Information Resources & Technology (IRT)–

Zimbra Calendar Tips

Quick Help

Share with everyone | Integrate with your Stanford Medicine Web site | Share administration | Importing events |

Zimbra, a standardized service provided by Stanford, includes a Web-based calendar. This service is supported by IT Services through the HelpSU system. For full calendar help, see the Stanford Zimbra documentation. This page is intended to support Stanford Medicine users of Zimbra calendars, which have replaced an older calendar system formerly provided by IRT.

Sharing your calendar

For full instructions, see the Zimbra Help page for sharing calendars.

How to share a resource calendar with everyone

  1. 1Zimbra setting 1Administer your calendar online - Launch Zimbra


  2. Right-click (Win)/Ctrl-click (Mac) on your calendar name and select "Share Calendar" (see image, right); NOTE: Substitute the name of your calendar for "SOM CAL Web Author Events" in the example
    Zimbra public resource calendar settings 2
  3. Select the third option, "Public (view only, no password required);" note that the URL provided is not necessarily the correct public URL (see step 5)
  4. Click OK to share the calendar

To publish your calendar so others can find it

  1. Insert your calendar's name into the following URL, using the indicated formula:
    "https://zm07.pobox.stanford.edu/home/"
    plus your calendar name, all lower case, with underscores between words
         example: "cal_sc_som_cal_web_author_events"
    plus @stanford.edu/Calendar.html?color=purple
    all together: View full link in new window
    Note: supported colors: blue, red, yellow, orange, green, purple; the default color is orange

How to integrate with your Stanford Medicine Web site

If you have a Stanford Medicine format site, IRT can integrate your public calendar with the site through an iFrame. You can request this via the Web Help form.

How to share administration of a calendar

  1. 1Zimbra setting 1Administer your calendar online - Launch Zimbra


  2. Right-click (Win)/Ctrl-click (Mac) on your calendar name and select "Share Calendar" (see image, right); NOTE: Substitute the name of your calendar for "SOM CAL Web Author Events" in the example
    Zimbra public resource calendar settings 2
  3. Select the first option, "Internal users or groups"
  4. Choose a Role with the powers indicated; you have some other options as well
  5. Click OK to share the calendar; an email is sent about the share
  6. See the next section for how to add the new calendar to your Zimbra calendar views; you can email the following URL to the new admin for instructions:
    http://med.stanford.edu/irt/webauthor/references/zimbra.html#add

Add a new calendar you admin to your view in Zimbra

Once you have been added as an admin for a Zimbra calendar (see previous section), here is how you can add the view of the calendar to your other calendar views:

  1. Click once on the item "Find-a-Resource" under Zimlets, on the left side of your Zimbra calendar screen
    add cal 1
  2. In the resulting pop-up dialog box, carefully type, or paste, the name of the calendar or key phrase from the calendar name, then click OK
    add cal 3add cal 2
  3. The next dialog box should contain the name of your calendar; if more than one are presented, select the one you want from the list by clicking the checkbox by the name
  4. Click OK, and this calendar's events will appear in your Zimbra view and Add Appointment dialog box

Importing Events from Another Calendar

If you have events in another calendar you want to import into your Zimbra calendar, here's how:

  1. You will need an .ics events format file
    1. If you are the admin of the non-Zimbra calendar, there's probably a way to export your event data into an .ics file
    2. If you are not the admin, you will need to request the data file from the calendar's admin; NOTE: If you need data from an old IRT calendar hosted under datebook.stanford.edu, you can request the data file via the Web Help form.
  2. With your .ics data file on hand, log in to your Zimbra calendar
  3. Find the Preferences tab, then the Import/Export tab
  4. Choose the "Calendar" button
  5. Destination: Choose the calendar you want to add the events to
  6. File: Use Choose File to load the file
  7. Click the Import button
  8. In a moment, Zimbra will tell you if the data was imported, or if there is/was a problem.
  9. Once imported, edit the events in Zimbra.

 

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