Managing Events

Managing events

Create Event:

There are three ways to create an event on Zoho Calendar. 

Smart Add:

The Smart Add feature helps you create an event by identifying the event details from just a single sentence entered. For eg: If you have entered "Client Breakfast at 9 am on Monday", the feature immediately creates the event as "Client Breakfast" for the coming Monday at 9 am.

To create an event using Smart Add feature:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the "+" icon on the top left side of the calendar.

4. Fill the event details to create the event and tap Enter.

5. Your event is now added to the calendar.

Note:

  • Smart Add is available only for the English version of Zoho Calendar.
  • The date entered in Smart Add should be of the format "mm/dd/yyyy".
  • Use the '?' help icon in the Smart Add window to know about the syntaxes supported in Smart Add.

Example syntaxes for Smart Add:

  • Start-up meet from today till day after tomorrow.
  • Tech conference from Aug 12 for 3 days.
  • Cyclathon starting 6 am tomorrow.
  • Website designing contest from tomorrow to next weekend.
  • Science Exhibition from Monday to Friday.
  • Partners meet from 3-5 pm.
  • State book fair from Monday to weekend. 
  • Meet Paula in 3 hours.
  • Cricket Tournament from 3rd June to 29th August.
  • Coding Marathon from 20-Jun-2018 to 01-Jul-2018.
  • Business meet from July 2nd to August 13th.

Quick Add:

You can create an event by clicking on the grid of the calendar. If your event stretches across several hours or days, click and drag your mouse to the desired duration of the event. This will display a simple event creation box with three basic fields.

1. Enter the event title in the field.

2. Mention the location where the event is happening.

3. Pick the calendar to which the event should be added.

After specifying these three fields, click on the "Create" button to add the event. For further customization of the event, click on "More details". This will display some advanced options such as assigning reminders, scheduling recurring events, etc.

Detailed Add:

The Detailed Add version of creating an event comes with all the options that can be used to customize and create an event.

To use Detailed Add to add events:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the New Event button on the top left pane of the screen.

4. Enter the Event Title.

5. You can change the Time zone for an event irrespective of the Time zone that is set for your Zoho Calendar. When you set a different Time zone to the event, your event will be created for that particular Time zone.

6. Enter the Time duration, Color and Location.

7. Select the Calendar to which you want to add the event.

8. You can add the reminder, attachment, description and web URL linking to the event.

9. Click Save to complete creating an event.

Create Recurring event:

Some events on your schedule might have to be repeated every once in a while. To make the scheduling easier, Zoho Calendar helps you create an event with repeat option.

You can create a recurring event as follows:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click New Event from the left pane of the screen.

4. In the "Create Event" window, select the "Repeat" option.

5. When the Repeat window appears, enter the "Repeat" period and when the repeating "Ends".

6. Click Done and Save the event.

Create All-Day event:

If you have an event that is happening for an entire day, you can create an event as an "All-day" event on Zoho Calendar and update your free/busy status.

To create an event as an all-day event:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click New Event from the left pane of the screen.

4. In the "Create Event" window, select the "All Day" option.

5. Click Save and the event is created for the entire day.

Create Private event:

You can add an event and limit the visibility to "only you" or certain people that you add as attendees. Even if your calendar is shared as public, the event cannot be viewed by others.

To create a private event:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click New Event from the left pane of the screen.

4. In the "Create Event" window, select the "Private" option.

5. Click Save and the private event is created.

View Event:

After adding an event on your calendar, the event will be displayed with the "Time" and "Event Title".

If you want to view other details of the event:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the event you have added on your calendar.

4. In the pop-up, click View.

5. The event details will be displayed.

Edit Event:

You can make changes to the events any time you want using the "Edit" option. If you want to edit a reminder, change event timings, etc, you can do that using the "Edit" option.

To make changes to an event:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the event you have created on your calendar.

4. In the pop-up, click Edit.

5. After making changes to the event, click Save.

Delete Event:

Events that are created by mistake or events that have been cancelled can be removed from the calendar any time.

To delete an event from the calendar:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the event you have created on your calendar.

4. In the pop-up, click Delete.

5. The event will be removed from your calendar.

Note:

If you are deleting a Recurring event, you will be prompted to delete either the current occurrence alone or all instances.

Search Events:

If you are looking to locate a particular event from a list of events on your calendar, the search option can be used. You can search for events in your calendar using the Event Title, Event Location or the Organizer of the event.

To search for an event:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the Search bar on the top right-side of the calendar.

4. Choose if you want to search using "Title", "Location" or the "Organizer".

5. Enter the content in the search field and tap Enter.

6. The event list is displayed.

Note:

You can also access the "Search events" feature in the Calendar using the shortcut "/+c".

Change Event Theme:

Events created on Zoho Calendar can be customized for different color themes. There are ten default colors available for events. For example, your calendar is filled with both personal and work-related events, you can select two distinct colors for personal and work-related events on the same calendar to help you identify appropriately.

To choose an event color:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the event you have created on your calendar.

4. In the pop-up, click Edit.

5. In the "Edit Event" window, select the color of the event.

6. Click Save to create the event.

Event Reminders:

After creating an event, you might need reminders before a specific period of time to let you know that the event is happening. This helps you adhere to you schedule. Apart from adding reminders for calendars as a whole, you can customize reminders for every event that is added on the calendar. Depending on the reminder criteria set, you will be receiving notifications either before the start of the event or after the event ends. 

To set event reminders:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the event you have created on your calendar.

4. In the pop-up, click Edit.

5. In the "Edit Event" window, click on Add Reminder.

6. Select the following options for setting the reminder using the drop down list: Time duration, Before/After and By email/By Pop-up.

7. Click on Save.

Adding Attachments:

If you want to add more details about the event in the form of images or documents, you can include these files using the "Add Attachment" option. Using attachments while creating an event might make it professional and help people understand the agenda better.

To add attachments to the event:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click on the event you have created on your calendar.

4. In the pop-up, click Edit.

5. In the "Edit Event" window, click on Add Attachment.

6. Select the files you need to attach from your desktop.

7. Click on Save.

Sending Invites to Attendees:

When organizing meetings in your organization, you need to check the free/busy status of your colleagues before picking the best time for the meeting. In the "Create Event" window, there is an option to check the free/busy status of all the attendees of the event by just entering the email address of all the participants. After checking the free/busy status, you can alter and fix the best time, add the attendees and create the event. The event invitation request will be sent to the attendees and notifications will be dropped through email. After receiving the invitation, the attendees have to RSVP to the event after which the status will be updated to the organizer.

Steps to send event invites to the attendees:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click New Event from the left pane of the screen or Edit an event that is created already. 

4. In the "Create Event/Edit Event" window, enter the email addresses of the attendees and check for the Free/Busy status.

5. Set the free/busy slot to "All Times" or "Working hours" from the drop down on the right.

6. Use the "Find next available free time" option to locate the best time for the event and Click Ok.

7. You can also add a particular group that you are a part of in the "Attendees" section by clicking on the "Add members" icon.

8. Save the event.

9. The invites will be sent out to the attendees as an email.

Note:

If you are creating an event for a past date and adding attendees to it, the event invitation will not be sent to the attendees.

Update Event Invitation Status:

When an event is created and an attendee is added, an event invitation notification is sent as an email. The attendee needs to respond to the event invitation as "Yes", "No" or "Maybe" by clicking on the link in the email. Once the link is clicked, you will be directed to the event invitation page in calendar.zoho.com where you have to file your response. 

1. Login to Zoho Mail.

2. Click on the "Event Invitation" mail from the Inbox.

3. RSVP to the event by clicking on "View Event" in the event link.

4. You will be directed to calendar.zoho.com where you can file your response.

5. Click Update to register your response.

After the status is updated an email will be sent to the host confirming about the status.

Adding Events to a Group Calendar:

If you have subscribed to a Group calendar, then you can add events to it. Every time you add an event to a group calendar, the admin/moderator of the group gets notified about it and an email will be triggered. After the admin/moderator has accepted, the event will be added to the Group Calendar. 

Steps to add an event to a group calendar:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click New Event from the left pane of the screen.

4. In the "Create Event" window, select the group calendar from the "Calendar" drop down to which you want to add the event.

5. Click Save.

Associate Events with other Zoho Apps:

Events that are created on Zoho Calendar can be simultaneously added to the following Zoho apps:

  • Zoho CRM Task

When an event that is created on Zoho Calendar is associated with Zoho CRM, it is added as a Task on Zoho CRM. You can view the Tasks under the "Activities" tab in Zoho CRM. The date and time at which the event was added along with the owner of the task and the due date is added. You can set the priority of the task and mark the status in Zoho CRM. Deleting the event on Zoho Calendar will delete the CRM Task. You can also make changes to the event on Zoho Calendar and the changes will be reflected upon refreshing both Zoho Calendar and Zoho CRM.

  • Zoho Meeting

Meetings can be scheduled on Zoho Meeting by associating with Events on Zoho Calendar. After creating the event, you can find the meeting scheduled in Zoho Meeting under the "My Meetings" section. You can view the Date, Time, Time zone, Presenter, Participants and the Meeting link. When you remove the event on Zoho Calendar, the meeting will be cancelled and removed in Zoho Meeting. You can also make changes to the meeting by updating the event on Zoho Calendar. Upon refreshing both the apps, the changes will be applied.

  • Zoho Tasks

Associating an event that is created on Zoho Calendar with Zoho Tasks, helps you create a task in Zoho Mail Suite Tasks. You can login to Zoho Mail, navigate to Tasks from the left pane of the screen and view your event added as a Task. The Task name, calendar and who the task is assigned to is added. You can click on the task to make the necessary changes to it. When you delete the event on Zoho Calendar, the task will be deleted on Zoho Tasks. Changes made in the event on Zoho Calendar will be reflected on Zoho Tasks after refreshing both the apps.

  • Zoho Notes

Adding an event on Zoho Calendar and associating it with Zoho Notes creates a note on Zoho Mail Suite Notes. The note displays the date, location and the description that was added to the event. You can delete the note on Zoho Notes but the event will still remain on Zoho Calendar and you need to delete it separately. You can also edit the event on Zoho Calendar and the changes will be updated on Zoho Notes after refreshing.

To associate an event with other Zoho Apps:

1. Login to Zoho Mail.

2. Navigate to the Calendar.

3. Click New Event from the left pane of the screen or Edit an event that is created already. 

4. On the right side of the "Create Event/Edit Event" window, select the Zoho Apps you want to associate with.

5. Click Save to add the event

Note:

Events can be associated with Zoho apps only when added to the personal calendars and not to the group calendars.

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