# Using the calendar | SmartMail Documentation > Reply deadlines, reply follow-ups, meetings and dates from other DBLinx applications in one calendar; add to calendar from email and reminders. Source page: https://dblinx.net/en/smartmail/belgeler/kullanici/takvim --- # 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) ## How to use the calendar? The Calendar button in the top bar opens your personal calendar: your response times and response follow-ups in SmartMail, meetings you have added, your department's and organization's events, and items from other DBLinx applications (for example, file final approval dates in SmartFiles) appear on the same screen. Who can do this: Every user (only an administrator adds organization-wide events). ## Opening the calendar Click the **Calendar** icon in the top bar. Select the view: **Month** or **List**. Filter by **Mine**, **My department** and **Organization** 1. 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. For an event that is not linked to the email, click **New event** 3. - 1Mine / my department / organization - 2Delayed response time - 3New event The calendar's month view, with demo data. **Number on the icon**The number in the corner of the calendar icon in the top bar is your open calendar items for today: your own items, your department's and the organization's items, and those from other DBLinx applications. Completed items are not counted; if there are more than 9, it shows "9+". If there is an overdue item today, the number appears in red; if there are no items, no number appears. The number is refreshed on opening, when the calendar changes and every five minutes. ## Adding to the calendar from an email Open the email and click **Add to calendar** below the subject. 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. Click **Add to calendar**. - 1Date suggestion - 2Reminder - 3Join link Adding to the calendar from an email, with demo data. ## 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). 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. If you want the file itself, you can get it with **Download**. 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. - 1Adds to calendar - 2Creates a draft Calendar Item card: Add to calendar, Download and Create reply draft buttons, with demo data. **Tip**If the invitation has been cancelled, the card states this clearly and adding to the calendar is not offered. If the calendar is not enabled in your organization, the card shows only the download and reply buttons. If the invitation has no organizer information, the draft goes to the address that sent the email. ## Viewing a mail's calendar items In the email list, a calendar icon appears below the avatar of an email linked to the calendar. 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**. - 1Mail calendar - 2Linked item Mail calendar tab with demo data. **Privacy**The tab shows the organization's items, your department's items and your own items; another person's personal calendar item is not shown. **Result** The item appears in your calendar and is linked to the mail; clicking it in the calendar opens the mail. At the reminder time you selected, you receive a notification and a mobile notification. If the mail is permanently deleted, the calendar items linked to it are also deleted. ## 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: 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. 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. - 1Preferences - 2Always add Calendar preferences, with demo data. **Result** A reply deadline added to the calendar is marked as completed when the mail is replied to; a reply follow-up is marked as completed when a reply arrives. If a teammate adds an item you are responsible for to your calendar, you receive a notification. ## 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](/en/smartmail/belgeler/yonetici/denetim-kaydi) is written in. **Privacy**Items linked to an email appear in another DBLinx application only by their type (such as "Response time"); the email subject appears only in SmartMail. ## Related pages - [Setting a response time on an email](/en/smartmail/belgeler/kullanici/yanit-suresi) - [To be reminded if no reply](/en/smartmail/belgeler/kullanici/takip-hatirlaticisi) - [Using notifications](/en/smartmail/belgeler/kullanici/bildirimler)