Managing your calendar settings

After you download and install Workspace Desktop Tools, you can use it to manage your Workspace Calendar. This functionality includes synchronizing Workspace Calendar with Microsoft Outlook® and displaying Workspace Calendar event notifications on the desktop of your computer. You can also customize settings for synchronizing Workspace Calendar with Outlook.

Note: Calendar synchronization is not available on Mac®.

Using Workspace Desktop v1

Synchronizing Calendar

You can use Workspace Desktop to synchronize your Workspace Calendar events with those in your Microsoft Outlook calendar.

To Synchronize Calendar

  1. Launch Workspace Desktop.
  2. Confirm or enter your login information.
  3. From the Calendar tab, go to the Sync section, and then click New Sync.
  4. In the 1. Name this Sync field, enter a name to remind you of this synchronization.
  5. From the 2. Select Microsoft Outlook Calendar menu, select the Outlook calendar you want to use for this synchronization.
  6. From the 3. Select Workspace Calendar menu, select the Workspace Calendar you want to use for this synchronization.
  7. From the What would you like to do? section, select one of the following:
    • Full Sync — Adds events from Outlook to Workspace Calendar, and adds events from Calendar to Outlook.
    • Calendar to Outlook — Adds events from Workspace Calendar to Outlook.
    • Outlook to Calendar — Adds events from Outlook to Workspace Calendar.
  8. Click OK.

Displaying Notifications

You can use Workspace Desktop to display notifications for events you added to your Workspace Calendar.

To Display Notifications

  1. Launch Workspace Desktop.
  2. Confirm or enter your login information.
  3. Click the Notifications tab.
  4. Select any of the following:
    • Show reminders — Displays reminders for upcoming events
    • Show event summary — Displays summaries of upcoming events
    • Show task summary — Displays summaries of upcoming tasks
    • Enable sound — Audio accompanies notifications
  5. From the Default snooze time menu, select how long notifications pause when you hit the Snooze button.
  6. Click OK.

Customizing Settings

You can customize some of the settings for synchronizing Workspace Calendar with Outlook.

  1. Launch Workspace Desktop.
  2. Confirm or enter your login information.
  3. From the Sync every menu, select how often Workspace Calendar automatically synchronizes with Outlook.
  4. To add Workspace Calendar reminders to Outlook during synchronization, select Copy reminders to Microsoft Outlook.
  5. To add Workspace Calendar tasks to Outlook during synchronization, select Synchronize tasks.
  6. To replace duplicate tasks in Outlook with those from Workspace Calendar, select Calendar tasks overwrite.
  7. Click OK.

Using Workspace Desktop Tools v2

Synchronizing Calendars

You can use Workspace Desktop Tools to synchronize your Calendar events and tasks with those in your Microsoft Outlook calendar.

To Synchronize Calendars

  1. Launch Workspace Desktop.
  2. Confirm or enter your login information.
  3. Under All Accounts, click the calendar account that you want to synchronize.
  4. Next to Calendar synch, click Add Sync. The Calendar Sync window opens.
  5. In the Sync Name field, enter a name to describe the calendar you want to synchronize.
  6. From the Calendar to Sync menu, select the Calendar you want to use for this synchronization.
  7. From the Microsoft Outlook Calendar menu, select the Outlook calendar you want to use for this synchronization.
  8. From the Sync type section, select one of the following:
    • Outlook to Calendar — (One-way sync) Adds events from your Outlook to your Calendar.
    • Calendar to Outlook — (One-way sync) Adds events from your Calendar to your Outlook.
    • Full Sync — (Sync both ways) Adds events from your Outlook to your Calendar, and adds events from your Calendar to your Outlook.
  9. Optional: Select Synchronize past events if you would like to synchronize events on your calendars that occurred in the past. Leave this option blank to synchronize only events in the future.
  10. Optional: Depending on which sync type you selected, you can:
    • Select Delete events on the Workspace calendar that don't exist on the Outlook calendar if you would like to remove events from Calendar that do not match events in your Outlook.
    • Select Delete events on the Outlook calendar that don't exist on the Calendar calendar if you would like to remove events from Outlook that do not match events in your Calendar.
    • Under If there is a conflict, select if you'd like to Overwrite Calendar or Overwrite Outlook calendar.
  11. Click OK.

Managing Calendar Notification Settings

You can use Workspace Desktop to display notifications for events and tasks you added to your Calendar. Changes you make to the notification settings on the Calendar tab apply to all calendars you added to Workspace Desktop Tools.

To Enable Calendar Notifications

  1. Under All Accounts, select the calendar for which you want to enabble notifications.
  2. Optional: Select Enable notifications to receive notifications of upcoming events in your desktop notifier.
  3. Optional: Select Synchronize tasks to synchronize tasks added to your calendar in addition to the calendar events on your calendar. Optionally, select Overwrite tasks with the same name to allow your calendar to combine tasks that have the same name.

To Change Calendar Notification Settings

  1. Launch Workspace Desktop Tools.
  2. Confirm or enter your login information.
  3. Go to the Calendar tab.
  4. Select any of the following:
    • Reminders — Select this option to display reminders for upcoming events.
    • Event summary — Select this option to display summaries of upcoming events in your notifications.
    • Sound — Select this option to enable an audio indication when new notifications are received.
  5. From the Default snooze time menu, select how long notifications pause when you click Snooze.
  6. From the Sync every menu, select how often you want your calendars to synchronize.
  7. Optional: Select Copy reminders to Outlook to add reminders that you have set up in Calendar to Outlook.

Changes are automatically saved when you exit the tab.

If you do not already have Workspace Desktop Tools, see Install the Desktop Tool.


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