ONEOffice Calendar

  • Set Up Your Calendar
  • Calendar Basics

    Event reminders, invitation replies, calendar sharing, additional calendars

    Set up event reminders

    By default, your calendar event reminders are turned off. Turn on event reminders to receive either a pop-up message or an email notification before a meeting. 

    1. Open ONEOffice Calendar.
    2. In the upper-right corner of the page, click Settings > Calendars
    3. Under My Calendars, click the Notifications link for your calendar. For example:

    4. In the Event reminders section, click Add a Reminder:

    5. Set reminder options. 

    6. Click Save at the bottom of the page.

    Set up invitation replies

    Turn on invitation replies to receive an email message when someone you invite to a meeting accepts or declines your invitation.

    1. Open ONEOffice Calendar.
    2. In the upper-right corner of the page, click Settings > Calendars
    3. Under My Calendars, click the Notifications link for your calendar. For example:

    4. In the Choose how you would like to be notified section, select the Email check box for Invitation replies.

    5. Click Save at the bottom of the page.

    Tip: Get your list of meetings for the day automatically emailed to you each morning! Just click the Email check box for Daily agenda.

    Share your calendar

    By default, your "free/busy" calendar information is shared with everyone in the [your domain] domain. You can share additional information with everyone or just specific employees, or stop sharing all calendar information.

    1. Open ONEOffice Calendar.
    2. In the My calendars list on the left, click the down-arrow next to your calendar, and then select Share this calendar

    3. Select the sharing options you want to use for your calendar.

    View another user's calendar

    If other users have shared their calendars with you, you can view those calendars. If a user hasn't yet shared his or her calendar with you, you can send a request to that person. 

    1. Open ONEOffice Calendar.
    2. In the Other calendars list on the left, click the Add down-arrow, and then select Add a friend's calendar.

    3. Enter the appropriate email address, and then click Add.
    If the user has shared his or her calendar, it appears in your list under Other calendars, and the user's events appear on your calendar. 
    If the user has not shared his or her calendar, you'll see a page on which you can send a request to the user. 
    4. Edit the default message if you like, and then click Send Request

    Tip: To hide or show the user's events on your calendar, simply click the calendar in your list.

    Create another calendar

    You can create any number of secondary calendars. For example, you can set up a calendar for your workgroup or team to share. Each calendar you create appears in your list under My Calendars

    1. Open ONEOffice Calendar.
    2. In the My calendars box on the left, click Create

    3. In the Create New Calendar window, enter a name for the calendar. You can also select a time zone and sharing options for the calendar.
    4. When you're finished setting up the calendar, click Create Calendar.


    Scheduling, invitations, attachments, & printing

    Your calendar view

    Open ONEOffice Calendar. You'll see your calendar weekly view. For example:

    To change your calendar view, click the tabs in the upper-right corner of the view:

    Schedule a meeting

    You can schedule a meeting by clicking the Create Event link or by just clicking right on your calendar view. 

    1. Open ONEOffice Calendar.
    2. Do either of the following:

    Option 1: In the upper-left of your calendar, click Create Event to open the event details page.

    Option 2: Or, click a spot on your calendar to create a 1-hour event, or click and drag to create an event of more than 1 hour. Then type the event title in the box. For example:

    Click Create Event to immediately publish the event, or click edit event details to continue setting up the event.

    3. Enter details, such as recurrence, attendees, an agenda, and a reminder. 
    4. Click Save.

    Invite attendees and enter meeting details

    If you've already scheduled and published your meeting, you can edit its details by clicking the title of the meeting on your calendar: 

    Note: Once you've finished entering meeting details, click Save at the bottom of the meeting details page.

    To invite attendees:

    1. Open your meeting.
    2. Click Check guest and resource availability

    3. In the Find a Time window, in the Attendees field, enter the first few letters of an attendee's full name to look up the address in your corporate directory.

    Important: You can add a group (mailing list) address to the attendees list, if your administrator set up groups for your domain. Or, you can create your own contact group in your personal contact. Click Contacts at the top of your Calendar window.
    4. In the Find a Time window, check availability of attendees. This window shows the free/busy information for any employee[, even those still using Outlook]. If necessary, use the options in the window to change the time for your meeting.
    5. Click OK.

    Alternatively, you can invite attendees as follows: In the Guests box on the right, enter the email addresses of the people you're inviting, or click the Choose from contacts link to open the Contacts Picker, with which you can find addresses of the employees, or add a contact group that you already created.

    Important: If you copy and paste an attendee list from Outlook Calendar to ONEOffice Calendar, you must change the semicolons that separate the addresses to commas. <>
    6. Optionally, in the Guests box on the right, let attendees invite more people to your event or view who else was invited.
    7. Click Save.

    ONEOffice Calendar asks you whether you want to send invitations to the attendees. Your attendees can respond to the meeting invitation and leave comments.

    To book a room or other resource for your meeting:

    1. Open your meeting.
    2. Click Check guest and resource availability.

    3. In the Find a Time window, under Where, do either of the following:

    • Start typing any part of the room or other resource's name in the "filter room" box. A list of matching resources appears in the list. For example:

    • Browse the list to find the room or other resource you want to book. For example:

    4. Check if the resource is available during the time of your meeting:

    Resource available
    Resource not available 

    5. To book a resource or to see all of its free/busy times, select it in the list, and then click Add. If necessary, use the options in the window to change the time for your meeting.

    Click OK.

    To set a reminder for your meeting:

    1. Open your meeting.
    2. In the Options box on the right, choose the type of reminder you want (pop-up or email message) and when you want to receive it:

    To add more reminders, click Add a reminder

    To set up a recurring meeting:

    1. Open your meeting.
    2. Select an option in the Repeats drop-down list

    Add an attachment to a meeting invitation

    At this time, ONEOffice Calendar doesn't let you add a file attachment directly to a meeting invitation. However, you can add a link to a document on your intranet or to a document you created in ONEOffice Docs. 

    To attach a Microsoft Office document, you can upload it first to ONEOffice Docs (which converts it to the ONEOffice Docs format), and then add the URL to the ONEOffice Document to your event. Alternatively, send the attachment in a separate email message.

    1. Open your meeting.
    2. Copy and paste the URL to the document in the Description field:


    1. Make sure the Attach ONEOffice Docs Calendar Lab is enabled: Click Settings > Labs
    2. Open your meeting.
    3. In the meeting details, click Attach a ONEOffice Document.

    Note: Alternatively, you can do either of the following: 

    • Send the attachment in a separate email message to attendees.
    • Schedule the event through ONEOffice Email: Compose a new message and attach the file. Then click Add event invitation and enter information about the event (available for domains in the U.S. only).

    Print your calendar

    1. Make sure the calendars you want to print are selected in your list under My Calendars. If not, simply select the calendars to highlight them. 
    2. At the top of the calendar view, select the view you want to print; for example, Day or Week:

    3. At the top of the calendar view, click Print.
    In the Calendar Print Preview window, you can select a font size, page orientation, and other options.
    4. Select the options you want, and then click Print.