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Schedule events and milestones with a calendar

You can use the default events calendar, named Calendar,to post events -- such as team-related, business, social, and all-day events, or milestones -- such as project deadlines and product release dates. A calendar has a special calendar view that helps you visually plan and locate events, by day, week, month, and year. However, a calendar is a list, so you can create views of events, dates, times, locations, and other related information, in much the same ways as other types of lists.

Note:  Although not discussed in this Help topic, you can also create a group or resource calendar to schedule and coordinate meetings for your colleagues, and reserve resources, such as audio visual equipment and meeting rooms. You can even overlay up to ten calendars into one calendar to help you better coordinate activities across different calendars. Finally, you can synchronize calendars with e-mail servers and programs that are compatible with SharePoint technologies, such as Microsoft Exchange and Microsoft Outlook 2010.

Find more information about these other calendar features in the See Also section.

What do you want to do?

Learn more about event calendars

Change a calendar view

Create a new calendar

Modify a calendar

Manage events on a calendar

Add an event by using a form

Add an event by sending e-mail

Edit an event by using a form

Delete an event

Delete a calendar

Learn more about event calendars

A default calendar, named Calendar, is often created for you when your administrator creates a new site. You can use this default calendar:to post events -- such as team-related, business, social, and all-day events; or post milestones -- such as project deadlines and product release dates. A calendar has a special calendar view that helps you visually plan and locate events, by day, week, month, and year. You can quickly locate a day or time slot, and edit events. Several buttons and controls also help you navigate forward and back within the calendar view, for example to see the next month or previous year, as the following illustration shows.

A basic calendar

Enter events at a specific time of day or as all-day events.

Select a day or time slot to display the Add link, and then click it to add events.

Click the event title to see basic event details.

Click to see all event details.

If you don't need to customize the default calendar, you and your team can start adding events to it right way. You can either add events to a calendar by typing them in, or by sending e-mail messages, which can also include attachments. Typical events include budget reviews, status report and other reminders, staff meetings, project "SCRUMs", vacation days, lunch dates, conferences, and job-related milestones.

You can even use the mouse to select and drag calendar items. In general, click a day, time slot, or event to select it. Click free space on the calendar to deselect it. Once an event is selected, drag the event to another day or time slot, or press ESC to cancel the drag operation.

You can also customize any calendar by changing its name or other settings. To do this, you must have permission to change the design of lists. Because a calendar is a list, you can manage the process for updating your calendar in the same way you manage the updates to any list. For example, you can:

  • Require approval for items that are submitted to a calendar.

  • Manage which groups of people can edit or see events by using permissions.

  • Track versions of calendar items, so you can see what has changed and to restore previous versions.

  • Set alerts on calendars to get e-mail notices.

  • Create views of events, dates, times, locations, and other related information.

  • Send a link to the calendar to a business partner or distribution list (In the ribbon, click the Calendar tab, and then in the Share & Track group, click E-mail a link.

Creating additional calendar views can be useful, especially if the calendar is extensive or you need to see the events in a tabular form. For example, you might want to create a filter to see a subset of dates, such as events over the next two weeks, and perhaps display this list in a Web Part on the Home page of the site.

Find more information about managing and creating views in the See Also section.

Notes: 

  • When a site is created, a specific time-zone is defined. This time-zone may or may not be the same time zone as the one defined in your computer. To identify the time zone for a site, contact your site administrator. To identify the time zone for your computer, display the Date and Time Properties dialog box (In the Windows Control Panel, Open Date and Time).

  • To customize a calendar view, use a Web page editor compatible with SharePoint technologies, such as Microsoft SharePoint Designer 2010.

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Change a calendar view

There are a number of ways to navigate a calendar. You can: change the display to a day, week, or month view; display different years by using a date picker; use arrow keys to quickly switch between months, weeks, and days; expand and collapse date entries, and click the date number to display the full calendar for that day.

Viewing a calendar

Customize the calendar view by month, week, or day, or expand and collapse event details from the ribbon.

See previous or next Month, Week, and Day views quickly by using these arrows.

Click the date number to see all events on one day when month and week calendar view is displayed.

Use the date picker in Year view to display a different year or locate a month, or in Month view to locate a specific date.

Highlight the current day in the calendar view.

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Create a new calendar

  1. Navigate to the site containing the calendar for which you want to create a new calendar.

  2. Click Site Actions Site Actions Menu , click View All Site Content, and then click Create Create Button .

    Note:  A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. On the Create page, under Tracking, click Calendar.

  4. In the Name box, type a name for the calendar. The calendar name is required.
    The name appears at the top of the calendar page, becomes part of the Web address for the calendar page, and appears in navigational elements that help the user to find and open the calendar.

  5. Click Create.

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Modify a calendar

  1. Navigate to the site containing the calendar that you want to modify.

  2. Click the name of the calendar on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the calendar.

    Note:  A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. In the ribbon, click the Calendar tab, and then in the Settings group, click List Settings.

  4. To change the title and description, under General Settings, click Title, description and navigation, and then type a different title and description.

  5. To change the link to the calendar on the Quick Launch, click Yes or No in the Navigation section.

  6. If an E-mail section is available on the New Item form, your administrator has enabled your site to receive content by e-mail. If you want to change whether people can add events to the calendar by sending e-mail, click Yesor No. Then, in the E-mail address box, change the first part of the address that you want people to use for the calendar.

  7. Click Save.

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Manage events on a calendar

You can add events by using a form or by using e-mail. You can also modify these events, and delete them. You must have Design permission for the calendar to able to do these operations.

Add an event by using a form

  1. Navigate to the site containing the calendar for which you want to add an event.

  2. Click the name of the calendar on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the calendar.

    Note:  A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Point to the day or time slot for which you want to add the event, and then click Add. The New Item form is displayed.

    You can also double-click the day or time slot. In Day view, which has half-hour increments for a time slot, you can drag through a larger time period, such as 8:30 to 12:00, and then click Add.

  4. Enter the information, such as the Title, Location, Start Timeand End Time.

  5. To make the item an all-day event, select the Make this an all-day activity that doesn't start or end at a specific hour check box in the All Day Event section.

  6. To make the event repeat, for example at 11:00 every Wednesday, select the Make this a repeating event check box in the Recurrence section.

  7. To save the event, click Save.

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Add an event by sending e-mail

Calendars can be set up so that people can add items by sending e-mail, if your site is enabled to receive content by e-mail. You can send calendar items from calendar or e-mail programs that support the iCalendar format. Before you can send e-mail to a calendar, you need to know whether the calendar is set up to receive e-mail, and then obtain the address.

O btain the e-mail address for the calendar by d o ing one or more of the following:

  • Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain it from the person who set up the list. Then you can add it to the contacts list of your e-mail program, so that you can easily find it later.

  • View the description of the list, which appears just under the title of the list. Your site owner may have added the e-mail address of the list to its description.

  • View the e-mail settings for the list, if the e-mail address does not appear in the description of the list and you have permission to view the list settings:

    1. Navigate to the site containing the list for which you want to send an event by e-mail.

    2. Click the name of the list on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the list.

      Note:  A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

    3. In the ribbon, under the Calendar Tools section, on the Calendar tab, in the Settings group, click Settings.

    4. On the List Settings page, if the list is enabled to receive e-mail, its address appears under List Information, next to E-mail Address.

  • Use the e-mail address of your SharePoint group to send the calendar item as an e-mail message. Your organization may have its own e-mail list, called a SharePoint group, which enables its members to send e-mail to each other. The SharePoint group address can contain the addresses of calendars, so that when you send e-mail to members of the group, attachments to the messages are automatically added to your calendar.

Send e-mail to a calendar

  1. To send a calendar item, send a meeting request or an appointment from your e-mail or calendar application.

    Calendars can be set up to also receive attachments to items by e-mail. To include an attachment with your calendar item, attach the file to your meeting request as you normally do.

  2. In the To or Cc box, enter the address of the calendar. If your SharePoint group already includes the calendar, enter the e-mail address of the SharePoint group instead.

  3. Send the message. In most e-mail applications, you click Send to send the message. The item is added to the list and should appear in the list.

  4. If you do not see the item in the list right away, refresh the browser.

Depending on the settings of your e-mail server, it may take a few moments for your list item to appear.

If you send a calendar item to a site by using e-mail, you need to let your meeting attendees know if the meeting changes. If you change the meeting details on the site, meeting updates and cancellations are not sent automatically from the site.

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Edit an event by using a form

  1. Navigate to the site containing the calendar for which you want to add an event.

  2. Click the name of the calendar on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the calendar.

Note:  A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  1. Locate the event you want to edit, click the text link, and then click Edit Item.

  2. Edit the event by doing one or more of the following:

    • Change the information you want, such as the Title, Location, Start Time and End Time.

    • To change the item from or to an all-day event, select or clear the Make this an all-day activity that doesn't start or end at a specific hour check box in the All Day Event section.

    • To make the event repeat, for example at 11:00 every Wednesday, or a one-time event, select or clear the Make this a repeating event check box in the Recurrence section.

    • To save your changes, Click Save.

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Delete an event

  1. Navigate to the site containing the calendar for which you want to delete an event.

  2. Click the name of the calendar on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the calendar.

    Note:  A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Locate the event you want to delete, and then click the text link. The event form displays.

  4. In the ribbon, click the View tab, and then in the Manage group, click Delete Item.

  5. When you are prompted to confirm the operation, click OK.

    You can also select the event, and then press DELETE.

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Delete a calendar

Important: When you delete a calendar, you also delete items, metadata about the items, version history, calendar settings and specific permission levels that are associated with the calendar. Before deleting a calendar, you should make sure that no one is currently using the calendar and that no one is going to need the calendar. You should also ensure that you understand your organization's process and policies for deleting calendars. These policies may restrict the permission to delete calendars.

  1. Click the name of the calendar on the Quick Launch, or click Site Actions, click View All Site Content, and then under the appropriate Lists section, click the name of the calendar.

    Note:  A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  2. In the ribbon, under Calendar Tools, click the Calendar tab, and then in the Settings group, click List Settings.

  3. Under Permissions and Management, click Delete this list.

  4. When you are prompted to confirm the deletion, click OK if you are sure that you want to delete the library.

Depending on how your site is set up, you may be able to recover a library that you accidentally deleted by using the Recycle Bin. Find links to more information about using the Recycle Bin in the See Also section.

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