How to Manage Appointments in Cloud Mail

Please check out the Answering Meeting Invitations in Cloud Mail article for more information.

You can modify your appointment reminders by changing, removing, or adding a reminder.

Follow the steps below.

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Depending on the view, you will have the following options:

• Click an appointment in the calendar view (Day, Workweek, Week, or Month).

 

• Select an appointment in the List view.

 

3. Next, click on the horizontal ellipsis, then select Change reminders.

 

4. Click on a reminder to open the editing window. You can edit or delete a reminder or add a new one.

Note: This function is only available if you DO NOT have full editing permissions for the appointment. Otherwise, you can use the appointment editing window to change the reminder. To do so, click on an appointment in the calendar view or List view > click the pencil icon > look for the Reminder section to edit the reminder > and click Save.

If you are the organizer of an appointment with two or more participants, you can change the organizer. However, you cannot change the organizer for the following appointments:

• Appointments with external participants
• Individual appointments within a series

To change an appointment organizer, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Depending on the view, you will have the following options:

• Click an appointment in the calendar view (Day, Workweek, Week, or Month).

 

• Select an appointment in the List view.

 

3. Click on the horizontal ellipsis, then select Change organizer.
4. When selecting a recurring appointment, choose whether the changes should apply to a single occurrence or the complete series.
5. Type the new organizer's email address in the Change organizer window.

Note: External participants cannot be set as organizers.

If you live or work in more than one time zone, adding additional time zones to your calendar is recommended. By adding an additional time zone, you can effortlessly keep track of multiple time zones, eliminating the need for manual time zone calculations and simplifying time management across different regions.

Below are steps to follow when adding an additional time zone to your calendar.

1. Click the Settings icon, then select All settings.

 

2. Click Calendar on the left navigation menu, then go to Additional time zones. Select a time zone from the drop-down and hit Add time zone.

 

3. To remove a time zone, click the x icon next to the time zone.

You can set the color for a specific calendar. All appointments in the calendar will then be displayed depending on the color selected. However, if you set a different color for an appointment while creating or editing, the appointment is shown in that color of the calendar instead of the one on the calendar.

To select a calendar color, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Click the horizontal ellipsis next to the calendar you have selected, then select a color for the calendar.

To move an appointment to another day, follow these steps:

1. Select one of the following calendar views: Day, Workweek, Week, or Month.

 

2. You can do the following:

• Drag the appointment to another day.
• Drag the appointment to another time.
• Drag the start or end time to another time.

To move an appointment to another calendar, follow the steps below:

1. Once logged into Cloud Mail, click on the Calendar icon .

Note: You must have permission to create objects in the calendar selected. To view and edit permissions, click on the horizontal ellipsis beside the calendar name, then choose Share/Permissions.

 

2. Depending on the view, you will have the following options:

• Click an appointment in the calendar view (Day, Workweek, Week, or Month).

 

• Select an appointment in the List view.

 

3. Click the horizontal ellipsis, then select Move.

 

4. Select a calendar where you want to move the appointment.

Note: You can create a new calendar by clicking the Create folder button.

5. Click the Move button.

You have moved your appointment to another calendar.

You can import appointments from files in iCal format. iCalendar or iCal is a computer file that lets you share calendars with other users. It typically has an extension of .ics.

To import appointments from an iCal file, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Select the calendar where you want to import your appointments, then click the horizontal ellipsis.
3. Select Import.

 

4. Click Upload file, then select an iCal file. To import appointments with the same ID as existing appointments, enable the Ignore existing appointments checkbox.

 

5. Click Import.

The contacts will be added to the calendar. All participants in the imported appointments will be removed. Instead, you will be added as a participant.

You can export appointments in an iCal format. iCalendar or iCal is a computer file that lets you share calendars with other users. It typically has an extension of .ics.

To export single appointments, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Depending on the view, you will have the following options:

• Click an appointment in the calendar view (Day, Workweek, Week, or Month).

 

• Select an appointment in the List view.

 

3. Click the horizontal ellipsis, then choose Export.

 

To export all appointments from a calendar, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Click on the horizontal ellipsis next to the selected calendar.
3. Select Export.

 

You have successfully exported your appointments.

To print appointments, you have the following options:

• Print a Calendar Sheet with Appointments
• Print the Appointment Data
• Print a Compact or Detailed List of Appointments

Print a Calendar Sheet with Appointments

To print a calendar sheet with appointments, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Select a calendar view (Day, Workweek, Week, or Month).

 

3. On the left menu, enable the checkboxes of the calendars which appointments you like to print. Make sure to click the Open folder view icon  to see your calendar list.

 

4. Choose a date range by changing what is currently displayed in your calendar.
5. Next, click the Settings icon, then select Print.

 

6. If required, change the printer settings, then click Print.

Once you have printed your appointments, close the print preview window.

Print the Appointment Data

To print the appointment data, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Depending on the view, you will have the following options:

• Click an appointment in the calendar view (Day, Workweek, Week, or Month).

 

• Choose an appointment or multiple appointments in the List view.

 

3. Click Print, and a window with a print preview will open.

 

4. If required, change the printer settings, then click Print.

After have printed your appointments, close the print preview window.

Print a Compact or Detailed List of Appointments

To print a list of appointments, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Enable the List view.

 

3. Select a calendar on the left menu and choose the appointment(s) you want to print. Make sure to click the Open folder view icon  to see your calendar list.
4. Click the horizontal ellipsis, then select Print.

 

• To print a compact list, click Compact.
• To print a list with detailed data, click Detailed.

 

5. If required, change the printer settings, then click Print.

Once you have printed your appointments, close the print preview window.

Important: If you delete an appointment, you cannot recover it. Depending on your calendar permissions, you can only delete an appointment in your private calendars if you are the organizer.

To delete appointments, follow these steps:

1. Once logged into Cloud Mail, click on the Calendar icon .
2. Depending on the view, you will have the following options:

• Click an appointment in the calendar view (Day, Workweek, Week, or Month).

 

• Choose an appointment or multiple appointments in the List view.

 

3. Click the Delete icon , then click the Delete appointment button.

The appointment will be deleted.

Deleting Options for Recurring Appointments

If you select a recurring appointment, you will be asked which appointments of the series you want to delete:

• After selecting the FIRST appointment of the series, you can either delete the first appointment or the complete series.

 

• After selecting an appointment within the series, you may delete the selected appointment or delete the selected appointment and all subsequent appointments of the series.

 

• After selecting the LAST appointment of the series, you can only remove the last appointment.

 

If you are the organizer, you can inform other participants about the reason for the deletion by adding a message. The input field will show if the following conditions are met:

• The appointment has at least two participants.
• The Receive notifications when an appointment in which you participate is created, modified, or deleted notification is enabled in the calendar settings. The message is sent as an email.