SWAP and SCR MESSAGE HELP APPOINTMENT CALENDAR HELP APPOINTMENT CALENDAR FAQs
Appointments Calendar "Message Box" Support
- Each company has access to a "Message Box" in the Appointment calendar.
- There is only one Message Box per company.
- Messages sent to a company Message Box can be viewed by every participant from that company.
Addressing a message to multiple companies
Forwarding a message to another company Message Box
Forwarding a message to an external e-mail
Auto-Forwarding a message to an external e-mail address
The Message Box is accessed from the Main Menu Bar.
A Red Messagebox
indicates that there are unread messages in the company Inbox.
This will bring you to the Message Box Page.
On this page you can:
- Choose between viewing your Inbox or your Outbox.
- Read a message.
- Start writing a new message.
- Access the "Options" page to activate the Auto-forwarding of your messages to an external e-mail address.
An unread message is coloured in red.
Once read by one participant from
the Company, the message Subject will display in black.
To open a message, simply click on the message Subject
The message will be displayed on screen.
At the bottom of the message, you will find buttons to action the
message.
There are three ways to start writing a message:
- Form the participant page (the search page)
Important Note: It does not matter who you choose from a company,
since there is only ONE Message Box per Company
- From the Calendar Header
NOTE the difference between Send a message to the participant AppCal message Message Box
and Send e-Mail to the participant external e-mail
- From the "Write a new Message"
button on the
Message Box page
This will open to the SEND MESSAGE page
If you accessed the Send Message Page from the Participant Page
or the Calendar Header, the "To:" field will be populated
with the Company Name.
Otherwise, open the drop down list and select the Company.
Hint: You can speed-up your scrolling by typing the first letter of the Company name.
All messages for all participants from the same Company are place in the same unique Message Box.
If there is a need to address your message to a specific person, you
can select from the For (Optional) drop down menu.
When sent, the participant name will be added to the subject line.
Complete your message and click the send button
Addressing a message to multiple companies
You can sent a message to more than one company at once: click on To: Another company, and select another name from the drop down menu.
HINT: there is one message box per company, so a company can be added only once.
.
A copy of the message is placed in your Outbox.
You can review your Sent Message by clicking on the Subject
Line
NOTE: view how the "FOR" field was added to
the Message Subject.
- Files can be deleted by clicking on "Clear Attachments"
- You can add more than one file.
- Large files (over 0.5MB) can cause the system to time out and
should be avoided.
Clicking Reply on an open message will bring you to the
Send Message page.
The "To" company information is
safeguarded.
The original text and the attachments will show in the "Send
Message" window. Text, Subject and Attachments can be adjusted
if necessary.
Forwarding a message to another company Message Box
Clicking "Forward" on an open message will bring
you to the Send Message page.
Select a "To" company from the drop-down list.
The original text and the attachments will show in the "Send
Message" window. Text, Subject and Attachments can be adjusted
if necessary.
Forwarding a message to an external e-mail
NOTE: it is not possible to reply to the original sender from a Message forwarded from the AppCal Message Box to an external address.
Auto-Forwarding a message to an external e-mail address
Click "Options" on the Message Box page.
The following dialog will open:
- Type in the e-mail address where messages shall be auto-forwarded.
- Check the left box.
- Click submit
A copy of all Messages sent to the Company Message Box are immediately and automatically sent to the designated external e-mail address.
Note: There can only be one
external e-mail addressee selected for all Auto-Forward
e-mail from a Company Message Box.
This is a "Company" right, not a "Participant
Right".
To stop auto-forwarding, uncheck the left box and Submit.