The following directions explain how to create a simple calendar event. To learn more about other calendar features—such as setting recurrence, creating reminders, controlling privacy, and inviting guests— To add an event, perform the following steps:

1. Choose one of the following: 
   • In the Calendar, click the Add Event button.
   • In the Calendar, double-click the day/time on which you want to add an event.
   • In the Calendar, right-click the day/time on which you want to add an event and select Add Event.
      
     
2. In the Subject box, enter a description of the event.
3. Adjust start and end times, as needed. Or, to make the event an all day event, click the All Day Event box.
4. Click the Save button.

To set recurrence details, do the following:

1. In the Calendar, double-click the event you want to make recurring. OR, right-click the event and select Open Event.
    
   
2. Click the Set Recurrence link, located at the top of the event window.
3. Click the Daily, Weekly, Monthly, or Yearly tab to create a daily, weekly, monthly, or yearly recurrence.
4. In the resulting tab, indicate how often the event should occur.
5. In the Range section, indicate when the recurrence should end.
6. When you are done, click the Set Recurrence button.
7. Click the Save button.

To receive an alert reminder (via a pop-up window, an email message, or a text message) before an event, perform the following steps:

1. In the Calender, double-click the event for which you want to manage reminders. OR, right-click the event and select Open Event.
    
   
2. To receive a pop-up alert, select the Alert check box and then indicate how soon before the event you want to be reminded. Note: You must be logged into webmail to see the pop-up alert. 
3. To receive a reminder via email, select the Email check box and then indicate how soon before the event you want to be reminded.
4. To access additional reminder options, click the Reminder Options link, located at the top of the Event window, and then choose any of the following:

    

   • Alert—To receive a pop-up alert, select the Alert check box and then indicate how soon before the event you want to be reminded. Note: You must be logged into webmail to see the pop-up alert.
   • Email—To receive a reminder via email, select the Email check box and then indicate how soon before the event you want to be reminded.
   • Alternate Email—To receive a reminder via email at an alternate email address, select the Alternate Email check box. Enter an email address in theEmail Address box, and then indicate how soon before the event you want to be reminded.
   • Text Message—To receive a text message reminder, select the Text Messagecheck box. Enter a phone number in the Phone Number box and select a service provider. Then indicate how soon before the event you want to be reminded.
   • Use these reminders as default—If you want to save these reminder settings as your default for all new events, select the Use these reminders as defaultcheck box.
      
     
5. Click the Save button.
6. Click the Save button.

If your account is set up to use shared calendaring, you may be able to control who can and cannot view your calendar. This setting is determined by your email administrator.

When your calendar is shared with other users, they are able to view your calendar and event details. You can also allow other users to edit or add events to your calendar.

You may want to make certain events private (e.g., doctor appointments). 

To share a personal calendar, do the following:

1. Right-click the personal calendar and select Edit.
    
   
2. Click the Permissions tab. Modify sharing as follows: 
   • Under Viewing Permissions select the sharing option for this personal calendar.
   • If you are only sharing with specific users or you want to allow specific users to add and/or edit events on this calendar, click the Add User button. Select user and permissions, as desired, and click the OK button.
3. When finished, click the Save button.

Note: For your shared users to see your calendar, they will need to add your calendar to their list of shared calendars. 

To edit a personal calendar, perform the following steps:

1. Right-click the personal calendar and select Edit.
    
   
2. Enter a new name for the calendar, as desired.
3. Enable or disable calendar feeds, as desired. 
4. To edit calendar permissions, click the Permissions tab. Modify sharing as follows: 
   • Under Viewing Permissions select the sharing option for this personal calendar.
   • If you are only sharing with specific users or you want to allow specific users to add and/or edit events on this calendar, click the Add User button. Select user and permissions, as desired, and click the OK button.
5. When finished, click the Save button.

To add another user’s shared calendar, perform the following steps:

1. In the Calendar, right-click a shared calendar and select Add Shared Calendars. Or, click the green plus + icon, located beside the Shared Calendars heading in the left pane.
    
   
2. Choose one of the following: 
   • Select users from the Available Calendars box, and then click the Addbutton. To select multiple users, press and hold the Ctrl key while clicking the names.
   • Enter an email address in the Email Address box and then click the Addbutton.
3. If you want to stop viewing a shared calendar, select the user from the All Selected Calendars box, and then click the Remove button. To select multiple users, press and hold the Ctrl key while clicking the names.
4. Click the Save button.
5. To view a shared calendar, click once on the calendar name, as it appears in theShared Calendars list.

Note: To view another Rackspace Email user’s calendar, the user must turn on the sharing feature and give you permission to view the calendar. To learn more, please see the help topic, “Share Personal Calendar.”

To view an Exchange user’s calendar, the user must log into the Exchange User Control Panel and grant viewing permissions. To learn more, please see the help topic, “Share Calendar with Non-Exchange User.”

To delete a shared calendar, perform the following steps:

1. In the Calendar, right-click a shared calendar and select Delete.
    
   
2. When you are prompted to confirm that you want to delete the calendar, click the OK button.

Importing Calendar Events Through Webmail:

You can use the calendar to invite attendees to an event, manage attendee responses, and send notifications of any changes. This feature is compatible with all iCal-compliant calendar applications. To invite attendees to an event, perform the following steps:

1. In the Calendar, double-click the event for which you want to manage invitations. Or, right-click the event and select Open Event.
    
   
2. In the Invite section, click the Add button.
3. Do one of the following: 
   • Enter an email address in the box and click the Add button.
   • Click the Contacts link to select from contacts in your contact list. Select a contact list from the drop-down menu. Select the contact you want to invite, and then click the > button. Use Ctrl-click to select multiple contacts. When you’re done, click the OK button.
      
     
4. To remove an attendee, click the attendee’s name and then click the Removebutton.
5. When you are done adding attendees, click the Save button.
6. Click the Save button again.
7. You will be prompted to indicate whether you want to send invitations to the attendees (or to specific attendees only, if you changed the list). When you send invitations, attendees are able to automatically send you a response, indicating that they have accepted, tentatively accepted, or declined your invitation.

Note: To view your attendees, and the status of each attendee’s response, double-click the event, and then click the Attendees link.
 

When you are sharing your calendar with other users, you may want to hide events that you want to keep private. When an event is private, other users will see that the time is reserved, but all event information will be hidden. To create a private event, do the following:

1. In the Calendar, double-click the event you want to make private.
2. Select the Private Event check box to make the event private.
    
   
3. Click the Save button.

Note: To learn more, please see the help topic, “Share a Personal Calendar.”

To import calendar events from any iCal-compliant calendar application, do the following:

1. Create a Comma Separated Value (.csv) export file from your calendar application (e.g., Outlook).
2. In the Calendar, click the Import button.
3. Click the Browse button to locate and select the .csv file you created in Step 1.
4. Click the Open button.
5. If you have more than one personal calendar, select the appropriate calendar in the Import Into Calendar drop-down menu.
6. Select the Allow duplicate events check box, if desired.
7. Click the Import button.

To add a personal calendar, perform the following steps:

1. In the Calendar, right-click a personal calendar and select Add Personal Calendar. Or, click the green plus “+” icon, located beside the Personal Calendars heading in the left pane.
    
   
2. Enter a name for the personal calendar.
3. Under Permissions, select a sharing option. Note: Additional permission options are available after creating the calendar. You can share the calendar with specific users, and you can allow them to add and edit events. To learn more, please see the help topic, Edit Personal Calendar.
4. Click the Save button.

When you delete a calendar, you delete all events associated with that calendar. To delete a personal calendar, perform the following steps:

1. In the Calendar, right-click a personal calendar and select Delete.
    
   
2. When you are prompted to confirm that you want to delete the calendar, click the OK button.

Note: You must have at least one personal calendar.

To rename a shared calendar, perform the following steps:

1. Right-click the shared calendar and select Rename.
    
   
2. Make changes to the calendar name, as desired.
3. Click the Save button.

Rackspace Email users can share their personal calendars with anyone via public and/or private calendar feeds. To share a calendar feed with someone on a different platform (i.e., anyone who isn’t a Rackspace Email user), via Outlook, perform the following steps:

Step One: Enable the Calendar Feed

Enable your public or private calendar feed URL and then send the URL to the other user, with whom you want to share your calendar. To learn more, please see the support article, Use Calendar Feed.

Step Two: Add the Calendar in Outlook

The other user then needs to add the calendar feed in Outlook:

1. In Outlook 2007, select Tools / Account Settings.
2. Click the Internet Calendars tab.
3. Click New.
4. Enter the URL that the Rackspace Email user sent you.
5. Click the Add button.
6. Make changes to the Folder Name, as desired.
7. Click the OK button.
8. Click the Close button. In the Calendar left pane, the new calendar will appear in your Other Calendars section.

Calendar feeds let you share your calendar with external users. The calendar feed is an iCal compatible URL that can be opened through a browser. For Windows, Internet Explorer will open the link in Outlook, and Firefox will give the options of Outlook or the online calendar solution, 30 Boxes. For Mac, Safari will open the link in iCal, and Firefox will give the options of iCal or the online calendar solution, 30 Boxes. Events cannot be added or edited in the shared calendar. To use the calendar feed, perform the following steps:

1. Right-click a personal calendar and select Edit.
    
   
2. Under Calendar Feed, click the Enable link to activate the URL. Note: The Public URL will show private events as Busy with no additional details. The Private URL will show all details for all events, whether they are marked as private or not.
    
   
3. Click the Enable URL button.
4. To share the enabled URL, click the Email this URL link. An email compose window will open with the embedded calendar feed URL. Enter additional text, as desired. The recipient(s) of this URL will be able to view your calendar.
    
   
5. If you use the Private URL, you can reset access to it. To discontinue current access, click the Reset link. You will need to send the new URL to share this calendar feed again.
    
   
6. To discontinue access to either calendar feed, click the Disable link.
7. When you are finished, click the Save button.