Archive | Calendar

Search for lended equipment or rooms

If your company has registered your meetingrooms and equipment in your administrator account, you can search for them and book them from your calendar.
  1. Fill in what you are looking for in the search box at the top of the toolbar.
    If you are unsure what the resource has the name, you can search for it by starting to book a new appointment and then search for the resource.
  2. When searching from the Calendar tab, Booked meetings is already chosen,
    if not, select it in the menu on the search box.
  3. Show calendar as a list of the best overview of the search results.
    Click the arrow next to View in the toolbar and choose List from the menu.
  4. Set the time interval of the results.
    The results list below updates automatically.

Register rooms and equipment to become bookable [ADMIN]

To be able to book a room or equipment while creating a meeting invitation, they must have been registered in Work2Go first. Here we explain how.

alias1 Registration can only be made by the person / persons who have an account with administrative rights. Click the arrow next to your name in the upper right corner. You have administrative rights if you see the Administrator Console in the menu list.

1. Log on to the Administrator account.
All have at least one administrator account and usually it’s e-mail address admin@yourdomain.com

2. Click the arrow next to the account name in the top right corner to select the Admin Console and log into the admin interface (same login as to your account, the one you are already logged in).

3. Click Manage in the left column and then Resources.

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4. Top right click the gear > New.

  • Name: the display name that is visible when you should book the resource.
  • E-mail: if there is a projector, you can eg write projektor@dindomän.se
  • Type: select whether it is a place or equipment.
  • Scheduling Policy: select the tour rule that fits best.
    We recommend using Auto-accept if possible, the deflection automatically conflict. When selected, approved reservation request automatically if the requested resource is available. If it is already booked deflected inquiry.
    It is a good idea to allow a number of conflicts in a reservation if you eg booking recurring meetings.
  • Forward calendar invitations: fill in to whom / which email / s booking inquiries should be sent.
  • Description: Fill possibly a description of the resource.
  • Click Next and enter any of the contact information for the person responsible for the reservation of rooms and equipment, if the person making the reservation need to contact someone.
  • Fill out any more information about the room as a place recorded, such as how big the room is, which floor or building it is in.

5. Complete the registration by clicking Finish.

Read more about the reservation policy


When the resources registered in the admin interface, you can choose from a range of different reservation policy. We usually recommend Accept automatically if possible, the deflection automatically conflict.

Automatically accept if possible, the deflection automatically conflict

When this rule is enabled, approved all reservations automatically if the resource is free and deflected if it is already fully booked. With this rule, it is possible to see the times at which the resource’s free / busy.

Accept manually deflectable automatically conflict

When this rule is selected Recorded deflected all requests automatically. All requests for an available resource preliminary reservation and must be approved manually. If you want to use this rule, we recommend you to forward a copy of the booking message to the account that you log on to manually accept the booking.

Always accept automatically

All resource reservations are accepted automatically, whether it is free or already booked up. An example of the use of this rule may be if you are often booking appointments in a public place that does not need to be booked first, but you want to get the site’s address and contact information in your invitation in a simple way.

Neither accept or decline automatically

All booking requests are handled manually.

 

Show the Content

When the rule deflector is automatically used, you can also add exceptions. That is to say that it is possible to book the resource even though it is already fully booked.

  • Upon registration of the resource is determined how many times or the percentage of those conflicts to be let through.
  • This is useful if you have recurring appointments or meetings that extend over a longer period. So that it is possible to reserve the resource during the time when it has not been double-booked already.

 

Publish calendar on website

How you can publish your calendar on a website or create a RSS feed from it.

Publish your calendar on a website

  1. Right-click the calendar > Share this calendar.
  2. Choose Share: Government
  3. Right-click the URL in the View > Copy Link Address.
  4. Click OK to close the box.
  5. Addthe URL in your HTML editor preferably in an iframe.

RSS

It is also possible to use RSS for calendar entries. Then, use the same URL as before, but writes .rss at the end of the link instead of .html.

 

Contact all meeting participants

meeting_replyAllIf you want to send a message to everyone who has been invited to a meeting, right-click the meeting in the Calendar > Reply to all.
A blank e–mail message with everyone’s e-mail addresses will open ready to send when you are finished.

 

Share your calendar with someone outside the office

How to share your calendar with others who do not have an account in Work2Go.

If someone outside your office wants to schedule a meeting with you and want to get suggestions on when it can suit you, you can create a link from your calendar and send it to the person.

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  1. skickad-kalender-ledig-tidWClick the gear to the right of the title calendars.
  2. Select Submit link for free and busy as> HTML.
    The link is placed in the message that you write clearly and send.
  3. The recipient clicks the link in your message, and your calendar is opened in a browser. Now the receiver can scroll back and forth and see at what times you’re already busy. It does not show what you have written in your calendar, only the text Busy (see picture).

Preferences for the calendar

Information about the different settings that you can do for your calendar on your account.

At Preferences > Calendar you decide how you want your Calendar to appear and how activities should be managed.

General

  • Select the default view of your Calendar: monthly, weekly, daily, as a list or schedule.
  • Set which day your week should start with.
  • Decide if your appointments should be set as public or private by default. (You can always modify this when creating a new Calendar.) When you receive Calendar invitations, they are marked as public if you have chosen public here. When private is selected, invitations will be marked as private instead.
  • Choose if you want your mini Calendar to be visible or not.
  • Decide if the week number should be visible.
  • Choose whether received invitations should be added to your Calendar automatically. If this option is selected, you can accept invitations from both e-mails and from your Calendar. If you haven’t selected this option you can only accept invitations by e-mail.
  • Enable if you want to delegate your Calendar for an Apple iCal CalDAV client.
  • Select whether e-mailed invitations should be removed when you have answered it.
  • Forward invitation e-mails to another email address.
  • How and when reminders for appointments should be displayed.

Work week and hours

  • Set how your work usually looks like to simplify meeting bookings.

Creating Appointments

  • Use the QuickAdd dialogue when creating new appointments. This is very useful if you create a lot of appointments that only include yourself.
  • Show timezone list in appointment view, which makes it more clear for you when you schedule meetings with people in different time zones.

Permissions

You can only make settings for persons of the same organization (using the same domain in the e-mail address) as you. You can use the full email address or just the username of the / those you want to specify permissions.

  • Set whether users should be allowed to see your free / busy time.
  • Specify who can invite you to meetings, all or certain users.
  • If you limit who can invite you, you can also choose to send an automatic reply message to let them know that they do not have permission to invite you.

Apple iCal

  • Enable to be able to see a calendar in Apple iCal.

 

Share your calendar with your colleagues

Learn how and why you should share your calendar.

dela_kalender

Share your Calendar is useful when you want others to know your schedule. When sharing a Calendar, a copy of the original is placed in the other user’s left column and therefor one will not need to log in to the other person’s account to view it’s content.

1. Right-click the calendar > Share this calendar.
2. The “Partition Properties” opens.
3. Select with who you want to share the calendar:

Internal users or groups
The user or group must have a valid email address in Work2Go. Assign them one of the following roles:

  • None: An option you use to temporarily disable access to a shared Calendar without canceling the sharing. The Calendar will still remain in the other person’s account, but they won’t be able to view its content.
  • Viewer: can read the content, but can’t make any changes to it.
  • Manager: has full permission to read and edit the content.
  • Admin: has full permissions to read, edit, add, delete, accept or decline invitations and administrate its content.

External guests
They can only read the content of the Calendar, but can’t make any changes to it. Enter the email address of your guest and set a password.

Public
They can only read the content of the Calendar and don’t need a password for it. Hand out the URL that appears in the box below. Right-click it and select ”Copy link” to get hold of the full URL. Anyone who knows about the URL to this Calendar will be able to see its content. No one can however make any changes to it.

4. To allow users to view your private appointments, tick the box.
5. Select the type of message to be sent out to those you want to share your folder.
6. When you are finished click OK.

NOTE: Keep in mind that if you have chosen Public, you will need to notify about the URL.

Mark an appointment with a tag

Learn how and why to use tags in your calendar.

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With the help of tags, you can categorize your calendar entries and appointments.
This may be useful if you are working on different projects at once and easily want to distinguish them in the calendar.

  1. Create calendar post.
  2. Right-click the entry in the calendar > Marking meeting > New tag or select an already created tag.

Confirm a meeting invitation

Learn what you can do when someone invites you to a meeting.

When you receive a meeting invitation, the meeting is automatically added to your Calendar and you confirm whether you can attend or not in the email sent to you. You can also confirm an invitation by right-clicking the meeting in your Calendar.

  1. Choose Accept, Decline or Tentative – which means you’re not yet sure if you’re able to participate.
  2. When you’re confirming you can also decide if you want to send a notification email and you can also add your own message to it, by clicking the arrow next to the options.
  3. You can also save the meeting in another Calendar if you want. Select the correct Calendar in the top-right corner of the email.
  4. If the meeting is a recurring meeting, you can also choose whether to confirm each occurrence or for the entire series.
  5. Once you’ve confirmed, the invitation email is automatically added to your Trash.
    NOTE: If you want to keep the invitation in your inbox, you can change this at Preferences > Calendar: General and untick the box for After responding to an invitation: Delete invite on reply.

NOTE! If you want to keep the invitation in your inbox, you can change the setting in the Preferences tab> Calendar: General. There, uncheck the box in response to the invitation: Remove the invitation of replies.

Change your answer or another changes

If you want to undo your answer or want to change a setting (eg in which calendar the meeting should be saved in), you can right-click the meeting in your calendar and change. The meeting is visible in your calendar even though you chose to decline. This is because you will have the opportunity to change your mind. If you do not want declined meetings to appear in the calendar, you can change this. Go to the Preferences tab > Calendar > General: Here in the top box, you can uncheck the box next to Show declined meetings.

Confirm an appointment from a non-Work2Go calendar

When you receive an invitation with an attached .ics file, click Add in calendar at the top of the message to save the invitation in your calendar. Select the calendar in which the invitation should be saved to.

 

Print a calendar

Step by step how you print a calendar.

kalender-utskrift_W2G8

  1. Click on the printer icon in the toolbar.
  2. Print Calendar dialog box opens.
  3. Choose what / which calendar you want to print, date range and view (menu printing).
  4. Click print.

Add private reminders

To get a reminder from your calendar without showing your colleagues what you want to be reminded of, you can create private posts.
  1. Open your calendar and choose New Booked meeting in the top left corner.
  2. Fill in the required information for your personal reminder.
  3. Show: choose Free if you think it‘s OK for others to book you on meetings at the appointed time. Select Busy if you do not want to be disturbed.
  4. Check that you have decided to create the post in your calendar and mark it as Private.
    Then others can only see the time that you’re busy, not the reason.
  5. Save and activate reminders in your calendar, click Save and Close in the top left corner.

The result

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Figure 1: Your calendar shows you all the information you have added as private posts (purple).

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Figure 2: Your colleague’s calendar shows only the time that you have added to your Calendar (purple).

Import / Export a calendar

You can import Calendars saved in .ics format.
Likewise you can export your Work2Go calendars.
  1. Go to Preferences > Import/Export.
  2. If you want to import, you find your file by clicking the Browse button under Import.
  3. If you want to export, select Type and Source under Export.
  4. You may also use the Advanced Settings button and select which folder you want to export.

Book a meeting via the mini calendar

The quickest way to create a new appointment is by clicking on the date in the mini calendar

minikalenderAn easy way to book a meeting is to right-click on a date in the mini calendar in the bottom left corner and choose that you want to book a meeting.

Then you get the option to add the most essential for the meeting. If you want to fill in more details, just click More Information.

Schedule a meeting

You can book meetings in various ways. Here we tell you about the various options and step by step instructions of how to create one, including useful options to use.
  • boka1_w2g8Click New booked meeting.
  • Hold the N key.
  • Right-click on a date in the mini–calendar.
  • Drag and drop e-mails to the mini the Calendar.
  • Create a copy of an existing meeting by right-clicking the meeting > Create a copy.

In this example, we go through the steps you are taking when you click New Booked meeting in the toolbar on the Calendar tab. A new appointment opens, ready to be filled in.

boka-mote_w2g8

From: choose who to send the meeting invitations from.
Subject: write a short description of the meeting.

Now you can start using the tool scheduler to get help to see when the participants and registered places are available. The availability is displayed in time blocks of 30 minutes in the overview window to the right. You can of course fill in the information on your own; participants, location and the start and end time for the meeting as well. Is it an all-day meeting, check the box during the whole day.

Optional atendees: participant you might want to invite to the meeting, but whose participation is voluntary.
Location: location for meeting.
Equipment: book equipment needed for the meeting.

NOTE! Optional and equipment is not displayed by default. To obtain these choices, click Show optional or display equipment.

Show the Content

foreslagen-tidThe tool will help you to find a convenient time to schedule an appointment. When you add participants to the meeting, you can in the overview window view their availability in 30 minute blocks.

  • Green means that all participants and at least one location is available for these days.
  • Red means that more than half of the participants can not attend the meeting on those days.

To select a suggested time, click on the row. Start and end time is updated in the reservation. The number to the right of the period is the number of places available for the moment. You can click on the numbers to see a list of suggested places available to choose from. The selected location is added to the Location field in the scheduler. To select a location, click on the number in line with the proposed time. Choose a place in the list that appears. The location is added to the Location field in the meetin invitation.

NOTE! Locations are shown only if they have been registered in your Administrator account.

Show the Content

  1. To reserve a room you use the button Location to find a room for your meeting.
    If you don’t know which rooms are registered in order to be booked, just click on the Search button without entering any search criteria and you will get a list of all the registered rooms.
  2. Book equipment is done by clicking the button Equipment. Don’t you see the button, click the text display equipment right of the Location field. If you don’t know what equipment you can book, click Find without entering any search criteria and you will get a list of all the equipments that are registered.
  3. If the room or the equipment is already fully booked the selected time, it’s easy to see this in the list. You can see for how long the room / equipment is booked in the utility Scheduler.
  4. When you click Send a confirmation message is sent to the person who organized the meeting and invitations to the invited persons. Since all bookings are accepted automatically if the resource is idle or is refused if it is already booked, you don’t need to log into any account to accept anything.

 

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Show: choose the calendar status the participants will have when they are scheduled for the meeting.
Calendar: select which calendar the meeting should be saved to.
Private: detailed information of the meeting is not displayed if it is marked as private. In contrast, it displays information such as its start and end time, if it is a recurring event and who have booked the meeting.

Repeat select when it’s a recurring meeting. You can also go to Custom and fill in additional information about the time if desired.
Reminder select when the participants will get a reminder of the meeting.
If you want to be reminded of an appointment to another e-mail address, you can add it by clicking Configure.

Attachment can be addedahead if you click the clip at the top toolbar and then click Browse above where you fill in a message.

In the bottom box fill in the text you want to send along with your meeting invitation.

Click send in the top left corner

  • The invitation is now sent to the invited participants. If you invite yourself to the meeting, you will not receive an invitation but it will be saved in your calendar right away.
  • Save Click to send the invitation at a later date. This saves a local copy of the meeting, invitations will not be sent to the participants.
  • If you add an appointment to a shared calendar, you may need to refresh your browser to see the meeting in the calendar.

Introduction to the Calendar

Here we show you how you can create a calendar and decide the best settings for your need.

A Calendar already exists when you start using Work2Go. It’s called Calendar and its name can’t be changed. But you can of course create as many new ones as you need. For example, you can create one for work and one for personal activities and a third for company activities. You can switch between multiple views, drag and drop to move events from one calendar to another and share it with others.

Create a Calendar

  1. skapaKalender_w2g8Create a new calendar by clicking the gear icon at the right of the title Calendars in the left pane > New Calendar.
  2. Give the calendar a name and select a colour in the dialog “Create new calendar.”
  3. Select “Exclude this calendar when reporting free / busy time” if you do not want others to see when you’re free or busy when they book meetings.
  4. Click OK and your new calendar appears in the left column.

7_skapa_kalender2Colour Coding Calendar

If you have multiple Calendars, it’s wise to give them different colors to easily distinguish them. There are eight colors to choose from and you can use one color several times. You choosing the color of a Calendar either when you create it or if you right-click it and select Edit Properties. You can also choose a Calendar’s color when you accept a sharing of another person’s Calendar.

View your calendars in different ways

All of your Calendars (including shared ones) is visible in the Calendar list in the left column. Each Calendar has a check box to the left side of its name. Select the check box for each Calendar you want displayed.

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At the top right corner of the toolbar, choose how you want to look at your calendars. To change the default view of the calendar, go to Preferenses > Calendar > General. If you choose to display as a list, you get a list of appointments for a period of two weeks for all the selected calendars.

Lista

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The list view show all meetings from all selected Calendars and they are listed by date and time, and displays information about the meetings, such as its subject, location, status, and if it is recurring or not. You can change the columns displayed by right clicking on the heading and uncheck those you don’t want to see. You can also sort the list by subject, status, or date. You can select several meetings and make changes to them all at once in the list view. Such as remove meetings from the Calendar, move messages from one Calendar to another, or mark meetings with a tag.

Free/busy

With the Free / Busy view brings up a schedule where you can see when your colleagues are available.