Archive | Schedule meeting

If 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.

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.

1. Click 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).

Learn how and why you should share your calendar.

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.

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.

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

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

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

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

An 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.

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.

• Click 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.

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: 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.