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: → ).

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

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 .

4. Add event participants by clicking (in the web interface: ). In the Microsoft Outlook interface, users can be categorized by attendance status as and , and this information will be displayed in 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 client application, if the user specified in the is either an invited participant or the event creator.

5. Click 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 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 .

If you are a Microsoft Exchange administrator, please refer to the .

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

• Specify the type, either or

• Select the conference mode:

  • ;
  • ;
  • ;
  • .

• If necessary, configure the settings in the sections and .

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

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

The 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 , for example, if he/she is the owner, moderator, or operator. For more details on how to edit conference settings, refer to the .

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

Delegation of ownership rights

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 tab

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

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

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

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

How to reschedule 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.

Repeating event

You can configure repetition settings for frequently held events. To do it, click 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 , it will be marked as .

Working with events in the scheduler of TrueConf Server

After setting up integration with 2.0+, the user is still able to create, edit, and delete events directly from the scheduler (calendar) interface. The scheduler is available both in and in the .

To create an event with a conference, click 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 button in the lower right corner. Now all participants will see this event in their Outlook calendar or their app.

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