Managing Calendars

Managing Calendars

Zoho Calendar provides users with the facility to create and manage as many calendars as required. The calendars can be personal calendars or calendars that are shared across a group or calendars synced from Zoho apps or other calendars like holiday calendars and friends' calendars. All these calendars can be managed and edited as per user requirements. You can alter the calendar view, make changes to the calendar theme, share the calendar with others and import/export the calendars.

Create Calendar:

When you login to Zoho Calendar, a default primary calendar is available. Apart from this default calendar, you can also create other calendars which will be displayed under the section "My Calendars". 

To create a new calendar:

1. Login to Zoho Mail.

2. Navigate to Calendar from the left pane.

3. Click on the '+' icon next to My Calendars.

4. Enter the Calendar name, Calendar color and Text color.

5. You can add a Description to the calendar by clicking on "Add note".

6. Click Save to create the calendar.

Calendar Views:

You can customize the way you want to view your Calendar using the distinct set of views provided by default in Zoho Calendar. The different views available in Zoho Calendar are Day, Week, Work, Month and Agenda.

Day view - Represents the 24-hour grid for the selected day.

Week view - Represents the 24-hour grid for the selected week.

Work view - Represents the 24-hour grid for the selected work-week.

Month view - Displays the number of days in the month you have chosen.

Agenda view - Shows all the events that is happening for the upcoming 3-month period.

Steps to change the calendar view:

1. Login to Zoho mail and navigate to the Calendar.

2. On the top right side of the calendar, you will have the "Day", "Week", "Work, "Month" and "Agenda" view listed. Pick an appropriate view.

Print Calendar:

You have the option to customize the view and print a calendar using the Print feature provided in Zoho Calendar. The view that is currently in display will be printed. You can get a list of the events scheduled on a specific day/week/month by customizing your view. Before printing you can get the preview using the Print Preview option. If you want to save the calendar as a PDF and print it later, then use the Save as PDF option to proceed.

Steps to print a calendar:

1. Login to Zoho Mail and navigate to the Calendar.

2. Change the view of the calendar before taking the print.

3. Click on the Print icon on the top right corner of the calendar.

4. Choose from "Print", "Print Preview" and "Save as PDF".

Edit Calendar:

You can make changes to an already existing calendar anytime you want. Change the calendar name, pick a different calendar theme or add a note to your calendar using the Edit option.

Steps to edit the Calendar:

1. Login to Zoho Mail and navigate to the Calendar.

2. Right click the calendar you want to edit from the left pane of the screen.

3. Click on Edit.

4. Edit your Calendar name, theme, text color and description.

5. Click Save.

Empty Calendar:

In any case if you wish to delete all the events in your calendar, you need not manually delete every event. The "Empty" calendar option allows you to delete all the events from a calendar. By emptying a calendar, all your events and reminders are removed and the calendar is clear.

Steps to Empty a calendar:

1. Login to Zoho Mail and navigate to the Calendar.

2. Right click the calendar to be emptied from the left pane of the screen.

3. Choose "Empty".

4. A prompt appears asking if you want to empty the calendar, Click Ok.

5. Emptying is now successful.

6. You can also empty the calendar by navigating to Settings > Calendar > Calendars > My Calendars. Click on the "Empty" option next to the calendar.

Note:

Only calendars that are listed under "My Calendars" can be emptied.

Delete Calendar:

You can remove a calendar from your Zoho Calendar using the Delete option. However, you cannot delete your primary calendar that is provided by default. All other calendars that are added under "My Calendars" can be deleted. The Group/App/Other Calendars cannot be deleted. But if you wish to remove the calendars from your Zoho Calendar account, then you can unsubscribe to the calendars to stop receiving any updates regarding the particular calendar. 

To delete a calendar from "My Calendars":

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Calendars > My Calendars.

3. Select the Delete option next to the calendar that you want to remove.

To unsubscribe to a Group/App/Subscribed calendar:

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Calendars > Group Calendar/App Calendars/Other Calendars.

3. Click the Unsubscribe option next to the calendar you want to remove.

Show/Hide Calendar:

All calendars that are added to your Zoho Calendar will be displayed on the left pane of the screen. You can choose to show or hide the calendars that are displayed by using the "Status" option.

To show/hide calendars from display:

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Calendars.

3. Choose the calendar you want to show/hide from the list of "My Calendars", "Group Calendars", "App Calendars" and "Other Calendars".

4. Turn ON/OFF in the Status.

Enable/Disable Calendar:

If you do not want the events from a particular calendar to show up, you can simply disable the calendar without hiding it from the main display on the left pane.

To enable/disable a calendar:

1. Login to Zoho Mail.

2. On the left pane of the screen, uncheck the "check box" of the calendar you want to disable.

3. The events will now be removed from the calendar display.

Calendar Reminders:

Reminders help you stay on track with your schedule. In Zoho Calendar, you can enable reminder notifications for all calendars in common or you can choose to enable reminders for every calendar separately. 

To enable reminders for all calendars:

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Calendar Preferences.

3. Turn on Reminder Notification.

To enable reminders for individual calendars:

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Calendars.

3. Choose your Calendar from "My Calendars", "Group Calendars", "App Calendars" or "Other Calendars".

4. Click the "Details" option next to the specific calendar. 

5. Select "Add Reminder".

6. Enter the time period and choose if you want to receive the reminder before or after the event.

7. Select if you want to receive the notifications "By email" or "By Pop-up".

8. Click Save.

Exceptions

While importing calendars, some events in the calendar might have event specific reminders. The calendar to which you are importing those events might have calendar specific reminders. In such a case, you will be prompted to replace the event specific reminders with the calendar specific reminders.

This prompt will appear in a dialog box with two options. If you choose "Yes", the event specific reminders will be removed. If "No", the event specific reminders will be left as they are.

Note:

In order to receive the pop-up reminder, you will have to be logged into Zoho Calendar.

 

Calendar Details:

Calendars that are added to your Zoho Calendar account are unique and carry a specific calendar ID. The Calendar ID of each calendar can be found out by accessing the "Details" of the particular calendar. Apart from this, you can also view and change the calendar name, calendar color, text color and reminders in the details. You can also include the calendar in Free/Busy sharing here.

To view the calendar details:

1. Login to Zoho mail.

2. Go to Settings > Calendar > Calendars.

3. Click on "Details" next to the specific calendar for which you want to view the particulars. 

Importing Calendars:

Any external calendar can be added to your Zoho Calendar through the "Import" feature. Importing helps you to manage your calendars in one single space without having to switch between various other calendars. By downloading and storing the specific calendar as an ICS file or by using the Calendar URL, calendars can be imported and stored. While importing the calendars, you can choose the specific calendar to which you want to add the events.

To import a calendar as an ICS file:

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Import.

3. Under "Import from ICS file", choose the ICS file to be imported or drag and drop the file.

4. Select the Calendar to which you want to import the ICS file.

5. You can select the options to overwrite events organized by you, include attendees, include reminders and mark events as private.

6. Click on Import to start importing the calendar.

To import a calendar using calendar URL:

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Import.

3. Under "Import from Calendar URL", enter the URL of the calendar to be imported. 

4. Select the calendar in Zoho Calendar to which you want to add the imported calendar.

5. You can select the options to overwrite events organized by you, include attendees, include reminders and mark events as private.

6. Click Import to start importing the calendar.

Note:

  • The calendar URL should support iCal format.
  • You can only import the events to the calendars under "My Calendars".
  • After import, if any changes are made in the external calendar, the above process needs to be repeated for the changes to get updated.

Exporting Calendars:

When you are working offline, it is better to get your important calendars added to your device's calendar to access on-the-go. Zoho Calendar gives you the option to export calendars under the section "My Calendars". This helps you download the file in ICS format to your device. You can import the file to your device calendar and manage your schedule.

To export the calendar:

1. Login to Zoho Mail.

2. Go to Settings > Calendar > Calendars > My Calendars.

3. Click on the "Export" option next to the calendar you want to download.

4. The calendar file is now downloaded to your device in ICS format.

 

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