in the My Calendars section and/or calendars in the Shared with me section, click the calendar name in the left corner of the automatically opened form and select from the drop-down list the calendar in which a new event will be created.

Subject

Enter the name of the event in the appropriate field, briefly describe it and specify the venue where the event will take place.

Create an event on behalf of another person

If there are several calendars in the My Calendars section and/or calendars in the Shared with me block, users can create an event on behalf of another person and/or in another calendar (if the editing permissions are available).

Click the arrow located to the right of the Subject field to select from the drop-down list the calendar in which the new event will be created. Notifications to the participants' email addresses will be sent on behalf of the event organizer. The user who created the event on behalf of the calendar owner will have the opportunity to confirm or reject their participation.

Date and Time

The date and time of the expected event will be displayed in the window automatically. Check if this data is correct and, if necessary, edit it by clicking it.

Select the start and end dates and times of the event in the line located under the topic. If necessary, check the All day box if the event takes the entire working day. Keep the following conditions in mind when working with event dates:

1.When creating an event, the default start date is equal to the event end date.

2.If the event is created for one day (the start date is equal to the event end date), the All day box is checked and the end date has not been changed, then when you change the event start date, the end date will automatically change and become equal to the start date.

For example: An event was created with a start date and an end date of July 24, the All day box was checked. The start date is changed to July 25: the end date will automatically change to July 25. The start date is changed to July 23: the end date automatically changes to July 23.

3.If an event is created for several days, that is, the end date of the event was changed at least once, the All day box is unchecked, then when you change the start date of the event, the set duration of the event will remain, the end date will automatically change. Changing the end date of the event will not affect the start date, but will change the duration of the event.

For example: An event was created with a start date and an end date of July 24 from 2:00 pm to 3:00 pm. The end date is changed to July 26 (the duration of the event is now 2 days and 1 hour). Start date changed to July 27: end date automatically changed to July 29, duration of event will remain the same. End date changed to July 28: the start date did not change (July 27), duration of the event decreased.

4.If the event is created for several days, that is, the event end date was changed at least once, the All day box is selected, when you change the event end date, the set duration of the event is remembered and if you change the start date, the event end date will automatically change. Changing the event end date will not affect the start date, but will change the event duration.

For example: An event is created with a start date and an end date of July 24, the All day box is checked. The end date is changed to July 26 (the duration of the event is now 3 days). Start date changed to July 26: the end date will automatically change to July 28, duration of the event will remain the same. The end date changed to July 27: the start date is unchanged (July 26), event duration decreased.

Recurring event

When creating a recurring event, check the Recurring box. After checking the box, additional fields will appear on the form, which are filled in according to the desired parameters. If Other frequency of repetitions is selected, a window for entering parameters will open on the screen. Enter the required data and click ОК.

Participants and Resources

When working with events, you can add two types of participants:

•Required attendee: A participant whose presence is required at the event.

•Optional attendee: A participant whose presence at the event is optional.

To create a list of required/optional attendees, enter their email addresses manually or select from the drop-down list with the mouse or the Enter button on your keyboard in the Attendees/Optional attendees line on the Details/Schedule tab. When adding a participant on the Schedule tab, all new and added participants are set to required participants by default and can be changed manually.

When a separate group (mailing group) is added as a participant/optional participant, the  Expand group button is available, which allows you to display the list of users in the group and, if necessary, to delete some addresses from the event participants. To collapse a group, click  Collapse group.

To change the type of participant (required/optional), use one of the following methods:

•On the Details tab, drag the participant from one row to another with the mouse.

•On the Schedule tab, left-click on the participant's avatar and select the necessary status in the list.

Participants with the email addresses of external mailboxes can be added to participate in the meeting. After entering the email address, press Enter or Space on the keyboard. To remove a participant from the list of invited participants, click in the line of their name.

In the Resources field on the Details tab select the required resource (meeting room or Zoom conference) from the list of available ones by clicking on the arrow on the right. Booking resources can be carried out similarly to the process of adding participants.

On the Schedule tab, participants and resources appear in the same alphabetical list in the following order:

1.Event organizer.

2.Resources (meeting rooms)

3.Required participants

4.Optional participants

5.Mandatory participants with email addresses of external mailboxes

6.Optional participants with email addresses of external mailboxes.

Event organizer and optional attendees are visually highlighted with icons.

To view the occupation status of invited participants, go to the Schedule tab above the line for entering the addresses of participants, which will display information about the occupation status of participants by the hour on the selected date.

The time intervals during which a participant can be busy are highlighted in the Schedule according to participant's responses to the events:

•If there is no reply to the event, this time is framed and not highlighted.

•If the participation is previously accepted, this time is indicated by a shaded area.

•If participation is confirmed, this time is evenly filled with color.

•If the participation was rejected or the event was unplanned, the participant's status is not highlighted.

When you hover the cursor over the selected time intervals, a pop-up window appears with information about the user's availability, including the break (buffer time), if it was set in the settings: Event accepted/Tentative accepted event/Waiting for response event status, event time, or the Optional attendee status for optional attendees.

Participants with internal email addresses can be sorted in the list on the Schedule tab: in order of addition, alphabetically, by status (busy/occupied). To select the sorting criteria, click Sort in the row above the list of participants and select the desired option.

Availability of participants with email addresses of external mailboxes on the timeline is evenly filled with color. When you hover the cursor over the line, a pop-up window appears with a warning about the lack of information about the user's availability.

The column of the event being created (colored with purple fill) can be moved along the timeline to the right and left in order to choose the most convenient time and plan the occupation of participants, as well as change the duration of the event by holding down the right border of the column with the left mouse button and pulling to the right or left. The column of the created event does not cover the lines of participants with the email addresses of external mailboxes and is limited to internal participants.

Description

Enter the data in the Description field on the Details tab briefly describing the details of the event.

If necessary, add a URL link to the web page. The invited users will see a hyperlink to the specified URL in the description. Event participants using the desktop application of the mail client will receive a link to the file's cloud storage as an attachment in the email.

If a Zoom conference is selected as a resource for the event, a link to connect to that conference will automatically be added to the event description when the event is saved.

Attach a file

To attach a file, click Attach File. Select the location from which you want to upload the file (From this computer, From cloud, Upload to cloud and attach) in the drop-down menu.

To attach a file from your computer in the standard system window that opens, select the desired file(s) and click Open. If necessary, you can replace the file by deleting the file and repeating the operation. The total size of the attachments should not exceed 10 MB.

To attach a file from the Cloud, select the desired file among the documents in the Cloud storage and click the Attach as link button. If you want to attach multiple files, you need to click on the file icon so that a check mark appears instead of the icon and select multiple files. You can view attachments from the Сloud with a single mouse click. The file for viewing will open in a new tab.

To upload a file to the Cloud and add it as an attachment to an event, do one of the following:

•Click Upload file or Upload folder.

•Drag and drop files or folders from your computer with the mouse.

After adding the selected file or folder, click the Attach button. The file will be uploaded to the Cloud and added as an attachment to the event.

If you attach a file which is larger than allowed, a message will appear informing you that you cannot add the file and should upload it to the Cloud.

To attach a file, click on upload it to cloud and then on Attach in the new window that appears. The file will be attached to the event in the form of a link, when you click on it, the document will open in a new tab.

To delete an attached file, click the button located in the window with the name of the attached file.

Reminders

For all created events, an event reminder is automatically set 5 minutes before the start. To change the reminder time, click the arrow in the field indicating the reminder time and select the required time from the drop-down list. When choosing the Select date and time option, the form displays a window for selecting the type of reminder, a drop-down list of available actions and the time of the reminder.

To delete a reminder, click to the right of the reminder time. To set additional notifications, click Set Reminder and select the desired type and time.

Receiving notifications from participants

The event organizer automatically receives notifications about confirmation/rejection of participation in the meeting from the participants of the event. To disable the receipt of notifications, go to the More options tab and check Turn off the email response notifications.

Availability

If necessary, set the parameter of your availability on the More options tab.

Close the event creation form

To close the form (at any stage of creating an event), do one of the following:

click anywhere in the calendar that is outside the form for creating a new event, and select the necessary command:

•Save: The event will be displayed on the time coordinate grid in the cell with the corresponding date. To continue working with the event, click on it in the workspace.

•Do not save: The event creation window will be closed automatically, the changes will not be saved.

•Cancel: Return to the event creation window.

Send invitation emails to participants

1.In the event creating form, click the button:

•Cancel: The event creation window will be automatically closed, the changes will not be saved.

•Create: The event will be displayed on the timeline in the cell with the corresponding date. To further work with the event, click on it in the workspace.

2. Click anywhere on the calendar outside of the new event form and select the desired command:

•Send: Event participants automatically receive notifications about the creation of a new event.

•Do not send: Disabling sending event notifications to the email addresses of participants.

•Cancel: Return to the event creation form.

The created event will be displayed in the calendar in a cell with the corresponding date with the icon of the organizer and it will be colored in the color of the calendar in which the event was created. Before saving an event, make sure that it is created in the correct calendar. A recurring event will be marked in the calendar with the icon.

The event can be moved to another date by moving it with the mouse between the calendars of the event organizer or along the time coordinate grid. When moving a recurring event between the organizer's calendars, the entire chain of events is transferred, including the selected one.

In order to make adjustments to the event parameters, open it in the workspace by pressing the left mouse button once and click Edit.

When making changes to a recurring event, a menu will appear to select whether to make changes to one (selected) event or to the entire series of repetitions. If in the whole series of repetitions with the Other frequency of repetitions the date of the first event changes, and it does not coincide with the previously selected repeat day, then information appears on the edit form about the discrepancy between the new date and the days of repeats and the need to choose a different date or the nature of repeats. It is impossible to save an event with a non-matching date and day of repetition, when the event editing form is closed, the changes will not be saved.

In the form that opens for editing, make the necessary changes and click Save.

Required event participants, including required participants with email addresses of external mailboxes, automatically receive notifications about changes in event details. Non-mandatory attendees, including those with email addresses of external mailboxes, will only receive notification of changes to event details with a note of non-mandatory participation if they have not already declined the invitation. If the status of an optional attendee changes to a mandatory attendee, that attendee will receive notification of the change in event details, even if they have previously declined the participation. In case of minor changes, to disable sending notifications about event changes to the email addresses of participants, uncheck the Notify about changes box before clicking Save.

If new participants have been added to the event, you will be able to select the notification of participants on the form. Click the Send in the lower right corner of the form and select the desired option from the drop-down list (To new participants, To all participants). If, when adding new members, the Notify about changes check box will be unchecked, then when clicking Send the event will be automatically updated, and notifications will not be sent.

To return to the event editing form, click Cancel.

The event organizer automatically receives notifications about confirmation/rejection of participation in the meeting from the participants of the event. To disable the receipt of notifications, go to the More options tab and check Turn off the email response notifications before saving the changes.

If Notify about changes was selected when saving changes, then as a result of the operation, the participants of the event (including participants with email addresses of external mailboxes), except for those who have already declined the invitation, will receive notification emails indicating the changes made to the event, which will be automatically combined into an email thread, provided that the Use threads for mails with same subject option is selected.

If the date or time of the meeting was changed as a result of the operation, the status of the participants originally invited to the event is reset. Notification of changes in the details of the event (new invitation) is sent to all participants, including those who previously rejected this event.

If necessary, the form can be moved around the screen with the mouse.

If, when editing an event, the user clicks on any place in the calendar that is outside the event editing form, or attempts to close the tab (window) of the web browser in which the event is being edited, a warning about the unsaved changes will be displayed on the screen, requiring confirmation of the action.

For a created event, you can send an email to all attendees of the event. For example, this can be useful for sending out the results achieved during a meeting.

In order to send a newsletter to the attendees of an event, open the event in the calendar area with a single left mouse click, then click the Email attendees button.

A window for creating a new message will appear in a separate tab.

•The creator of the meeting or any of its participants can send the newsletter.

•The subject of the message is taken from the subject of the event.

•Only mandatory participants of the event are the recipients of the message, optional participants are not included in the list.

•Meeting resources do not participate in the mailing list.

Fill out the required fields in the message, and send the email.

To delete an event, open it in the workspace and click Cancel event.

When deleting a recurring event, a menu will appear on the screen to select whether to delete one (selected) event or the entire series of repetitions. After selecting the option, a request to confirm the deletion of the event will be displayed on the screen. After confirming the need to delete the event, a window for entering the reason (filled in if necessary) and confirming the cancellation of the event will be displayed on the screen:

•Enter the reason for the cancellation of the event (if necessary), which will be sent to all participants of the event in a notification email and click Cancel event to confirm the cancellation of the event;

•Click Cancel to cancel the event deletion operation and return to the event form.

To accept or reject participation in the event, select the desired option (Accept, Tentative, Decline) in the invitation email sent to the participant's email, or click on it in the event window.

When responding to a recurring event from the events window, a menu will appear on the screen to select a response to one (selected) event or to the entire series of repetitions.

The response of the event participants is displayed to the right of the participant's name in the event window:

• - the participant did not respond to the request to participate in the created event

• - participation accepted

• - participation is pre-confirmed

• - participation rejected

•The following information will be displayed for resources (meeting rooms):
the resource is busy – red door icon, free - green door,
the answer is expected - a gray door.

The event will be marked in the calendar according to the participant's response:

•Accepted event: Uniform color filling

•Previously accepted: Shaded

•Not answered: Outlined

Any invited participant can recommend additional participants and/or additional resources (meeting rooms) to the event organizer. To invite new participants, open the event window in the calendar workspace and click Suggest changes. On the Schedule panel that opens, click Add field at the top of the list of participants of the event.

The participant's data entry field will become active. Enter the email addresses manually or select from the drop-down list with the mouse or press Enter.

All added recipients are displayed at the top of the list of participants. To remove a participant from the recommended participants list, click the button in the line of their name.

To send a notification to the organizer with a suggestion of new participants/resources, click Suggest changes.

As a result of the operation, the event organizer will receive an email notification about the suggested new participants.

To accept or reject the proposed participants/resources (negotiation), select the desired option:

• Accept or Decline in the email with the participant's recommendation sent to the organizer's email.

• Accept or Decline in the event window, by selecting it in the calendar workspace and clicking Show in scheduler at the top of the event window.

When recommending a resource (meeting room), the recommendation is also displayed in the event form in the calendar and in the organizer's Scheduler. The recommendation can be accepted/rejected both in the email and in the event window and in the Scheduler.

When clicking Accept the recommended participant or group of participants will be added to the list of participants of the event, and invitation emails are sent automatically. All participants of the event receive a notification email about the update in the event.

To suggest a new meeting time, open the event in the calendar workspace and click Suggest changes. On the Schedule panel that opens specify the start and end dates and times of the event, and then click Suggest changes.

The event organizer will receive an email with a proposal to reschedule the meeting, indicating the current and proposed time. To accept or reject the suggestion to postpone the event, select the desired option: Move or Decline in an email or in the event window by selecting it in the calendar workspace.

To suggest the new event time, open it in the workspace of the calendar and click Suggest changes. In the opened Schedule pane, set the event start and end time and date. To send an email to the organizer suggesting to postpone the event, click Suggest changes.

The event window will display Your proposals to this event. To cancel the suggestion, click Cancel all.

If one of the participants suggests a new time for the event, the organizer of the event receives an email indicating the current and proposed time.

To accept or reject the suggestion, select the desired option:

•Accept or Reject in the email received to the organizer's email.

• Accept or Reject in the event window by selecting it in the calendar workspace.

To join a Zoom meeting, do one of the following:

•Open the email with the invitation to the meeting and follow the provided link.

•Open the event window in the calendar workspace and click the link provided in the event description.