Calendar settings in Zoho Mail

The calendar settings in Zoho Mail will help you configure your calendar based on your preferences. To access the calendar settings in Zoho Mail, log in to Zoho Mail. Navigate to Settings > Calendar. 

What can you configure in Zoho Mail calendar settings?

Zoho Mail provides the following calendar settings to help you manage your schedule and customize how events are displayed, created, and synchronized.

Time zone

You can configure your primary and secondary time zones to view events accurately across different locations.

• Time zone - Set your time zone to ensure that events are displayed at the appropriate local time across Zoho services. When you travel, you can update your time zone and enable notifications to alert you when it differs from your current location.
• Secondary time zone ​- Add a secondary time zone to your calendar view to compare event timings across two time zones. Once configured, both time zones appear on the calendar's time grid.

Calendar view

Customize the appearance of your calendar and choose how your schedule is displayed.

• Default view - Choose the calendar view displayed whenever you open or refresh Zoho Calendar. The available views are Day, Week, Work, Month, Agenda, and Year.
• Week starts on - Select the first day of the week based on your regional preferences or work schedule.
• Workweek - Specify the start and end days of your workweek to display your working days in the calendar.
• Work hours - Set your working hours so others can consider your availability when scheduling meetings.
• Time format ​-  Choose between the 12-hour and 24-hour time formats to display event timings according to your preference.
• Event color - Customize the colors used to display events in the calendar grid by choosing Light or Bold colors.

Event settings

You can set default event settings such as event duration, participant permissions, automatic addition of events to the calendar, and show or hide denied events. These settings will be applied across Zoho Calendar. To manage these preferences, navigate to Settings > Calendar > Event settings.

• Default event duration - Set the default duration for newly created events. The selected duration is automatically applied to the time fields when you create an event across your calendars. You can change it while creating an individual event.
• Default calendar - Choose the calendar that should be selected automatically when you create a new event. You can select a calendar from My Calendars, App Calendars, Group Calendars, Shared Calendars, or synchronized calendars listed under App Calendars.
• Participants permission - Configure the default permissions that determine whether event participants can view, edit, delete, or add participants to an event. You can modify these permissions when creating an event.
• Conference - Set Zoho Meeting as the default conferencing option for events you create.
• Event invitation -  Control how event invitations and event creation requests from others are handled. You can require approval before events are added to your calendar to help prevent unwanted invitations. When this restriction is enabled, invitations are sent to your primary email address, where you can review and accept them.
• Automatic addition of group invitations to your personal calendar - ​Choose whether group event invitations are automatically added to your personal calendar.
• Events from Zoho Mail  - Configure how events created from Zoho Mail are added to your primary calendar and control who can view these events.
• Events on calendar view - Customize how events and tasks appear in your calendar view.
  • Display denied/cancelled events - Choose whether to display or hide events that you have declined or that have been cancelled.
  • Reduce the brightness of past events - Visually distinguish past events from upcoming ones by reducing the brightness of past events.
  • Display overdue tasks - Choose whether to display overdue tasks from a specified time period in your calendar view.
• Free/ busy consideration - Choose to appear busy during your non-working hours. After setting your work hours, enable this option to help others avoid scheduling events during those hours.

Calendar notifications settings

You can customize the notifications you receive for the events and calendars. You will receive notifications when you're added as a participant in an event or when participants respond to invitations for events you've created. To change the notification settings, go to Settings > Calendar > Notification.

• Email notifications - Choose the email address where you want to receive calendar communications, reminders, and event invitations. Your primary email address is used by default.
  • To change the notification email address, click the change email address icon next to the current address. Enter the new email address and click Confirm. Verify the change using the confirmation link sent to the new address.
• Email format - Choose whether to receive notification emails in HTML or plain-text format.
• Agenda notifications - Enable this option to receive daily or weekly email notifications summarizing your scheduled events.
• Reminder notifications - Enable this option to temporarily turn off event reminder notifications and re-enable them whenever you're ready to receive them again.

Import or export calendars

You can import external calendars into Zoho Calendar or export your existing calendars to use them across different calendar applications.

• Import calendars - Use the Import option to add external calendars to Zoho Calendar. Importing calendars lets you view and manage events from different sources in one place without switching between calendar applications.

• Export calendars - Export your personal, group, or shared calendars in ICS or CSV format. You can use the exported files to access calendar data offline or import it into other calendar applications. You can also password-protect exported calendar files.

My calendars

Manage your personal calendars under Settings > Calendar > My Calendars. You can update calendar details, including the calendar name, description, color, reminders, and sharing permissions. 

App calendars

Integrate calendars from other platforms and Zoho apps into Zoho Calendar to view and manage your events in one place. Access these calendars under Settings > Calendar > App Calendars. Learn more.

Group calendars

Manage the group calendars you've created or are part of under Settings > Calendar > Group calendars. Group calendars help members coordinate schedules and view events associated with their groups. Learn more.

Shared calendars

You can view and manage the calendars shared with you by other users under Settings > Calendar > Shared Calendars. Learn more.

Calendar accounts

Connect external calendar accounts, such as Google Calendar, Microsoft Outlook, and Calendly, to manage events from supported services in one place. Depending on the integration, you can synchronize events in one or both directions, with changes reflected during synchronization. Learn more.

Synchronize calendars

Synchronize Zoho Calendar with your devices and supported third-party calendar applications to access and manage events across platforms. You can also configure synchronization with other Zoho applications and use protocols such as CalDAV and Exchange ActiveSync. Learn more.

Subscribe calendars

Subscribe to public, holiday, and other supported calendars to view their events alongside your existing schedule in Zoho Calendar.

• Subscribe from Web - Subscribe to any public calendar on the internet using an ICS file or a valid iCal format HTTP URL.
• Subscribe to Zoho users' calendars - You can subscribe to your friend or colleague's personal calendar and any public calendar shared by them.
• Subscribe to holiday calendar - You can subscribe to any country's holiday calendar from the list provided in Calendar settings.
• Subscribe to Zoho Contacts - Birthday Calendar - You can subscribe to your Zoho Contacts calendar and add the birthdays from Zoho Contacts to your Zoho Calendar.

Keyboard shortcuts

Use keyboard shortcuts to manage your schedule more efficiently in Zoho Calendar. You can choose a preset for Zoho Calendar, Google Calendar, or Outlook, or customize shortcuts to suit your preferences. To configure your shortcuts, navigate to Settings > Calendar > Keyboard shortcuts. Learn more.

Calendar integrations

Integrate conferencing and scheduling applications with Zoho Calendar to manage meeting links and schedule events in one place. You can enable, disable, or configure supported integrations under Settings > Calendar > Integrations. Learn more.