Adding a new event

You can add events to your schedule and your group schedule. Furthermore you can add events to other user's schedule if you are granted the "Add" access right to their schedules by your administrator. See Understanding iOfficeV4 security policies for the general information about iOfficeV4 access rights.

Use this procedure to add a new event.

To add a new event:

1. On Day/Group, Week/Group, Day, Week, or Month view, click button of the user name or group name you want to add an event.

You will now see the event entry screen. Enter event information.

• From/To:

Specify dates and times of the event. If the event is an untimed event, do not specify From and To times. An untimed event will be displayed the outside of the time frame on Day/Group, Day, and Week views.

• Event:

Type or choose a title of the event. You can also enter a sub title of the event in the text box. If you do not choose an event name from the event names in the list box, the text you entered in the text box will be the title of the event.

You can add the event names you use frequently to the event list box by Edit Events function. See Editing event names in Schedule.

• Place:

Type or choose the place where the event is held. You can enter an additional text in the text box. If you do not choose the place name from the place names in the list box, the text you entered in the text box will be the place name.

You can add the place names you use frequently to the place name list box by Edit Places function. See Editing place names.

• Facility:

If you want to use facilities for the event, you can check availability of facilities and reserve them right now.

Reserving facilities for an event:

• Detail:

Type the detail of the event.

• Options:

You can set several options to the event. If you check these options, the icons will be displayed beside the event title on the views. Using these options is also helpful to search the event later on.

Outside: The event is held the outside.

Tentative: The schedule of the event is not fixed yet.

Important: The event is important.

Flag: Mark the event.

Confidential: Check this option, if you want to make this event confidential. The event information except the date and time will be invisible for other users.

Beltlike Display: Using this option is a good idea for an event which is held over several days. An event with this option will be displayed in the yellow belt on Week/Group and Month views.

• Bar Color:

On Day view, colors are used to distinguish the scheduled events each other. Choose a color for the event.

• Add Event:

If you involve inviting other users for the event, you can add the event to their schedules.

Adding the event to other users:

Note:

You must have "Add" access right to the users' schedule to which you want to add the event.

You may want to check the users' schedules beforehand. Use Find Free Time tool to find free times of users and schedule a shared event easier.

• Repeating:

If the event is repeating yearly, monthly, weekly and daily, use this option. Specify an interval and an ending date in To.

• PopUp Note:

You can stick a note on the event by selecting a color in PopUp Note. See Using the PopUp Note.

Note:

 You can stick notes only on your schedule.

• Reminder:

You can send a reminder of the event via e-mail before it begins so that you do not miss the event. Choose Send and specify when you want to send it.

Notes:

This option is available if your administrator sets "Use" to Notification via E-mail of Mail server Setting. See Setting mail server properties.

The reminders are sent to the e-mail addresses specified by Personal Options - User Information. See Editing your personal information.

Reminders of all events in a specified period can also be sent to you periodically. See Setting the Reminder in Schedule.

2. Click OK to add the event.