Working with calendars

Working with SharePoint calendars

The SharePoint administrator defines the content of the SharePoint calendars and the different views available to users. The screenshots shown below are examples of one type of content that can be found in calendars. These can differ from system to system.

Calendars are one type of list. Read Working with lists to learn more on SharePoint lists in harmon.ie.

To view a calendar:

  1. Find the required calendar, and then tap its name.
    The Calendar panel opens in the default view and scope defined by the SharePoint Administrator.
  2. Tap the view selector icon (), below the calendar name, to change the current view.
    SharePoint calendars have at least two views:
    • Calendar displays the selected calendar in a tabular view.
    • All Events displays the selected calendar in a list view.
  3. Tap the New Event icon () to create a new event.
  4. Use the Actions menu () to perform specific functions on the calendar:
    • New Event creates a new event.
    • Calendar Scope enables you to choose between Day, Week, and Month scopes. Only available in calendar tabular views. Not available in iPad.
    • Views enables you to select one of the available views.
    • Go To enables you to go to a specific date in the calendar or to Today. Only available in calendar tabular views.
    • Add Favorite marks the calendar with its current view as a favorite. This option is only available if the calendar is not marked as a favorite.
    • Remove Favorite removes the calendar from your favorites. This option is only available if the calendar is marked as a favorite.
    • Refresh refreshes the calendar from SharePoint. Only available in list views.
    • To Top () scrolls the events list upwards. Only available in list views.
    • To Bottom () scrolls the events list downwards. Only available in list views.
    • Sort displays the available options to sort the events list. Only available in list views.
    • Search enables you to search for events. Only available in list views.
  5. Tap the Back icon () to close the event list and return to the previous page.
  6. Tap the Breadcrumbs icon () to view the breadcrumbs of the current calendar.

Calendar view

In Calendar tabular views:

  • In mobile phones, tap the Calendar Scope icon (), and select between Day, Week, or Month scope.
    In tablets, tap one of the Calendar Scope icons (, , ) to view the calendar in Day, Week, or Month scope.
  • Use the back () and next () icons to move the calendar backwards or forwards in the selected scope.
  • Tap the Go To icon () to show a specific date in the calendar, or to show Today.
  • In Week scope: Tap a day header to change to the Day calendar scope.
  • In Month scope:
    • The current day is indicated by a blue triangle in the top right corner of the day.
    • A dot in the day indicates there are events saved on that day. This does not apply to tablets.
    • By default, the current day's events are listed in the area below the calendar. If you select another day in the calendar, its events are shown.

Note: To add attachments to offline calendars, you must save the calendar offline when in list view.

In list views:

Event list

Event types:

Within a calendar or event list view, there are a number of event types, each of which is designated with a different icon and color:

  • Regular event (). Indicated with the color orange.
  • All day event (). Indicated with the color green.
  • Recurring event ().
  • Exception event ().

Note: An event that spans a number of days is regarded as a regular event and indicated with the color orange, even though it includes a number of full ("all") days.

To view Event Info:

You can access the Event Info panel from any of the available views.

  1. Tap an event in the view to display the Event Info panel.
  2. Tap the Send Email icon () to send the Event Info as a link or an attachment.
  3. If the item has been saved offline, the offline status of the local copy is shown in the header below the item's title.
  4. Tap a user name in any field (such as Created, or Modified) to view the Profile Info of that person.
    Tap the Back icon () at the bottom left of the page to go back to the item panel.
  5. Tap the Attachment icon () to view or delete an attachment. The number of attachments is displayed next to the Attachment icon. You can also add an attachment to an item.
  6. Use the Actions menu () to perform specific functions on the Event Info panel:
  7. Tap the Close icon () to close the Event Info panel (and any subsequent pages you may have opened).

Event information

To create a new event:

  1. Find the required calendar, and then tap its name.
  2. You can create a new event using one of the following methods:
    • Tap the Actions menu in any calendar view (), and then tap New Event ().
    • Tap the New Event icon () at the bottom of any calendar view.
    • In the Calendar tabular view, tap and hold the date (in Month scope) and/or the time slot (in Day or Week scope) in which you want to create the new event. When you release, the New Event page appears.
  3. Enter the required information including the event start and end date and time. Read editing SharePoint list items for more information.
  4. Tap Save to save the event details on both your device and in SharePoint.

Note: You cannot create recurring events on your device.

New Event information

To search for events:

  1. Find the required calendar, and then tap its name.
  2. Select a list view.
  3. Search for events as follows:
    1. Filter as you type: Tap Find (), and start typing in the Find search box. The list only displays events that include the text in any of the visible fields (for example, event name, title, or location) and hightlights the matched text.
    2. SharePoint search: To search for the text in the SharePoint site / list library / list, tap the Tap to search 'xyz' in this location link. For consecutive searches, tap the Search icon (), which appears after the first SharePoint search.
  4. To clear the search text, tap the Clear icon ().
  5. To close the search, tap Cancel.

To change the calendar view:

  1. Find the required calendar, and then tap its name.
  2. Tap the Actions icon () > View.
  3. Tap a view to select it.
    SharePoint calendars have at least two views: All Events is a list view. Calendar is a tabular view.

To view the events of a specific date:

  1. Find the required calendar, and then tap its name.
  2. Select a tabular view.
  3. Tap the Go To icon ().
  4. Do one of the following:
    • Use the date picker to pick a date, and then tap Go To Date.
    • Tap Today.

To change the calendar scope:

  1. Find the required calendar, and then tap its name.
  2. Select a tabular view.
  3. In mobile phones: tap the Actions icon () > Calendar Scope, and then tap Day, Week, or Month.
    In tablets: tap a calendar scope icon: Day (), Week (), or Month ().

To sort the events:

  1. Find the required calendar, and then tap its name.
  2. Select a list view.
  3. Tap the Actions icon () > Sort.
  4. Tap Sort By and then tap the sorting criteria (By Title, By Modified Date, etc).