Create and Edit events

You can create an event in your Calendar using three methods. Any of the three methods can be chosen based on the details required to create an event. If the event creation requires a more detailed description you can use the New Event button to create an event. If you want to add an event using just a line like "Conference at 11 AM", you can use the Smart Add icon in the left top corner of your calendar.  Quick Add can be used to create an event by clicking on the calendar cell based on the chosen time or date.

Steps to Create a New Event

1. Log into https://mail.gov.in/ and go to Calendar from the left pane.
2. Click on the New Event button on the top of the left pane.
    
3. Provide the following details to create an event.
   • Event title  and Event colour,
   • Date and time of the event. You can change the Time-zone if the event location varies from your present time zone.
   • Event attendees,
   • Location,
   • Add conferencing through Meeting,
   • Calendar in which the event should be created,
   • Any URL which will be clickable by the attendees,
   • Reminder options,
   • Description about the event and
   • Attachments related to the event.
      
4. Click  Save.

Event Color

To distinguish between various events in the same calendar you can choose different colors of your choice from the colors preset provided.

Steps to Choose the Event Color

1. Log in to https://mail.gov.in/
2. Click on the New Event button on the top of the left pane.
3. Click on the Event color left to the Event title.
    
4. Choose the preferred color for the event from the colors preset provided.
5. Provide other details of the event and click Save.

The event will be saved and the chosen color will be displayed to the left of the event title in the calendar grid. If the event is an all-day event, the color band will be displayed to the length of the date grid.

Steps to Edit the Event Color

1. Log into https://mail.gov.in/
2. Click on the event you have added to your calendar.
3. Click on the Edit icon at the top of the event view pop-up.
    
4. The Edit event tab will be opened. Click the Event color left to the Event title.
5. Pick the preferred color from the color presets provided.
    
6. Click Save.

The event color will be changed and the changes can be seen in the calendar grid.  
 

Smart Add

The Smart Add feature helps you create an event by identifying the event details from just a single sentence entered. For eg: If you have entered "Marketing Conference at 11 A.M. on Monday", the feature immediately creates the event as "Marketing Conference" for the coming Monday at 11 A.M.

Steps to Smart Add an Event

1. Log into https://mail.gov.in/
2. Click on the "+" icon on the top left side of the calendar.
3. Fill in the event details in the Smart Add popup box.
    
4. Choose the calendar in which the event should be added by clicking the calendars dropdown icon.
5. Click enter or the Add button.
6. Your event will be added to the chosen calendar.

Syntaxes Supported in Smart Add

Quick Add

The Quick Add option in your Calendar helps you add an event on a particular hour/ day or for several hours/ days.

Steps to Quick Add an Event

1. You can create an event by clicking on the grid of the calendar. 
2. If your event stretches across several hours or days, click and drag your mouse to the desired duration of the event. A simple event creation dialogue box will appear
3. Type the Event Title. Select the event color.
4. Set the time and date of the event duration.
5. Enter the Email address/ Group name of the participants.
6. Enter the location where the event is going to be held.
    
7. Select Meeting from the Add Conference drop-down if the meeting has virtual participants.
8. Select the calendar to which the event should be added.
9. Click  Save.

View an Event

Once you add an event to your Calendar, the event title and time will be displayed on the particular date with the color code of the chosen calendar. If it is an all-day event, the entire cell of that particular date will be shaded with your calendar color. You can follow the steps given below to view an event.

Steps to View an Event

1. Log in to https://mail.gov.in/
2. Click on the event you want to view.
3. An event view pop-up will appear with the event title, time and date of the event in your time zone, and other details that you have given in the event creation box.
    
4. Click on the Event info icon on the top right corner of the event view pop-up.
5. A separate View event tab will be opened and you can view the entire info of the event. 

Steps to View an Attachment in an Event

You can view and access the attachments given in an event either in the quick view tab or in the view event tab by using the steps given below:

1. Log in to https://mail.gov.in/
2. Click on the event you want to view.
3. An event view pop-up will appear with the event title, time and date of the event in your time zone, attachments, and other details that you have given in the event creation box.
4. Hover over the attachment to either view or download the attachment from the quick view tab.
5. Also, you can click on the Event info icon on the top right corner of the event view pop-up.
6. A separate View event tab will be opened and you can view the entire info of the event.

The attachment will be available at the bottom of the event view tab. You can click on the attachment and access/ download it to your computer.

Edit an Event

You can make changes to the events anytime you want using the Edit option. If you want to edit a reminder, change event timings, etc, you can do that using the Edit option.

Steps to Edit an Event

1. Log in to https://mail.gov.in/
2. Click on the event you have added to your calendar.
3. Click on the Edit icon at the top of the event view pop-up.
    
4. An Edit event tab will be opened for you to edit the details of the event.
5. You can make the necessary changes and click Save.

Duplicate an Event

Once you have created an event in your Calendar, you can create a similar event without having to add all the details like attendees, location, etc., by simply duplicating the event to the necessary date and time. Follow the steps given below to duplicate an event.

Steps to Duplicate an Event 

1. Log into https://mail.gov.in/
2. Right-click on the event you want to duplicate.
3. Select the Duplicate event option in the drop-down.
    
4. A separate Edit Event tab will be opened and you can view the entire info of the event.
5. Provide the date and time for which you want to duplicate the event and verify whether all the information are correct.
6. Click Save

The event will be duplicated for the selected date with all the information from the original event.

Share an Event Invite through Email

When you create an event, invites will be sent to the attendees via email. If you want to share the invite with people apart from the attendees you can use the Send icon in the Quick view pop-up or the View event tab to share the invite through email.

Steps to Share an Event via Email

1. Log in to https://mail.gov.in/
2. Click on the event you want to view.
3. An event view pop-up will appear with the event title, time and date of the event in your time zone, and other details that you have given in the event creation box.
4. Click on the Send icon on top of the event view pop-up or the View event tab.
    
5. An email will be composed with the attendees' email addresses in the To field. You can add more recipients by providing their email addresses in the To, Cc and Bcc fields.

Delete an Event

You can delete an event if the event has been cancelled. You can follow the steps given below to delete an event.

Steps to Delete an Event

1. Log in to https://mail.gov.in/
2. Click on the event you have added to your calendar.
3. Click on the Delete icon at the top of the event view pop-up.
    
4. A Confirm Delete? pop-up will appear.
5. Click Confirm.
    
6. A Send event deletes notification pop-up will appear. Select any of the options and click Confirm.

Remove me from the event

At any point after the event creation, you can remove yourself from the event using the 'Remove me' option. 

Steps to remove yourself from the event

1. Log in to https://mail.gov.in/
2. Click on the event you want to remove from your calendar.
3. Click on the Remove Me icon at the top of the event view pop-up.
    
4. A confirmation pop-up will appear.
    
5. Select 'Remove' to remove yourself from the event and the event gets removed from your calendar grid.

Event time proposal

When an event is created and a participant is added, an invitation to the event is sent to the participant. If the mentioned event time is not feasible for the attendee, he/ she can now propose a new time for the event which will be notified to the event organizer.

The event organizer after reviewing the proposed time has the option to accept or reject the new proposal. Once accepted, the event time will be updated for all the attendees.

Steps to propose a new event time

1. Log in to https://mail.gov.in/
2. Click on the event for which you want to propose a new time.
3. An event view pop-up will appear with the event title, time and date of the event in your time zone, and other details of the event.
4. Click on the Propose a new time option in the event view pop-up or the View event tab.
    
5. In the propose a new time pop-up, check on the next free time for all the participants and enter the preferred date and time, an optional message and click send proposal.
   
    

Your proposal for the new time will be sent via email and in-app notification to the event organizer who has the option to approve or reject the new proposal.

Steps to approve the proposed event time

1. Log in to https://mail.gov.in/
2. Click on the event for which you received a new time proposal.
3. Select review proposal from the event view pop-up or the view event tab.
4. You can also review the proposal from the email received or from the notification section.
    
5. The manage participant and check availability pop-up will appear.
6. After reviewing the availability of the participants, if you wish to approve the event time proposed, click on the 'Mark as approved' option. 
    
7. Click Save changes.
8. A Send event invitation pop-up will appear. Select any one of the options given and click Confirm.

The event invitation mail will be sent to the chosen attendees, and the participant's calendars will be updated with the new date and time. The recipients can RSVP to the event invite by choosing Yes/ No/ Maybe from the event invitation card.