Using the calendar

The Calendar button in the top bar opens your personal calendar: your reply deadlines and reply follow-ups in SmartMail, the meetings you add, your department's and organization's events, and items from other DBLinx applications (for example, file final approval dates in SmartFiles) all appear on the same screen.

• Each user (only an administrator adds organization-wide events)

Opening the calendar

1. Click the Calendar icon in the top bar.

2. Select the view: Month or List. Filter by Mine, My department and Organization 1.

3. Click an item: a SmartMail item opens the relevant email, while items from other apps go to their own page. Overdue items are shown with a red bar 2, and priority items with an amber bar.

4. For an event that is not linked to the email, click New event 3.

1. 1Mine / my department / organization
2. 2Delayed response time
3. 3New event

Adding to the calendar from an email

1. Open the email and click Add to calendar below the subject.

2. The title is the subject of the email; if a date appears in the email (such as 15 October, 15.10.2026 or October 15 in English), a date and time are suggested 1. Select all day, recurrence (every week, month or year), reminder 2, meeting link 3 and location.

3. Click Add to calendar.

1. 1Date suggestion
2. 2Reminder
3. 3Join link

Adding a calendar item to the calendar and responding to an invitation

If a meeting invitation (an .ics file sent by common calendar applications) is included in an email, this file is not counted as an attachment; it appears above the email as a Calendar item card. In the mail list, you also see a calendar icon instead of a paperclip (or next to the paperclip if it came with a file attachment).

1. Click Add to calendar on the card; the event is added to your own calendar with its title, date and location, and the button changes to In calendar. Adding the same email again does not duplicate the item.

2. If you want the file itself, you can get it with Download.

3. To respond to the invitation, click Create reply draft; the compose window opens addressed to the invitation organizer, with the subject and a short text pre-filled.

1. 1Adds to calendar
2. 2Creates a draft

Viewing a mail's calendar items

1. In the email list, a calendar icon appears below the avatar of an email linked to the calendar.

2. Open the email and click the Calendar tab in the right panel 1. The number next to the tab is the number of items linked to this email that you can see; if there are no items, the number is not shown. The tab lists calendar items linked to this email 2. You can also add a new item here with Add to calendar.

1. 1Mail calendar
2. 2Linked item

Adding a reply deadline and reply follow-up to the calendar

SmartMail does not add any items to your calendar without your approval. Response time and response tracking are added to the calendar only when you request them:

1. When setting a reply time or selecting 'remind me if no reply' in the send preview, tick Add to calendar too. This option is off by default.

2. If you want to add these types every time, click Preferences in the calendar 1 and select Always add response times to the calendar or Always add reply follow-ups to the calendar 2.

1. 1Preferences
2. 2Always add

History and records

Calendar actions linked to the email appear in the email's History tab: "added to calendar (title, date)", "updated calendar item", "calendar item completed", "removed from calendar" and "calendar reminder sent", together with the person who performed the action. All calendar actions are visible to the administrator to the audit log is written in.

Related pages

• Setting a response time on an email
• To be reminded if no reply
• Using notifications