Calendar events and invitations

Create an event

To create a new event, go to your calendar and select New Event, or double-click on the day you are scheduling an event for.

You can then set your event information:

  • What: What is your event/meeting for?
  • Where: Where is your meeting taking place? If you sync your calendar to a mobile device, this can be important for using with a mapping app.
  • Calendar: Choose the calendar you would like to save this event to, if you have more than one.
  • Color: Choose a color for the event. Use the color picker to select a color that will help the event stand out. By default, the color of the parent calendar will be selected.
  • Show as:  Choose whether to mark yourself as Free or Busy. If you mark this event as Free, you can have multiple events at the same time.
  • When: When is your meeting taking place, and how long does it go for?
  • Repeat: Does this event happen more than once?
  • Who: Who else is invited to this event? The invitations are sent when the event is saved.
  • Reminders: Do you want to be reminded before the event?
  • Notes: Any additional notes about this event. These are shared with other invitees.
  • Attach file: Any additional files related to this event. These are shared with other invitees.

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Event invitations

Guests can be added to an event in two ways:

  • When creating an event, you can add guests by scrolling down to the Who section, entering the guest's email address in the field, and clicking Invite
  • You can add guests to an event that has already been created by finding the event in your calendar, clicking the Edit button, and adding the guest from there.

After a guest has been added, clicking Save will send them an email invitation to your event.

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Guests can respond to your invitation by selecting GoingMaybe, or Not going. When a guest responds, you will receive their response via email.

Invitation handling

By default, Fastmail will automatically update your calendar events when you receive an invitation or RVSP. If you prefer, you can choose to update your calendar manually instead.

Automatic calendar updates

To set up automatic calendar updates, go to Settings → Preferences. Click Show advanced preferences and scroll down to the Invitation handling section, where you can choose how new invitations are handled, as well as calendar updates and RSVPs.

For new events, choose:

  • which calendar to automatically add the event to,
    • Note: Do not select a calendar that is shared to you (for a multi-user account), for your default calendar. The calendaring system will record the event as the calendar owner's, instead of as belonging to you.
  • whether this is for all events, or just events from a particular group of contacts,
  • and whether to leave the invitation where it is (unread), or whether to mark it as read and file it into a folder.

You will still need to RSVP to the event, which you can do from the original email or directly from your calendar event.

For new event invitations outside of the target group, event invitations are left to be handled manually.

For existing event updates, choose:

  • whether to enable automatic updates to your calendars (including deleting the event if necessary),
  • and whether to leave the event email where it is (unread), or whether to mark it as read and file it into a folder.

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Manual calendar updates

For new events:

Your calendar does not update until you click the Add to Calendar button on the email. When this happens, the button changes to now say View in Calendar.

To set your RSVP status you can either:

  • Set your attendance in the email itself, or
  • Update the event in the calendar to respond on whether you're attending or not.

Deleting the event email is now safe as the changes are stored in the calendar.

For existing event updates:

Your calendar does not update until you click the Update Calendar button on the email. When this happens, the button changes to now say View in Calendar.

  • For events you're organizing and the event mail is a participant RSVP, the update button sets their status in your event.
  • For updates to an existing event, the update button applies the changes to your calendar.

Deleting the event email is now safe as the changes are stored in the calendar.

If you edit an event, all attendees are notified that the event has been changed.

Note: If you create an event in a synced calendar, its invitations will be from the other account synced to Fastmail. All RSVPs to the event will also be sent to this other account.

If you find you are having to do this frequently, consider migrating your calendars to Fastmail, or creating your events in your external account.

Repeating events

For events that happen more than once, you can set their repeating schedule.

You can set how often and when the event occurs. It could be every day, every weekday, every other week, every three months, on the last Friday of every month, or on August 26th of every year.

  • Daily events let you set which days this event occurs.
  • Weekly events let you select which weeks this event occurs, such as every week, or every third week, and which days in the week.
  • Monthly events let you specify which day of the month the event occurs, or whether it's the second Thursday, or the last Friday.
  • Yearly events let you specify which day and month the event occurs, or whether the day should be the third Thursday in August, or the last Friday in June.

You can set how long this event will repeat: forever, until a certain date, or let it repeat a certain number of times only.

If you edit a repeating event, you can choose whether your edit applies just to this event, to all events (both historical and in the future), or to this and future events only.

Setting an event reminder

An event can send you a reminder (or even multiple reminders) before it begins. It can send you an email or display a browser alert (you need to be logged in to see these).

For each alert, choose how you'd like to be contacted and how much time before the event you'd like to receive the notification.

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