Send calendar email updates
Sometimes last-minute event changes can't be avoided. If you send scheduled Trumba® calendar email, and important event information changes between scheduled messages, you need a way to notify everyone before the next scheduled message is sent. You can send an email update to the people on your distribution list without affecting the regular schedule.
Send email updates automatically when events change
When you update a calendar that you send by scheduled calendar email, a Calendar Email Status panel appears below the calendar, listing the events that you changed and indicating what part of the event has changed. The panel also shows the frequency of messages, when the last email was sent, and when the next update will be sent.
The following picture shows updates for a schedule that is sent monthly and has been edited since the last email was sent. The dashed underline indicates that the description has changed. What other update indicators are there?
Scheduled email messages include two time periods: the current and an upcoming. For example, if you send email with a week's worth of events, the current week and the next week are sent. If an event that you add or update occurs beyond the time period that will be sent in your next scheduled email message, the changes will not trigger an update.
To send updates automatically when events change
- Display the calendar that you send by scheduled email.
- Edit an existing event or add a new event.
If you're editing an existing event, in the Event Information form, when you change the description, location, time, or notes, the corresponding box is selected under Send updates for, at the bottom of the form. You can also manually select the boxes for other event fields you want marked in the update.
If you're adding a new event, simply complete the event form. The Send updates for section appears only when you edit an existing event.
- Click OK to return to the calendar.
Below the calendar, the Calendar Email Status panel lists the new or updated event with the appropriate indicator.
Note If the Calendar Email Status panel does not appear under your calendar after you update or add an event, it's because the calendar's first scheduled email message has not been sent yet.
- Email updates are sent on the same day that you make the calendar changes. The Calendar Email Status panel shows the date and time of the next update.
- To see how your next message will appear to your recipients, open the Email Publishing Wizard and check the preview. To open the wizard, click the text at the top of the email updates panel or click the Email button above the calendar.
- On the Calendar Email Status panel, you can click the Hide updates to email button () to hide the update details. Click it again to show them.
Add or change an event without sending an update
Some changes you make are insignificant, such as fixing a minor misspelling in a location or slightly rewording the description. When you make these changes in a calendar that you send by scheduled email, you might not want to bother the people on your distribution list with an update message just for these unimportant changes.
To edit your calendar without triggering an email update
- On the calendar that you send by email, add a new event or edit an existing one.
- When you've completed your changes in the Event Information form, click OK.
On your calendar page, the Calendar Email Status panel shows the update.
- Click the Email button above the calendar.
In the Email Publishing Wizard, a message appears above the email preview, saying that the calendar has been updated.
- Click Don't Send Updates to clear the Calendar Email Status panel and cancel the email update.
- Click the link in the upper-left area of your screen to return to your calendar.
- If you're editing an existing event, you can prevent an update while you're working in the Event Information form. Under Send updates for, clear any check boxes that are selected, and then click OK. Your changes do not appear in the Calendar Email Status panel.
Some updates you make to events, such as changing the event notes, might not trigger an update. If you want to send one anyway, see Send an email update manually.
Disable automatic email updates for a calendar
If you don't ever want updates to be sent automatically by email, you can disable automatic email updates for a calendar.
To disable updates
- Display the calendar that you send by scheduled email, and click the Email button above the calendar.
- In the Email Publishing Wizard, click Edit Schedule.
- Under When Should We Send the Email, clear the Also send email updates when I update or add events check box, and then click OK.
- On the main wizard screen, click the link to return to your calendar.
Note If you disable automatic updates, but you later make a change in your calendar that you want people to know about before the next scheduled message is sent, you can send an update manually.
Send an email update manually
If you add or edit an event and don't want to wait for the automatic update to let people know about it, or if you disabled automatic updates but have a change you want to let people know about, you can send a calendar email update manually. Sending a message manually clears the update queue if automatic updates are enabled, but it does not affect the regular email schedule you set up for that calendar.
To send a message at any time
- Display the calendar for which you send scheduled email, and if necessary, make your last-minute changes in the calendar.
- Click the Email button above the calendar, and in the Email Publishing Wizard, make appropriate changes. For example, you might want to change the text of the personal note you include to point out the calendar changes or important event.
- When you finish making changes, click Send Next Email Now.
Note If you change the text of your personal note, don't forget to change it back after you send the message.