Zimbra Calendar FAQ

NOTE:  All of the following How-To's assume you have already logged in to the Zimbra web interface and have selected the Calendar tab




Comments or Suggestions for FAQs to add:

If you have other suggested FAQ's for us to add, please make a comment at the bottom this page using the 'Add new comment' link.  Thank you!

Add a Daily Note (called an All-Day event in Zimbra)?

In the old calendar system, users were able to make daily notes, which would show up at the bottom of the specified day.  Individuals and groups would use this for vacation days, appointments, etc.  The Zimbra system has this same functionality with All-Day Events.  Please read further for instructions on setting these up in Zimbra.

  • Select the New button to bring up the "Create Calendar Event" dialog box
  • Enter a subject for the Daily Note
  • Under Attendees, type the email address of each person you want to see this Daily Note.
    • NOTE: We have already created numerous <org>-staff distribution lists for use here.  If you want to notify your entire group, try typing the first 3 letters of your org to see if there is a distribution list available to use. 
  • Selecting a "Location" is optional for "All day events"
  • Select the "All day" checkbox to the right of the Start time
  • Select the Start and End dates for the event
  • Select "Free" from the pull down
  • Select which of your calendars to publish this event onto (The default Calendar is usually fine)
  • Select whether this event should be "Private" or not.
  • Select "Send" (in upper left of screen) to send notification of this event to all Attendees
    • NOTE:  Creating an All day Event will not identify you as busy in your calendar.  If you need to have your day blocked off, you will need to create a meeting on your calendar to do this.
    • NOTE 2: Saving a meeting (or All day event) does not put the meeting on anyone's calendar (except yours).  You can will need to select "Send" in order to notify others of this event.

Note - Employees can use the above method to inform their supervisors of their vacation/appointment plans.

Accept or Decline a meeting request?

  • Via Email (this only works from the Zimbra web interface):
    • At the top of the message, select "Accept", "Tentative", "Decline", or "Propose New Time"
    • You can also select which Calendar the appointment is added to (assuming you have more than the default calendar)
    • Once you select a Calendar and a response, the message is removed from your Inbox
  • Via Calendar:
    • Messages that you have not responded to are displayed with a red edge in the Calendar
    • Right click on a message you want to respond to
    • This brings up a menu where you can select "Accept", "Tentative", "Decline", et.

Add a filter so I don't see all the replies from Calendar invites?

NOTE: These instructions assume you are familiar with how to create a filter in Zimbra.  If you are not, please take a minute to read through the instructions for creating filters at https://cc.jlab.org/zimbra/emailFAQ

  • Bring up the "Incoming Message Filters", "Add Filter" dialog box
  • Name the filter something like, "CalendarInvites"
  • "Any" of the following conditions can be true to meet the condition:
    • "Calendar" "invite is requested"
    • "Calendar" "invite is replied"
  • Select an action to be performed when a message is selected.
    • I choose to file the message into a separate, appropriately named,  mailbox.  Other actions you can select include, "Discarding the message" or "Tagging the message".
  • Click "OK" to save the filter
  • Click "Save" to save the modified list of filters

Create a Contact Group List?

The Contact Group List feature allows you to create contact lists that contain multiple mailing addresses.  When you select a group contact name, everyone whose address is included in the group list is automatically added to the address field of the message.

You may select addresses from your Global Address List (GAL - a company directory) and from your address books.  Or, you can simply type in addresses, however, email addresses you type are not verified.

NOTE:  If you want to create the group list in an address book other than Contacts, before you start, select the address book and then click New Contact Group.  You may also move a contact group to another list after it is created.

  1. On the toolbar, click New dropdown and select Contact Group. The Contact Group form is displayed.
  2. In the Group Name field, type the name of this group list.
  3. To add members to this group, in the Find field on the right, type a name and then select whether to search in the GAL or in your Personal and Shared Contacts.  Click Search
  4. Names that match your entry are listed in the box below.  Select the names to enter and click the Add button.  At that point, the name(s) are added to the Group Members list on the left.
  5. You can also add email addresses directly in the Group Members list box.  Typed addresses can be separated by a comma (,), semicolon (;) or Return to start the address on a new line.
  6. Click Save on the toolbar.  The new Group Contact List is will be added to your Address Book.

Use a Contact Group to schedule a meeting?

Please use the instructions above to create your contact group.  Once it's been created, then you can do the following to schedule a meeting using that contact group.

  1. Go to New > Appointment
  2. Select a Subject/Title for your meeting
  3. In the Attendees field, type the name of your Contact Group.  This will cause your Contact Group to pop-up for you to select to add.

The attendees Free/Busy times will show up in the Scheduler below, which allows you to pick a meeting time accordingly.

See another Zimbra User's calendar?

To quickly determine if someone is busy or not, you can add them to your meeting's Attendees field.  They're calendar for that day will show up in the Scheduler field below.  Please use the color legend to determine their status.  If you hover over Busy times, then there may be a brief description.

In order to see specific colleagues calendars on a regular basis, you can add them to your Calendar Shares.  This provides a quick and easy way to always have their calendar accessible.

  1. Click on the Find Shares link under Calendars in the left pane.  This will bring up an Add Shared Folder.
  2. In the Find Shares box, start typing the name of the individual's calendar you'd like to view.
  3. Hit Search and in the above pane put a check mark next to their Calendar option.  To add more multiple users, continue searching and adding them to the above pane.  Be sure each user is checked before you proceed to #4.
  4. Hit Add and their User Name's Calendar will show up in your Calendars' pane.
  5. Put a check mark next to the user(s) calendar to view.

View multiple calendars at once?

You must first add the user's and room's calendars to your Calendar Share (instructions above) in order to use these instructions.

  1. Put a check mark beside each Calendar Share you'd like to view
  2. Go to View > Schedule

This view will put the selected calendars side by side.  To go back to your calendar, uncheck the shares and make sure your Calendar is checked.

See available meeting rooms?

NOTE:  Other than the View multiple calendars at once? option above, there is no quick way to view a group of meeting rooms.  The group view functionality is to be released with a newer version of Zimbra.  The CNI group currently has a trouble ticket in with Zimbra.

Staff Services and other Administrative groups are still designates for the same rooms across the site.  If you try to schedule in one of those rooms, you will receive an error message.  However, you may view the availability of rooms using two different methods:

FIRST - add each room to Location field:

  1. Click on the Calendar tab and go to New > Appointment.  This opens a new meeting.
  2. In the Location field, you may add meeting rooms by typing the building abbreviation (ex: CEBAF Center = CC) and selecting the room
  3. Add each room to view its availability in the Schedule pane
  4. When you find a room that's free, be sure it's the only room left in the location field.

SECOND - add room(s) on your Calendar Share:

  1. Click on the Find Shares link under Calendars in the left pane.  This will bring up an Add Shared Folder.
  2. In the Find Shares box, start typing the name of the room you'd like to view.
  3. Hit Search and in the above pane put a check mark next to the room's Calendar option.  To add multiple rooms, continue searching and adding them to the above pane.  Be sure each room is checked before you proceed to #4.
  4. Hit Add and the room(s) Calendar will show up in your Calendars' pane.
  5. Put a check mark next to the room(s) calendar to view.

This provides a quick and easy way to always have room calendars accessible.

Set my meetings/appointments to Public by default instead of Private?

By default, meetings/appointments are set to Private.  If you change this setting, then ALL your meetings/appointments will be Public by default.  In order to have a Private meeting, please be sure to check the Private box in the Appointment scheduling window.

  1. Go to Preferences and then Calendar in the upper left pane
  2. For 'Default appointment visibility:' change Private to Public
  3. Hit Save on the upper left to save these changes

Schedule a meeting?

  1. Click on the Calendar tab and go to New > Appointment OR drag and highlight your meeting time period.  Both will open a new meeting.
  2. Put the title of your meeting in the Subject field
  3. Add attendees to your meeting.  Start typing the attendees name and they will show up in a drop-down.  This allows you to easily add them.
  4. Add a room to the Location field of your meeting.  A drop-down will appear for you to select the correct room.
    • As you add attendees, and a room location, their calendar's will show up in the Scheduler pane.
  5. Confirm the time is correct
  6. Change the Display option as needed
  7. By default, the meeting is Private.  Uncheck Private if you want the meeting visible to non-attendees.
  8. Finally, hit 'Send' to email invitations to the room and attendees.  Email is the only way Zimbra handles invitations.
    • If you're not ready to schedule the meeting, you may hit 'Save', however, be sure to 'Send' out an invitiation when you want to finalize your meeting.

Allow another user to manage my calendar?

If you would like, the CNI group can do this for you.  Please submit a CCPR detailing who you would like to manage your calendar.  However, you may also do the following.

  1. Right-click on your Calendar in the Calendars Share window in the top left pane.
  2. Click on Share Properties
  3. In the Email field, type the email address(es) of who you'd like to share with
  4. In the Role section, be sure to select the Manager option
  5. Select 'Allow user(s) to see my private appointments IF you want them to see ALL appointments
  6. In order for the end user to accept your share, the Message option should be 'Send standard message'

Share my calendar as a web link to JLab and non-JLab users?

When you go through the instructions to 'Allow another user to manage my calendar', the URL pane gives you links to your calendar that you can share with JLab or non-JLab users.