Sun Java System Communications Express |

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> ## Create New Events

> From the Day, Week, Month, Year, Events, Tasks, and Invitations page, click the New Event link or icon to create an event.

> The New Event window is displayed.

> 1. In the New Event window enter the:
> - Event Details
> - Recurrence Pattern
> - Invitees Details
> - Reminder Messages
> 2. Click Save to save the new event details and exit the New Event window.
> 3. Click Save and Add Another to save the new event details, refresh the window and create another event.
> 4. Click Cancel to exit the New Event window without saving the event details.

> #### Event Details

> Enter the following event details:

> Title. Enter the event’s title.

> Calendar. Choose a calendar in which the event should be created from the list of calendars displayed in the drop-down list.

> Date. Select the Month, Date, and Year on which the event occurs from the drop-down lists, or click the calendar icon to select the date from the Miniature Calendar pop-up.

> All Day Event. Select the check box if the event spans across the day.

> Note | The Time and Duration fields are disabled if the All Day Event check box is selected.

> Time. Select the time the event is scheduled to take place.

> Tip | If you are inviting others to the event, you can wait until you have added all the attendees and checked their availability before specifying the time and date of the event.

> Duration. Specify the duration of the event in hours and minutes.

> Availability. Select the check box to show that you are busy when others view your availability.

> Type. Choose the event type from the drop-down list. The available categories are: Business, Appointment, Breakfast, Business, Conference Call, Class, Dinner, Holiday, Interview, Lunch, Meeting, Other, Personal, Seminar, Training, Vacation and travel.

> Privacy. Choose Public Event, Private Event, or Show Time and Date only from the drop-down list to setup how the event details should appear to others viewing your shared calendar.

> Set an event to “Public” if you want others to see the title, description, time, and duration of the event. However, for others to be able to see the event details, they should have been granted Read permission.

> When you first create an event the default event type is set to “Public.”

> Tip | You can set your default permission to “Public” if your calendar is used to publish team events.

> Set an event to “Show Time and Date” if you want others to know that you are busy on that day and during that time but do not want them to know what you are busy with. Anyone who has Availability or Read permission to your calendar will see this time blocked out as busy, but they cannot see the event details. Only you, other owners of your calendar and your attendees can see the details of this event.

> Set the event to “Private” if you do not want others to see the event when they access your calendar. The invitees can only view this event on their own calendars.

> Note | When you change the permission of a Public event to Private, you have the option to: Set the event to Private and select the Availability check box to display only the date and time of the event to others accessing your calendar. Such events are used to calculate the free busy information of your calendar. Set the event to Private and uncheck the Availability check box if you do not want others to see the event when they access your calendar. Such events are not used to calculate the free busy information of your calendar.

> Location. Enter the venue of the event.

> Notes. Enter a short description on the highlights of the event. For example, the agenda of the event.

> #### Invitees

> Click the Invitees link, in the New Events window to go to the Invitees section. Here you can select the attendees and invite them to the event.

> 1. You can select the attendees in the following ways:
> - Add attendees from the address book.

> To select attendees

> 1. Click Add from Address Book.
> 2. The Search Address Book window appears.
> 3. Enter the search criteria and select the address book to be searched from the drop-down list.
> 4. Click Search. The List of names matching the search criteria is displayed.

> Select the Contacts and click Add Invitees to add invitees to the Invitees List.

> - Type the calendar ID, or email address and click Add to add the invitee to the Invitee List.
> - Quick Add invitees. Select invitees from your Personal and Subscribed calendars to add them to the Invitee list.
> 2. Once the invitees have been added to the Invitee List,
> - (Optional) Click Request RSVP, to get a response to your invitation that indicates whether the invitee has accepted or declined the invitation. Select the invitees from the Event Invitees list displayed in the Request RSVP window, and then click OK, if you want to receive an RSVP from the invitees.

> Note | By default all invitees are set to send a response to your invitation.

> - Click Check Availability to check for the free/busy status of the attendees. The Check Availability window displays the free/busy status of the attendees. For each attendee the availability information appears in blue if the attendee is “Busy”, yellow if “No Information” is available, and in white if the attendee is “Available” or free.

> Note | From the Check Availability window, you can add more invitees to the Invitee List and check their availability. Note that these users are not automatically added to the Invitee List in the New Events window. You need to go to the New Events window and add users to the Invitee List.

> - Click Remove to remove the selected invitees from the Invitee List.

> #### Recurrence

> Click the Recurrence link, to go to the recurrence section and set the event recurrence pattern.

> For example, if you need to attend a weekly meeting over a specific time period, you can schedule a recurring event on your calendar.

> Enter the following details to schedule a recurring event:

> - Frequency. Select the frequency of recurrence of the event from the drop-down list. The available options are: Does not recur, daily, monthly, weekly, and yearly.
> - Pattern. Depending on the frequency of recurrence of the event, the pattern options are displayed for selection.
> - End. Depending on the frequency of recurrence of the event, the End options are displayed for selection.

> Table 2 lists the event recurrence pattern. This table consists of three columns; the first column lists the frequency of recurrence of an event, the second column lists the pattern options available for the frequency selected, and the third column lists the End options for the frequency selected.

> Table 2 Event Recurrence Pattern

> Frequency | Pattern | End
> --- | --- | ---
> Does not recur | This option is disabled | This option is disabled
> Daily | Every (number of) day(s) Every weekday | No end date End After (number of) Occurrence(s) End By mm/dd/yy
> Weekly | Every (number of weeks) on Days of the week | No end date End After (number of) Occurrence(s) End By mm/dd/yy
> Monthly | Day (number) of every (number) Month(s) The first,second,third, fourth and last (week name) of every (number) month | No end date End After (number of) Occurrence(s) End By mm/dd/yy
> Yearly | Every (month) (day) The first,second,third, fourth and last week of (month) | No end date End After (number of) Occurrence(s) End By mm/dd/yy

> #### Reminder

> Click the Reminder link to go to the Reminder section.

> Note | You can also set automatic reminders for all events in the Options tab. The email address and the reminder time details specified in the Options - Calendar window are by default displayed in the Reminder section. You may change these settings in the New Events window. For this event, the settings you make here will override the reminder settings made in the Options tab.

> - Send an Email reminder. Select the check box, to send email reminders.
> - Email Address. Enter one or more email addresses, separated by a comma, to which reminders should be sent.
> - Send Reminder. Specify when the reminder should be sent. Select when the reminder should be sent in minutes, hours, or days relative to the scheduled day of the event or specify the absolute date and time when the reminder should be sent.
> - Reminder Message. Enter a message for the reminder email.

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