Create and Edit events

You can create an event in the Zoho 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 Zoho Calendar.
2. Click on the New Event button on the top of the left pane.
   

1. Provide the following details to create an event.

   • Event title and Event color to clearly identify the event
   • Participants (individual users or groups) and manage their permissions
   • Date and time of the event, with the option to adjust the time zone or mark it as an All-day event
   • Find a time option to check participant availability and schedule accordingly
   • Repeat pattern, if the event needs to recur
   • Location details or Add room to book a meeting room
   • Conferencing options using Zoho Meeting or Zoho Cliq Meeting
   • Calendar selection to choose which calendar the event should be created in
   • Privacy settings to mark the event as Private
   • Availability status to indicate how the event affects your schedule: Busy, Free, Tentative, or Remote
   • Event URL to share additional information with attendees
   • Reminders to receive notifications before the event starts
   • Event Description, with rich text formatting options for better clarity
   • Attachments to include files related to the event
   • Associate the event with other Zoho applications such as Zoho CRM Tasks, Zoho Mail ToDo, or Zoho Mail Notes
     

   Note:

   • The Free/busy/Tentative/Remote option will be disabled if your administrator has set specific permissions for free/busy sharing or has disabled this feature entirely for your organization.
     
   • Room booking is available only for the events that do not repeat.
   • The maximum file size limit for attachments is 10,240 KB.
2. Click Save to create the event.

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 Zoho Calendar.
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 Zoho Calendar.
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

Smart Add allows you to create events quickly by entering a simple sentence. For example, typing “Marketing Conference at 11 AM on Monday” automatically creates an event titled Marketing Conference scheduled for the upcoming Monday at 11 AM.

Smart Add uses Zia to identify key details such as the Event title, Date, Time, Duration, Recurrence, and Participants from your input, reducing the need to manually fill in individual fields.

Quick Add

The Quick Add option in Zoho 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. Select the desired repeat option from the repeat drop-down.

   Note:
   The repeat drop-down populates with the options based on the date/day selected for better user convenience.
   
6. Enter the Email address/ Group name of the participants.
7. Enter the location where the event is going to be held.
8. Select Zoho Meeting from the Add Conference drop-down if the meeting has virtual participants.
9. Select the calendar to which the event should be added.
10. Click  Save.
    

View an Event

Once you add an event to your Zoho 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 Zoho Calendar.
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 Arrow 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 Zoho Calendar.
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. Click on the arrow 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 Zoho Calendar.
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 Zoho 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 Zoho Calendar.
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 

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 choose either of the below options:

• Share via email
• Share via URL

Share via email

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 Zoho Calendar.
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 next to the participants section in 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.
   

Share via URL

You can send the event details to someone who is not part of the event that you have created by sharing the URL of the event. 

Steps to Share an Event via URL

1. Log in to Zoho Calendar.
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. Select the Share Event icon on the top pane.
   

5. In the Share settings pop up, select either Organization or Public and click Apply.
   
   Organization - Any org member with the link can view the event details. The event details visible to the org members include:

   • Title
   • Meeting
   • Location / Resources
   • Repeat instance
   • All day
   • Events date and time
   • Description

   Note:

   • When an organization's member access the link that is marked as Organization, the above mentioned details are visible to them. They can either select Add to calendar or Download ICS of the event details.
     
   • However, a non-org member cannot access the event link that is marked as Organization in the Share settings. The following page appears mentioning that it is a private/restricted post.
     
      

   Public - Anyone with the link can view the event details with limited information. The event details visible to non-org members include:

   • Title
   • Repeat instance
   • All day
   • Events date and time
   • Description

   Note:

   • The share event link that is marked as Public when accessed by a non-org member, the above details alone are visible to them. They can either select Add to calendar or Download ICS of the event details.
   • Details like location, resources, room details, and meeting details(Zoom/Cliq conference) are hidden. 
     
   • However, when an organization's member access the link that is marked as Public, all the details about the events are visible to them.
     
6. You can switch between Organization/Public in the Share Settings and click Update to save the changes made.
   
7. The event link is generated in the Share Event pop up and you can copy and send to the desired participant.
   
8. Select Share via Cliq to send the event link through Cliq chat. Choose the desired participant, and click Continue. The meeting link will be sent to the selected participant.
   
9. Select Share via Mail to send the event link through Mail. Enter the desired participant(s) in the To field and click Send. The meeting link, present in the body of the Mail, is shared with the chosen participants.
   
10. To delete the link generated, click Delete link in the Share Event pop up and select Delete.
    

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 Zoho Calendar.
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 Zoho Calendar.
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.