Working with the calendar

Scheduling an event in Outlook

Events are scheduled in your corporate calendar which can be a desktop application (such as Microsoft Outlook) or its browser-based version.

1. Click (in the web interface: → Calendar).

   

2. Right-click on the selected date and choose New Appointment.

3. You will see the UI for creating a meeting. Here, you can:

   

   • Set your status during the meeting which will be displayed to Microsoft Exchange users

   • Create a reminder

   • Enter the event name

   • Set the event time and configure its repetition

   • Provide additional information about the event.

   You can also specify the location of the event, which may be linked to a meeting room. To do it, specify the computer in the meeting room as a resource mailbox on the Microsoft Exchange side. Resource mailboxes are described in more detail on the official website.

4. Add event participants by clicking (in the web interface: People → Add people). In the Microsoft Outlook interface, users can be categorized by attendance status as Required and Optional, and this information will be displayed in TrueConf client application. These statuses are merely formal. The conference will automatically start regardless of whether the Required participants have joined or not.

   The event will be displayed in the calendar of TrueConf client application, if the user specified in the “users” section is either an invited participant or the event creator.

5. Click Save & Close to create an event.

When the event is created, it will be immediately displayed in the calendar of participants’ client applications:

If a gray indicator is displayed on the left side of an event, there is no TrueConf conference scheduled for this event.

Click on the event name to view the details:

• Event name

• Your response to the event invitation

• Time and date of the event

• Additional information

• List of participants with their responses to the event invitation.

Event with a conference

To create events with conferences, you need to install the TrueConf plugin for Outlook.

If you are a Microsoft Exchange administrator, please refer to the guide for configuring the plugin on the mail server side.

To link a calendar event to a conference, click the TrueConf Meeting button when creating the event. This will open the add-in menu for creating a conference:

• Specify the type, either Private conference or Public conference (webinar)

• Select the conference mode:

  • Smart meeting;
  • Moderated role-based;
  • All on screen;
  • Video lecture.

• If necessary, configure the settings in the sections Advanced settings and Participant management.

Click New TrueConf Meeting, the Microsoft Exchange event will be linked with the conference.

The event linked to a conference will be marked with a turquoise indicator.

The Join button will be displayed on the right side of the event name.

Editing conferences

A conference can be edited in the user’s personal area if this participant has the right to do it, for example, if he/she is the owner, moderator, or operator. For more details on how to edit conference settings, refer to the user documentationTrueConf Server.

You can also edit the event settings directly in the TrueConf plugin for Outlook. After making changes, click the Update button.

Delegation of owner rights

TrueConf Calendar Connector enables you to delegate ownership rights to a different user. In other words, someone else will be able to create events in Microsoft Exchange on your behalf. This role can be given to your secretary or assistant.

The secretary creates an event in the Microsoft Exchange calendar, invites participants, and sets the date. All you need to do is to join the meeting. You will be listed as the organizer in the event details. Invited users will not know that the event was created by the secretary.

How to delegate access to your calendar in the web version of Microsoft Outlook:

1. Go to the Calendar tab

2. On the left side, in the sidebar menu, right-click your calendar and select Sharing permissions

   

3. Enter the email address of the user who should be given access to the calendar.

4. In the list of permissions, select Delegate and click Send.

The delegated user now has access to your calendar and can create events on your behalf.

Re-scheduling events

If you are the event organizer, you can quickly change the event date. In the corporate calendar, select the event and drag it to another date by holding the left mouse button.

Recurring event

You can configure repetition settings for frequently held events. To do it, click Make Recurring when creating or editing an event. You will see the menu with the following options:

• Repeat daily, weekly, monthly, and annually

• Set the repetition pattern, for example: repeat every two weeks

• Set the repetition limit: until a specific date, a certain number of repetitions, or no limit.

Below you can see the example of a repeating event: weekly on Mondays.

Event cancellation

If an event is cancelled on the side of the corporate calendar and among the invited participants of this event there was a user from the "users" section, it will be marked as Canceled.

Working with events in the scheduler of TrueConf Server

After setting up integration with TrueConf Calendar Connector 2.0+, the TrueConf Server user is still able to create, edit, and delete events directly from the TrueConf scheduler (calendar) interface. The scheduler is available both in client applications and in the personal area.

To create an event with a conference, click Create in the scheduler:

You will see a window with advanced conference settings for creating an event on the side of the Microsoft Exchange corporate calendar:

Specify all required parameters and click the Create button in the lower right corner. Now all participants will see this event in their Outlook calendar or their TrueConf app.

When you delete a recurring event (chain of events) from the TrueConf calendar, the entire chain will be deleted. If you want to delete only a specific event, you have to use Outlook.