Create an event

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

Click the New event button on the Navigation bar in "MyOffice Calendar"

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

Click the post_m / menu_contacts / m_calend (Applications menu) and select the Create a meeting command.

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.

Creating an event on behalf of the organizer

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.

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.

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 the Other frequency of repetitions, a window for entering parameters will open on the screen. Enter the required data and click the ОК button.

Participants and Resources

To create a list of event participants, in the Attendees line on the Details tab enter the email addresses manually or select from the drop-down list with the mouse or the Enter key on the keyboard.

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

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.

Resources in the Schedule are displayed as participants. The availability of resources is also displayed in the Schedule grid, similar to the availability of event participants.

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 pointer 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.

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 (Sort) in the row above the list of participants and select the desired option.

The maximum number of participants in the list that can be sorted is 50 participants.

Participants with email addresses of external mailboxes are displayed at the end of the list, and the line of their occupation status 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 the Attach File. In the standard system window that opens, select the desired file and click Open. If necessary, replace the file by deleting the file and repeating the operation.

To delete the attached file, click the knpk_del_closebutton 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 the knpk_del_closebutton 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 the Turn off the email response notifications box.

Busyness

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

Close the event creation form

To close the form (at any stage of creating an event), 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.

Sending invitation emails to participants

When you have finished entering the data, click Create and select the desired notification option for invited participants:

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 time of the event and the language in the invitation email sent to the participants from the Colleagues address book (users with internal email addresses) are specified in accordance with the recipient settings.

The created event will be displayed in the calendar in a cell with the corresponding date with the icon of the organizer sobstv_sob 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 recur.

Edit an event

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 the Edit button.

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.

Event participants, including participants with email addresses of external mailboxes, automatically receive notifications about changes in event details. 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.

Notifications about changes will be sent automatically to participants with email addresses of external mailboxes, regardless of whether the checkbox is selected and the degree of importance of the adjustments made.

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 checkbox will be unchecked, then when clicking the Send button 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 the Turn off the email response notifications box before saving the changes.

If the Notify about changes option 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.

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.

Cancel event

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

Confirm/Decline participation in the event

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:

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

podtv2 - participation accepted;

podtv3 - participation is pre-confirmed;

podtv4 - 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.

Recommend a participant

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 panel that opens Schedule click the 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 the Enter key on the keyboard.

All added recipients are displayed at the top of the list of participants. To remove a participant from the recommended participants list, click the knpk_del_close 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:

принять (Accept) or отклонить (Decline) in the email with the participant's recommendation sent to the organizer's email;

принять2 (Accept) or отклонить (Decline) in the event window, by selecting it in the calendar Workspace and clicking Open the Scheduler at the top of the event window.

When clicking the button 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.

Suggest a new meeting time

To suggest a new meeting time, open the event in the calendar Workspace and click Suggest changes. On the panel that opens Schedule 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.

Suggest new event time

To suggest the new event time, open it in the Workspace of the calendar and click the Suggest changes button. 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 the Suggest changes button.

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

Accept/Reject new event time

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.

принять2 (Accept) or отклонить (Reject) button in the event window by selecting it in the calendar Workspace.

Join the Zoom meeting

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.

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