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Creating an event in the RingCentral app desktop and
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Events are a useful way for you and your co-workers to keep track of what’s happening with individuals, within a team, and even within the company. This can be useful in situations such as when you want to see when someone will be out of the office and unavailable.
Once an event has been created, you can view and manage them in a conversation via the conversation details panel, under the Events tab in a direct message, group conversation, or team conversation. You can also view all events created in all conversations you’re a part of via the Events tab in the Tasks and more interface.
You can create an event in any conversations in which you can post, including direct messages, group conversations, and team conversations. You can use any of the following methods if you’d like to create an event in the RingCentral app:
- In the Tasks and more menu, create an event by hovering your mouse over the Events tab in the left pane of the Tasks and more menu and clicking the New event plus button
- In the Tasks and more menu, create an event by clicking the New event calendar icon at the upper right-hand corner of the Tasks and more interface
- In the Tasks and more menu, create an event by selecting an open time/day on your team calendar
- In any conversation, create an event by clicking the New event calendar icon above the message field
For the purpose of this article, we will discuss only two methods. Let’s review these methods in more detail below.
Creating events in Tasks and more
If you’d like to create an event in Tasks and more, follow these steps:
1. Navigate to Tasks, Events, Files, Notes (Tasks and more) via the left-hand navigation bar
2. Hover your mouse over Events on the left pane and click on the New event plus button that appears at far right
3. Select a team in the Team field
4. Provide a title for your event in the Event title field (this is required)
5. Set the Start date (required) and End date (optional) of the event
6. Check the All day box if the event runs all day for the dates specified
OR
Set the Start time and End time of the event
OR
Set the Start time and End time of the event
7. If you’d like to set the event to repeat, select an option from the Repeat dropdown menu and configure the settings related to the option you choose in that setting (optional)
8. Type the location of the event in the Location field (optional)
9. Select the color you’d like to use for the event via the Color tag setting (optional)
10. Enter an event description in the field at the bottom of the modal window (optional)
11. Select the Create button to finish creating the event
Creating events in a conversation
If you’d like to create an event in a conversation, follow these steps:
1. Navigate to Message via the left-hand navigation bar
2. Select a conversation from the conversation list
5. At the bottom of the app, click the New event calendar icon right above the message field to open the New event modal window
6. Provide a title for your event in the Event title field (this is required)
7. Set the Start date (required) and End date (optional) of the event
8. Check the All day box if the event runs all day for the dates specified
OR
Set the Start time and End time of the event
OR
Set the Start time and End time of the event
9. If you’d like to set the event to repeat, select an option from the Repeat dropdown menu and configure the settings related to the option you choose in that setting (optional)
10. Type the location of the event in the Location field (optional)
11. Select the color you’d like to use for the event via the Color tag setting (optional)
12. Enter an event description in the field at the bottom of the modal window (optional)
13. Select the Create button to finish creating the event
Configuring an event
Now that we’ve reviewed how to create an event, let’s review each of the settings you’ll find while creating a new event.
- Event title: The title of the event
- All day: Check this box if the event lasts all day. This disables the Start time and End time settings
- Start date: The date the event starts. Click into the field to pick a date
- End date: The date the event ends. Click into the field to pick a date
- Start time: The time the event starts. Click into the field to pick a time
- End time: The time the event ends. Click into the field to pick a time
- Repeat: Use this option to specify whether you’d like the event to repeat. Click on the dropdown menu and select one of the following options: None, Every day, Every weekday, Every week, Every month, and Every year
- When: If you selected one of the options from the Repeat setting, this setting will prompt you to choose for how long you want this event to repeat. Options include the following:
- Forever: Select this option if you would like the event to repeat forever
- Ending on: Select this option if you would like the event to end on a certain date. Select the date you’d like to end on via the End date setting that appears to the right of this setting
- Ending after: Select this option if you would like the event to end after a specified number of times. Provide the number of times (with a max of 10 times) you want the event to repeat via the Times setting that appears to the right of this setting
- Location: If applicable, include the location where this event will occur
- Color tag: Give your event a color by choosing from the selection of color options. Default is black
- Enter event description: Provide a description of the event in this field. Format your text using the markdown options that appear beneath this field
Viewing team events calendar
Once you create an event, that event appears in the message thread and will include the event name, event date and time (including whether it’s set to repeat), location, and description. You can view, sort, and filter through all events in a single place in the view of a calendar by day, week, and month. To view these events, you can either view it under the conversation details panel in a conversation or navigate to the Tasks and more menu.
Viewing team events in the conversation details
When a user creates an event in a conversation, in addition to finding that event in the message thread, you can also access all upcoming events created in that conversation. To view these events, follow the steps below:
1. Navigate to Message via the left-hand navigation bar
2. Select a conversation from the conversation list
3. Click on the More three-dot menu in the conversation details pane at far right, then select Events
If you’d like to view all team events in that conversation, including past events, click All events in the bottom right-hand corner of the conversation details pane to view the team events calendar.
Events are ordered with the current or soonest upcoming events at the top of the list, and you can click on any of the events to open the event’s details.
Viewing team events calendar in Tasks and more
The Events tab in the Tasks and more interface contains all the events created in your conversations, including direct messages, group conversations, and team conversations. At the top center of the right pane, you can select from the following type of views:
- Agenda: Contains clickable header columns to sort your tasks in view (more information below)
- Day: Contains all day events and all events for the current day with its time indicator. You can go to the previous or next day’s team events by clicking the left and right arrows at the top left-hand side of the right pane. Click Today to go back to the current day’s events
- Week: Contains all your events for the current week with time indicator at the left-hand side of the right pane. The current day and its events are highlighted. On the upper right, you can customize your view by selecting Show weekends, Hide weekends, Start from Sunday, or Start from Monday
- Month: Contains all your events for the current month. The current day’s events are highlighted. On the upper right, you can customize your view by selecting Show weekends, Hide weekends, Start from Sunday, or Start from Monday
If you are on the Agenda view, you will see the following header columns:
- Time: The day, date, and time of the event
- Event title: The title of the event
- Created by: The user who created the event
- Posted in: The conversation or team the task is posted in
By default, you will see the list of events for the current month, starting with the earliest date of the month. If you’d like to see the events in reverse order, starting with the latest date of the month, click the arrow next to Time in the upper left-hand corner of the right pane.
At the top of the right pane, to the right of the Today button, you’ll find two opposite-pointing arrows. If you’d like to see the events from the previous month, click the left arrow. The right arrow will take you to the events for the next month.
You can also sort through the other categories — Event title, Created by, and Posted in — in alphabetical or reverse-alphabetical order by clicking the up and down arrows beside each of the categories.
To view the details of the event, click on the event to open the Event detail modal window.
Finding an event in Tasks and more
You can easily discover an event through the filtering search available in Tasks and more. To search for an event, follow these steps:
1. Navigate to Tasks and more via the left-hand navigation bar
2. Under Events on the left pane, select the appropriate tab associated with the event you’re looking for
3. Begin typing into the search bar at the upper right-hand side. As you type, a list of results matching your search will appear on the right pane
Showing in a conversation
To navigate to the conversation where the event is posted, follow these steps:
1. Navigate to Tasks and more via the left-hand navigation bar
2. Locate the event by browsing through the list of events or by using the search bar at the upper right-hand side
3. Hover your mouse over the event and click the Show conversation double chat bubble icon that appears at far
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