Calendar Help

Concepts
About Calendar
Synchronizing Calendar
Why Use Categories?
What's an All Day Event?
What's a Recurrence Pattern?

How to
View Appointments
Create and Change Appointments
Change Options
Use Hardware Buttons

About Calendar

Use Calendar to schedule appointments, including meetings and other events. You can check your appointments in one of several views (Day, Week, Month, and Agenda) and set Calendar to remind you of appointments with a sound or other method.

Appointments for the day can be displayed on the Today screen.

If you use Schedule+ or Outlook on your PC, you can synchronize appointments between your device and PC.

Synchronizing Calendar

Appointments stored on your device can be synchronized with Schedule+ or Outlook on your PC. Calendar synchronization is automatically selected in ActiveSync.

Appointments entered on one computer are copied to the other during synchronization. If you add notes to your appointments, typed notes are added to your Schedule+ or Outlook data, while handwritten notes, drawings, and embedded recordings (if your device supports recordings) are added to Outlook only. Handwritten notes and drawings are saved as metafiles (pictures).

For more information on synchronization, see ActiveSync Help on the PC.

Why Use Categories?

Use categories to group related tasks, contacts, and appointments. Then, use these groupings to quickly display only the information you want. For example, you can easily share your device with another by assigning your appointments to a category with a special project's name. You can then use this category to filter Calendar and only display appointments for that project.

See Also
Assign a contact to a category
Assign a task to a category
Assign an appointment to a category

What's an All Day Event?

An appointment can either be a normal appointment or an all day event, which lasts the full day. Examples include a trade show, a vacation, or a seminar. You can also use all day events to schedule an annual event, such as a birthday or anniversary. In this case, change the Status box to Free (you may need to scroll to see it) so that it does not show time as busy in your calendar. All day events do not occupy blocks of time in Calendar; instead, they appear in banners at the top of the calendar.

All day events with attendees cannot be modified or created on the device. If you create all day events with attendees on your PC, use ActiveSync to copy such events to the device. Then, view them in Calendar. For more information on copying files, see ActiveSync Help. To use the device to schedule an appointment with attendees lasting all day, set type to Normal, then adjust the date and time appropriately.

See Also
Create an all day event

What's a Recurrence Pattern?

If you have an appointment or task that you do on a regular basis, such as a weekly team meeting or a monthly status report, enter the item once and set a recurrence pattern for it. If the default patterns in the list are not what you need, you can create your own pattern using the wizard.

See Also
Make a task recurring
Make an appointment recurring

View Appointments

You can view appointments in one of several views (Agenda, Day, Week, and Month). In Agenda view, upcoming appointments are displayed in bold. To see detailed appointment information in any view, tap the appointment. To see a list of available actions for an appointment, tap and hold the appointment.

	Tap   > Today to quickly see your appointments for the day.
	Month view displays symbols to indicate the types of appointments you have on a given day. An upward triangle indicates a morning appointment; a downward triangle indicates an afternoon appointment. If you have appointments in the morning and afternoon, a solid square is displayed. If you have an all day event, a hollow square is displayed.

See Also
Create and Change Appointments

Create and Change Appointments

Create or change an appointment

• To create an appointment, tap New. To select a new date from a pop-up calendar, tap the display date. To enter or select a new time, tap the display time. Enter the appointment details, and when finished, tap OK to return to the calendar.
• If you are working in Day view, tap the time slot for the new appointment and then New to have the time automatically entered for you.
• To change an appointment, tap it in the calendar, and then tap the upper portion of the summary screen. Change any appointment detail by tapping it and entering the new information. When finished making changes, tap OK to return to the calendar

	Tap the arrows to the right of the description and location boxes to choose from previous entries.
	When entering a time, you can type military and abbreviated time forms, such as 2300 (becomes 11:00 PM), 913pm (becomes 9:13 PM), 911 (becomes 9:11 AM), and 9p (becomes 9:00 PM).

See Also
Create an all day event
Make an appointment recurring
Set a reminder for an appointment

Create an all day event

1. Tap New.
2. Tap Type and select All Day.

	To change an all day event, switch to Day or Agenda view, tap the event listed at the top of the calendar, and then tap the upper portion of the summary screen.
	All day events with attendees cannot be modified or created on the device. If you create all day events with attendees on your PC, use ActiveSync to copy such events to the device. Then, view them in Calendar. For more information on copying files, see ActiveSync Help. To use the device to schedule an appointment with attendees lasting all day, set type to Normal, then adjust date and time appropriately.

See Also
Delete an appointment
Make an appointment recurring
Set a reminder for an appointment
What's an All Day Event?

Set a reminder for an appointment

1. In the calendar, tap the appointment, and then tap the upper portion of the summary screen.
2. Tap Reminder and select Remind me.
3. To change how many minutes before the appointment you are reminded, tap the minutes displayed.

	To automatically set a reminder for all new appointments, in the calendar, tap Tools > Options and select Set reminders for new items.
	To choose how you are reminded, for example by a sound, tap   > Settings > Personal tab > Sounds & Reminders.

See Also
Make an appointment recurring

Add a note to an appointment

You can add written or typed notes and even recordings (if your device supports recordings) to an appointment. This is a good place for maps, drawings, and other detailed information.

1. In the calendar, tap the appointment.
2. Tap Tap here to enter notes. For specific instructions, see Notes Help.

To edit an existing note, tap the appointment in the calendar, and then tap the note on the summary screen.

See Also
Assign an appointment to a category

Make an appointment recurring

1. In the calendar, tap the appointment, and then tap the upper portion of the summary screen.
2. Tap Occurs and select a pattern from the list. Or, to create a new pattern, tap Edit pattern, and follow the steps in the wizard.

See Also
What's a Recurrence Pattern?
Set a reminder for an appointment

Assign an appointment to a category

1. In the calendar, tap the appointment, and then tap the upper portion of the summary screen.
2. Tap Categories.
3. On the Select tab, select the categories you want to assign the appointment to.
4. To create a new category, tap the Add/Delete tab, enter the category name, and then tap Add. The new category is automatically selected in the Select tab.

To find an appointment assigned to a category, tap View > Categories and select the type of appointment you want displayed. To show all appointments again, tap View > Categories and clear all categories.

See Also
Find an appointment
Why Use Categories?

Send a meeting request

Use Calendar to schedule meetings with people who use Outlook, Pocket Outlook, or Schedule+. When attendees receive a meeting request, they can accept or decline the meeting. If they accept, the meeting is automatically added to their schedule. In addition, their response is sent back to you, and your calendar is updated.

Before you can send a meeting request, you must enter e-mail addresses in Contacts and set up Inbox to send and receive messages.

1. Tap New.
2. Enter the meeting information.
3. Tap Attendees (you will need to hide the input panel to see this box).
4. Select the contacts you want to invite.
5. Select other desired options and then tap OK.
   Inbox automatically creates a meeting request and sends it to the attendees the next time you synchronize with your PC. Any textual notes entered in the Notes tab (excluding writing or recordings) will be sent also.

If you are sending the meeting request through a connection to an ISP or the network, rather than through synchronization with your PC, tap Tools > Options. In Send meeting requests via, tap the service you want to use to send the meeting request.

See Also
Create or change an appointment
Transfer an appointment via infrared

Transfer an appointment via infrared

Align the infrared (IR) ports according to the instructions in your owner's manual so that they are unobstructed and within a close range.

• To send an appointment, in the calendar, tap and hold the appointment. On the pop-up menu, tap Send via Infrared.
• To receive an appointment, in the calendar, tap Tools > Receive via Infrared.

You can also receive IR transfers by tapping   > Programs > Infrared Receive.

See Also
Find an appointment
Infrared Transfers
Send a meeting request

Find an appointment

There are two ways to find an appointment:

• Tap   > Find, enter the appointment name, select Calendar for the type, and tap Go.
• In the calendar, tap View > Categories (you will not see this command if you haven't assigned any appointments to categories) and select the type of appointment you want displayed. To show all appointments again, tap View > Categories and clear all categories.

In Find, you can tap the Find arrow to select from a list of items you have looked for before.

See Also
View Appointments

Delete an appointment

1. In the calendar, tap and hold the appointment.
2. On the pop-up menu, tap Delete Appointment.
   The next time you synchronize, the appointment will be deleted from the PC also.

See Also
Find an appointment
Synchronizing Calendar

Change Options

In the calendar, tap Tools > Options.

• To see appointment indicators, select icons to be displayed in Show icons. You can choose to display indicators for such things as recurring appointments, appointments with notes, and appointments with reminders. Tap and hold an icon to see its name.
• If you are having trouble reading the calendar, select Use large font. You will see less appointment information.

See Also
Make an appointment recurring
Send a meeting request
Set a reminder for an appointment

Use Hardware Buttons